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| Prof.U.R.Rao and Chairman ISRO Dr.Radhakrishan felicitating Soorya Krishna Murthy's | cultural troupe |
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| Welcome Reception |
Organizing COSPAR2012-Scientific assembly-our experience
Background:
One day, during October 2011,as usual lazily I was sipping my afternoon coffee, and I got phone call from erstwhile head office. The voice on the other side asked me whether I can take up some small term assignment of organizing a International conference under leadership of Prof .U.R.Rao. Although, I was initially surprised by the offer, I gave my consent without seriously thinking about the outcome of this discussion. I had never in the past worked directly worked under Prof.Rao, although he was the head of the first satellite project namely Indo Soviet Satellite Project[ISSP], and my career started under his overall leadership. Even those days ,he was an iconic figure for all of us who had worked under him , and after a decade he went on to become the Chairman of ISRO. He was a world known space scientist, and always admired for his dynamic leadership in the development of Space science and space technology, in particular satellite technology. It was a great challenge and an opportunity for anybody to work under him. The speed at which he works even at this advanced age puts even young people to shame.[ he is currently 80+].
COSPAR [ Committee for space research] is an international organization having head quarter at Paris, and is responsible for promoting space science all over the world. Member countries of COSPAR voted India to organize this biennial event namely COSPAR Scientific Assembly, in the year 2012. This mega event attracts scientists and academicians from all over the world, working in frontier area of space science and related areas to present their latest research work in the field of space science. It was estimated that more than 3000 scientists will participate in this mega event. ISRO was entrusted with the responsibility of organizing this event, under the Chairmanship of Prof.U.R.Rao as the head of the local organizing committee[LOC] of COSPAR2012. The event was scheduled to be held between 14 - 22 July 2012 in sprawling world class campus of Infosys training centre, at historical city of Mysore. Infosys software training centre is world by itself, consisting of a state of art global training centre , with more than hundred lecture halls under one roof, in house accommodation for 10,000 participants at any given time and, all the other additional infrastructures, like rooms ,cafeteria, multipurpose halls, sports and other entertainment facility within the campus that gave a added ambiance to this mega scientific extravaganza . This centre is named after N.Narayana Murthy,[Called Narayana Murthy Center of Excellence]one of the chief founder of Infosys, a world class Indian software company. Mr. Narayana Murthy[fondly known as NRN] a software CZAR, has graciously agreed to host this event almost free of cost, in this world class magnificent facility ideally suited to host such events.
I joined COSPAR-2012, team only nine months was left for the event. The twelve sub-committees set up for organizing this event have done sufficient ground work on all aspect of the conference. Unfortunately, they have not been able to translate these into action pending formal approval for this event from the government. This is where we have faulted, due to which we have to face several embarrassing situation later date. The most of the sub-committees chiefs were my colleagues or friends and I had no difficulty in interacting with them on day to day basis. Infosys team was also assigned to organize this event took it as challenge and provided excellent support from the beginning. LOC use to meet every month and discuss all issues in detail. Prof.Rao never let anyone to take things lightly, however subsequent developments created several anxious moments for him. The key issue was government approval, without which nobody can proceed further.
Unanticipated problems:
We activated LOC website in the month of Jan 2012, which itself was too late. Added to this we could not accept the participation of delegates and also activate payment gateway. The foreign delegates need sufficient time to obtain Visa. Unless they are issued with appropriate letter to obtain VISA; that can be only be issued after obtaining government approvals, everything hinged on the process of getting approvals, which solely remained in the domain of bureaucrats who unfortunately, failed to appreciate the importance of the event ,to acted very slowly. The approval was required from MEA, MHA, ministry of expenditure, cabinet secretary and finally from PM’S office. Stringent austerity measures made the matter worse, and it gave sufficient ammunition for bureaucratic delay. One time we started thinking whether we will be able to hold the event at all.
COSPAR headquarters at Paris started, becoming restless as they were loaded with enquiries from all over the world from the potential delegates. They also started thinking whether we will be able to hold the event at all, which would have caused a major embarrassment for us and also COSPAR headquarters.
