Venue team and volunteers arrive to set up registration desk, stage, microphone checks and seating layout in the main auditorium (Stage Manager / Event Coordinator).
Technical rehearsal: AV team tests projector, live mics, recorded national anthem audio and camera positions; dais dignitaries’ nameplates and bouquets prepared at the green room (AV Lead / Protocol Officer).
Hospitality team briefs ushers and arranges welcome tea/coffee in the reception area (Catering In-charge); designated green room prepared for chief guests with water and briefing notes.
Final protocol briefing with Master of Ceremonies, Vice Chancellor’s office and security: run through timing, guest procession and emergency procedures (Event Director / Security Lead).
Student volunteers and faculty marshals take positions at entrance and auditorium aisles to assist arriving guests and distribute event programmes (Volunteer Coordinator).
Arrival and Seating: Guests, faculty and students are welcomed at the registration desk; ushering to reserved seats in the main auditorium and VIP seating arranged near the dais.
Welcome Note & Introduction: Master of Ceremonies gives opening remarks, introduces the programme flow and acknowledges dignitaries on the dais.
Felicitation of Guests: Formal welcome of dignitaries with presentation of bouquets/mementos and brief introductions (Protocol Officer).
Vice Chancellor’s Address: The Vice Chancellor delivers the opening address outlining the university’s vision for defence outreach and the objectives behind the Defence Rakshak Cell.
Inauguration Ceremony: Ribbon cutting and unveiling of the plaque for the ‘Defence Rakshak Cell’; a short overview of the cell’s mandate and upcoming initiatives is presented (Vice Chancellor / Guest of Honour).
Session 1 — Address by Lt Col (Dr) Dharamdatt Goel: A focused talk on defence-civil collaboration, leadership and career pathways for students interested in defence services.
Session 2 (Keynote) — Address by Brigadier Alok Shukla, DJAG, Southern Command: Keynote on legal, ethical and organisational aspects of defence operations and the role of academic institutions in national security.
Session 3 — Address by Lt Col Jayendra Mahadik: Insights on training, mentorship and opportunities within the Defence Rakshak Cell; practical guidance for student engagement.
Open Forum — Q&A with Army Officers: Interactive session where students pose questions to the panel; moderator curates questions to ensure breadth of topics.
Vote of Thanks: A designated faculty member formally thanks the speakers, guests, sponsors and organizing team for their participation.
Conclusion & Photo Session: National Anthem is played followed by an official group photograph of the dignitaries, selected student representatives and faculty on the auditorium stage.
Post-event mingling in the reception foyer with light refreshments; guests and VIPs meet event leads and student coordinators (Hospitality Team).
Working Lunch (optional) at the venue’s conference room or nearby restaurant such as 'Campus Café' or 'The University Dining Hall' for speakers and organising committee to debrief and network (Catering / Protocol).
Breakout meeting: First planning meeting of the Defence Rakshak Cell steering committee to assign roles and next steps; optional student-volunteer briefing on upcoming activities (Cell Coordinator).
Campus tour for visiting dignitaries (if requested): brief visits to the university’s research labs or relevant departments; guided by Department Heads (Host Faculty).
Media interaction: short press meet or interview slot in the conference room for media queries and photos; communications team circulates an official press release and event highlights.
Hospitality wrap-up: Volunteers and hospitality staff assist guests as they depart; ensure transportation and protocol arrangements are confirmed (Transport / Protocol Officer).
Event breakdown: Stage crew and venue staff begin dismantling temporary setups, collecting equipment and returning rented items; AV team archives recordings (Logistics Lead).
Debrief: Core organising committee meets for a 30-minute informal debrief to note immediate feedback, action items and follow-up responsibilities (Event Director).
Official close of the day: All teams sign off, final checks completed and an evening summary email sent to guests and stakeholders with links to photos and recordings (Communications Officer).