SEDSIC2007 Status 20070204

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19 January

  • Exhibition run parallel with conference
  • 2-hour workshop or competition
    • Pranav: rocketry
    • Pranav: to bypass importation problems (i.e., rockets), could do competition with compressed air
    • Bring SEDS members with expertise in rocketry to share experience and strategy of making a rocket
      • Kirk: might be some exportation problems if coming from US to do this (unless it is a compressed air rocket, then no problem)
  • Career counseling/fest
    • SEDS alumni brief about prospects in aerospace, astrophysics, or astronomy
    • Chris L
    • Dr. Soundaraperumal, Deputy Director, Tamil Nadu Science and Technology Center and of Birla Planetarium
    • Honeywell has supported some SEDS conferences -- there is Honeywell in Bangalore and VIT has ties with company
  • Skype discussion on sunday evening (5 or 6 pm onwards) -- VIT has video conferencing facility, but we must make formal request for facility
  • Tentative plan
    • Pranav proposal: 
Saturday
5pm - 7 pm :  Culturals or Vellore Sight Seeing
7pm/ 8pm - 11 pm:   star party

Sunday
9am - 10:30 am: Formal Inauguration (Chief Guest can be any Indian 
emminent personality in field of astronomy/astrophysist) and Talk by Chief Guest
10:30am - 10:45am: break (tea)
10:45am - 12:00 : SEDS national chapters review
12:00- 1pm: Lunch time
1pm - 2 pm: BEST poster presentation  (SEDSaT 2 review may go in parallel session)
2pm -4pm:   Career Fest/guidance program
4pm-4:15pm: High Tea
4:15pm - 6:30 pm : workshop/ rocket competition
7pm - 8 pm : dinner
8 pm - 9 pm: skype (it may be interchanged with above)
9pm - : leave for Hyderabad on AC deluxe bus from Chittoor
    • Kirk's response to proposal: 
Saturday 22 September 2007
All day — SEDSAT-2 Preliminary Design Review
17:00 to 19:00 — Tour Vellore and VIT
19:00 on... — dinner and star party, telescopes provided by SEDS VIT

Sunday 23 September 2007
9:00 to 10:30 — Inauguration by Vellore Institute of Technology and 
presentation by an eminent Indian astrophysicist
10:30 to 10:45 — Tea break
10:45 to 12:00 — Presentations and updates by SEDS national branches
12:00 to 13:00 — Poster presentations by students
13:00 to 14:15 — Lunch
14:15 to 16:15 — Career fest and guidance program
16:15 to 16:30 — High tea
16:30 to 18:30 — Workshop and rocket competition
19:00 to 20:00 — Dinner
Evening — Overnight train to Hyderabad to attend the International 
Astronautical Congress (24-28 September).
  • Budget
    • Pranav: 
FOR FOREIGN delegate
Travel (hyderabad to vellore 2 trips): Rs. 1000/-
accomodation (2 days)                 : Rs. 1000/- (double bedded)
stationary                                    : Rs. 200/-
Food    ( 2 lunch, 2 dinner, 2 breakfast) : Rs. 300/- ( Rs. 50 for lunch
and dinner and Rs. 30 for breakfast, Rs. 10/- for each high tea with snacks)

                                Total: Rs. 2500/- per foreign delegate

FOR NATIONAL delegate (except VIT students)

Travel (one way fare of sleeper berth in train) : Rs. 500/-
Accomodation (2 days)                               : Rs 400/- ( in
double bedded lodge.. some can get VIT hostels.. sorry dean student
welfare told that foreign delegates are not allowed to stay in general
hostels of VIT)
Stationary                                                  : Rs. 200/-
Food   (same as above)                              : Rs. 300/-

                                 Total: Rs. 1400/- per national delegate

FOR VIT students incl SEDS VIT members

Travel                           : Rs. 0/-
Accomodation               : Rs. 0/-
Stationary                     : Rs. 200/-
Food (same as above)    : Rs. 300/-

             Total: Rs. 500/- per VIT student delegate

So if you take 20 foreign, 50 nationals and 30 internal delegates it
will add to Rs. 1 lacks (rounding heavily)
    • Kirk's response to budget 
Pranav's assumption: 2500x20 + 1400x50 + 500x30 = 1,35,000 Rs. --
consider this the absolute maximum number.