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| Space Agency Round table Chaired by Prof .U.R.Rao |
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| Chairman ISRO, highlighting the ISRO's Achievemnts. |
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| Team LOC- COSPAR 2012 |
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| President COSPAR Dr..Bignami |
We had some more unforeseen problems. Somebody started announcing parallel y on COSPAR-2012, for attending the cospar2012, giving details of the programme. We had to caution all the delegates on our website, not to fall prey to such tricks. We had a fully sponsored student program, for those who are doing research in the area of space science and related area. One smart fellow approached several institution in the guise of authorized representative of ISRO, started collecting money for sponsoring the candidates. We had to report to cyber crime cell to appropriately deal with this incident. However, some gullible delegates who had already paid the money this person, had to lose the money.
One more area started giving us nightmare was, payment gateway. Many Institutional delegates abroad who wanted to pay through the corporate card ,could not pay through their credit card as the present regulations demands 3D security. This has resulted in the non realization of payments from many delegates. Alternative mode of payment was too costly and , they were not interested to do it. Added to this American express card needs separate payment gateway, operated by them. Due to several security related issues we could not operate the American express gateway. This posed serious problem for those who wanted to pay through American express card, especially coming from USA.
Major problem, we faced was from the visa front. Indian missions in certain European countries and USA were not issuing visas under the pretext of lack sufficient documentation. Although, we have sent several letters to various missions about this International event[110 missions abroad] they were raising one or other doubt and refusing to issue the VISA. In USA, the visa related matters are outsourced to a private agency and they were not understanding the gravity of the event and thereby, blatantly refusing to issue visa. As there was hardly any time left for people [buying air tickets, and booking accommodation ]to come to India, visa problem added further obstacles to the success of the event, as we are expecting more delegates from these countries. Visa committee has to take major brunt of this, and they have to work round the clock to resolve this issue with MEA, as the time was running out. LOC started getting hundreds of very uncomfortable messages from delegates coming from abroad, for which LOC secretariat has to answer on day to day basis, which was nothing but nightmare to all of us.
At some point of time, payment gateway coupled with VISA issue, made the matter worse and LOC has to resign to the fate that this conference in probability is going to a flop show. The ambitious target of achieving 3000 delegates is a dream and reality is that we may end up with 1800 delegates. COSPAR HQ also came to the conclusion that not everything was going well at LOC and this conference was not going to successful as earlier thought to be.
As a precautionary measure, Prof .Rao revised the budget of conference and he took many cost cutting measures which ultimately proved to very beneficial. The four major issues weighed on his mind was,
1. Transportation 2. Catering 3. Entertainment 4. Event management.
Transportation of delegates from Bangalore Airport to Venue, and back was to be provided to all delegates at free of cost. At Mysore Local transportation was provided free of cost. Accommodation at the venue was provided free of cost delegates who were staying at venue. In addition to the above, several concessions [registration fee] had to be doled to delegates, because of the failure to realize the payment through our payment gateway within the stipulated time. With these many freebies and stringent shoestring budget, how do we manage the show? This is where the experience and vision of Prof.Rao came to work. He has done everything possible to cut the cost without compromising the quality. This perhaps goes in the history of an international conference where the Event manager was decided just 40 days before the event!
COSPAR Scientific Assembly :
Finally, the very important day arrived. ISRO is always known for extraordinary crisis management. ISRO has put all resource at its command to ensure that nothing goes wrong. Right from the entry to Infosys campus for registration, ambiance of the International event was clearly visible. The first impression is the best impression. Our registration counters, help desk were highly impressive. There was no delay in processing any registration. All issues related payments at the venue were handled smoothly with humane touch. Even in certain cases the demand from the delegates were not fair, we could accommodate them based on our national sentiment,” Athithi devo bhava”.
To our surprise we could collect as much as much as 1 crore at the venue which also, perhaps a record. Many unsuccessful registrants came directly to venue to attend the conference and paid the money.
The conference technical arrangement perhaps was the best.[3441 abstracts were received out which 2297 for oral presentations and 864 posters]for Most of the foreign delegates were, amazed by ambiance of the venue which was of the global standard. Some senior scientists remarked that, ‘This campus is modern Tajmahal’. Thanks to NRN the founder of Infosys, whose amazing vision is seen in the creation of this magnificent campus.
The special events like Welcome Reception, Inauguration ,Cultural events were hallmark of this conference. Welcome reception held at silent shores resort is perhaps one of the best ever hosted by any country[This comment is made by COSPAR HQ] so far. Food arrangement, both continental and Indian was appreciated by all the delegates. While westerners could enjoy famous south Indian cuisine , hot Masala dosas ,Indian delegates had the opportunity to taste the continental food at affordable cost.
No country that organized such an event has provided transport and accommodation free of cost. Our transport arrangement perhaps was the best , and everybody requirement was met very amicably. All the delegates were amazed by the ambiance of the Venue. Infosys has done everything possible to keep the delegates comfortable. With all these arrangements everybody thought that it will make big hole in our budget. But later on it turned out to be one of the most economically organized International events.
Delegates:
Was it a flop show? We were astonished to know that 2130 delegates[ total attendance 2838 including organizers] attended this conference, which made 39th COSPAR Scientific Assembly one of the most successful COSPAR event, ever held in Asia[see space research today December 2012]. According to western observers, 39th cospar2012 assembly held at Mysore, has created new benchmark for future organizers of COSPAR event by its shear, flawless arrangement, quality of documentation, seminar materials, excellent food, cultural event ,hospitality, security arrangement, cute exhibition arrangement arranged with short notice and above all excellent technical arrangement. Many dignitaries who had attended the COSPA2012, appreciated holding this scientific extravaganza , after three decades[ previously held in Bangalore in 1979 attended by 700 delegates] in the historical city of Mysore. For us it was a unique experience organizing scientific festival for ten days. We have learnt many lessons that will be going to be very useful for future. However, it was an excellent team effort and ,ISRO has once again demonstrated that ,“ when going gets tough, the tough gets going”.
My personal experience:
I had the unique opportunity of meeting several scientists and interacting with them that made me slightly richer in experience. I had the unique experience of meeting S.L.Byrappa, a doyen in Kannada literature during this conference. Besides being one of the great Kannada literary figures, he has also evinced keen interest in science. On one occasion introduced me to him. He told me that he is familiar with my name. I was amazed by his comment. Then he remembered to read a book I have written in Kannada in the year 1998,namely “ Bhahyakashakkondu sethubhanda”, for which Prof .Rao had written the foreword. I was overwhelmed with Joy, after knowing such that such a great literary personality has read my book ,and able to recollect my name.
Post conference scenario:
After the successful conclusion of any event one has to a stock of what went wrong , if anything has really gone wrong. In our case all the stake holders were very happy, and it appeared as if ,all the problems we faced before the conference had a happy ending, like a bollywood movie love story. There were many things all of us have learnt, which I am sure, is going to be very useful as future guidance for organizing such events. However, I would like repeat some of them again.
1.Get all clearances for such events at least one year in advance
2.Design the website which is user friendly. Give all information even if it is minor, specially bring out all limitation. Avoid seeking unnecessary information which has no relevance to conference.
3. Payment gateway should be designed to accept all types of card, If not bring out limitations .
4. Do not take VISA issue lightly.
After the conference is over settlement of accounts is also very important. COSPAR HQ had a special appreciation for LOC settling their account speedily and very smoothly. Finally , COSPAR 2012, Scientific assembly had positive bank balance, which made Chairman LOC, to graciously reward, all those who had worked hard to make this event a grand success. To sum up, Russia which is organizing this event in 2014 and Turkey in 2016 had asked details of planning process from us, which speaks volumes on the success of cospar2012 -39th scientific Assemblies held at Mysore, India.