Now consider that participants pay for their own travel, food, and
accommodation. (but conference pays for tea, snacks, and stationary). In
this case the conference must provide approximately: 250x20 + 250x50 +
250x30 = 25,000 Rs. -- consider this the absolute minimum number.

As we find funding for the event, then we can add food to the estimate:
500x20 + 500x50 + 500x30 = 50,000 Rs.

Then if we add accommodation for one day: 1000x20 + 700x50 + 500x30 =
70,000 Rs.

I think the best scenario, which I did not calculate, is to provide the
tea, snacks, and stationary + bus to IAC (I do not know this cost) + one
or two meals, then leave the remainder of meals and accommodation as the
students' responsibility.

25 January

  • one/two SEDS Indians join with foreign SEDS members for rocket competition

Pranav: 

can one/two SEDS Indian join team with foreigner SEDS members.. 
this will facilitate foreigners to get resources in India (so no 
problem of importing etc) and SEDS Indian will be able to share 
SEDS experiences members (foreigners) technical experience and 
develop.. a greater bond will also develop between SEDS members 
worldwide..


30 January

Minutes of meeting with Pranav and Dean of Student Welfare and Dr. Geetha, faculty coordinator, SEDS VIT

  1. SEDSIC will be on last day of TECHWEEK, i.e., Sunday.
  2. exhibition starting from Saturday Afternoon so that students of other engineering colleges who will be coming for Tech Week can visit it.
  3. On Sunday, Local School Students ( 9-12 th STD.) will be invited for the exihibition.
  4. VIT can bear expense of TA/DA of resource persons (from India) of SEDSIC.. VIT will provide memento, food and accomodation in AC guest house for them (for all resource persons)..
  5. VIT can provide lunch coupons for 80-90 delegates on Saturday and Sunday..
  6. Dean suggested to have Train Journey (with reservation) from Vellore to Hyderabad instead of Bus journey.
  7. Dean told that there wont be any inauguration as TechWeek has common inauguration and valedictory.. if we wish, we may have introductory seminar (we are thinking of Jayant Narlikar's brother, an emminent astrophysicist or Rakesh Sharma, first Indian into Space)..
  8. Dean refused to have any culturals since TechWeek is Technical Feast
  9. He Aggreed for Star Gazing on Technology Tower RoofTop (8 storeyed building)..
  10. Dr. Geetha gave hint that she would be able to arrange sponsership for Saturday Dinner and Sunday Breakfast for about 50 delegates, from some company.. otherwise SEDS VIT funds may be utilised for the same..
    • Note from Kirk: have also talked to Boeing manager who deals with Indian facilities
  11. Dean asked me to submit write-up of:
    • Objective of conference
    • Letter of official confirmation for SEDSIC in VIT
    • No. of foreign delegates and from which countries
    • Tentative Schedule of conference ( I will have to omit Culturals)
  12. Dean told that VSSC (Vikram Sarabhai Space Center, ISRO) can definately put stall in our exhibition for benefit of students..

Other notes:

  • Pranav: shall we keep rocket competition propelled by compressed air/water and in it each team will be of 5 members ( 2 foreign delegates and 3 SEDS VIT/SEDS Indians)... Should be incoporate one lecture on how to make Sounding Rocket etc. by SEDS members who expertise in the field..
    • Kirk: For now, let's keep the rocket competition in the program. I remember seeing a paper presentation at the 2004 IAC in Vancouver, Canada, where a Japanese professor explained many different engineering principles that could be taught with water rockets (they seem like toys for children until you realize that you can do real aerodynamic testing with them). I have also asked a student at Embry Riddle Aeronautical University to join us -- he is on the Icarus Sounding Rocket team, http://www.icarusrocket.com/.


1 February

  • Pranav: forums like SGC?
    • Kirk: no -- has not been very popular or useful in the past -- use the blog instead
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