METAL - 2016 Proposal of IGNCA for Hosting the Ninth Interim Meeting of the ICOM- CC s Metal Working Group 2016 Venue: Indira Gandhi National Centre for the Arts (IGNCA), New Delhi, India. Conservation Division, IGNCA Page 1 of 8
The Indira Gandhi National Centre for the Arts (IGNCA), New Delhi, India, established in 1987, is a premier research institute dedicated to holistic understanding and expression of Indian arts in their inter and multi- disciplinary nature. The arts here are understood to comprise the fields of written and oral creative and critical literature; the visual arts; the performing arts in their broadest connotations along with all else that has an artistic dimension. The IGNCA seeks to achieve its objectives through its various academic activities of research, preservation and dissemination of traditional Indian knowledge systems. Conservation Laboratory is one of the active divisions of IGNCA with its core activities in conservation of metal, manuscripts, paintings and preventive conservation. IGNCA has an experience of hosting many international conferences. IGNCA intends to bid for hosting the ninth Interim Meeting of the ICOM- CC Metal Working Group in 2016 at Indira Gandhi National Centre for the Arts (IGNCA), New Delhi, India. As per the guidelines provided by ICOM- CC s MWG, the conference budget, time lines for various activities of the conference have been prepared. (Budget of the conference is at Annexure A ). According to the budget there is deficit of ` 78 lakhs i.e. $ 1,3,2203.00 which would be taken care of according to clause X. I The Financial aspects: Kindly see annexure A. II Conference Venue 1. The Conference would be held at Indira Gandhi National Centre for the Arts (IGNCA) which is situated in the heart of the city and good hotels are situated in its vicinity. 2. IGNCA would use its good offices to make arrangements for reasonable prized accommodation (approx. $ 100) near the venue. These accommodations are India International Centre (IIC), India Islamic Centre, India Habitat Centre, YWCA and Indian Institute of Planning and Administration (IIPA). 3. IGNCA can provide accommodation to 6 participants on twin sharing basis in its Guest House. Conservation Division, IGNCA Page 2 of 8
4. We would empanel hotels by competitive bids these would be put on the conference website. III Conference dates Tentative date for the conference is 26 th September (Monday) 2016 to 30 th September 2016. IV. Organizing Committee 1. Member Secretary, Indira Gandhi National Centre for the Arts (IGNCA) 2. Coordinator Metal Working Group ICOM CC 3. Chairman INC- ICOM 4. Director General, National Museum 5. Director General, Archaeological Survey of India (ASI) 6. Joint Secretary, Ministry of Culture 7. Dr. Achal Pandya, HoD (Conservation), IGNCA, Convener Member 8. Scientist of eminence 9. Director, National Research Laboratory for Conservation of Cultural Property (NRLC) V. Programme Committee 1. Nominees from ICOM- CC Metal Working Group (5-10) 2. Dr. Achal Pandya, HoD (Conservation), IGNCA, Programme Chair 3. Experts in Metal Conservation/Conservation science. VI. The conference programme: Additional activities related can be done during the workshop to enrich the workshop such as workshop by traditional metal- smith and sessions on issues regarding Indian Metallic Heritage such as Delhi Iron Pillar, post conference tours to Rajasthan, Agra, Varanasi etc. Conservation Division, IGNCA Page 3 of 8
VII. Time line: Activities Months Months 1-3. 1. Setting up of Organizing Committee 13-18 1. Short listing and review of abstracts (21 2. Booking of conference venue 3. Setting up of Secretariat 4. Finalization of Conference Theme (9 2. Sending emails with deadlines for full papers 3. Collection of consent letter from authors. 4-6 1. Appointment of Conference Designer. 15-18 1. Full editing of paper- content (18 2. Establishment of Conference Website 3. Tendering process for empanelling Hotel Rooms (6 2. Finalization of final programme, session and chairs 4. Establishment of Conference Format 7-12 (17 10. Finalization of preparation of Pre- print 16-23 (8 1. Finalization of poster display. Conservation Division, IGNCA Page 4 of 8
Schedule. 13-15 (11 1.Call for abstracts for papers 2.Management of enquiries 3.Up- dation of Conference Website 16-24 (8 1.Registration available on website, publicity sent out 2. Communicating about poster to authors and seeing their consent 22-24 1.Final edits to papers ( 2 2.Paper sent to graphic designer for final layout in volume 3. Preliminary pages of the volume, author index, table of contents etc. produced 4. Final pdf- s produced for authors 5. Final program available on website, publicity sent out 6. Printing of Conference program/abstracts book 7. Assemblage of Registration packet with Abstract book soft copy of papers Conservation Division, IGNCA Page 5 of 8
VIII. Editing: All Abstract and paper submissions would be through dedicated conference website. IGNCA has a team of IT professionals who would assist the programme team in website management. Excel spreadsheet system, Microsoft using Track Changes and Oxford Abstracts as suggested in guidelines would certainly be used. We have necessary wherewithal for such jobs. We will have a dedicated Editing Unit manned by Assistant editors who would communicate with editors and authors. IX. Proceedings: We plan to bring out e-publication of conference proceedings at the time of the interim meeting. Q and A would be sent by email to each participant within three s and Q and A would be included in the hard copy. Hard copy of the conference would be made available on demand. Hard copy would be made available three s after the conference. X. Sponsorship and Deficit Management: 1. The cost of venue hire and decoration would be borne by the IGNCA from the conference budget. 2. 50% of the publication cost would be borne by IGNCA (Initial costs related to collection of articles, correspondence with authors, editing would be borne by IGNCA. 3. Cost of security would be borne by IGNCA. 4. One of the conference dinners would be hosted by IGNCA 5. Dedicated Conference Website would be started from the funds of IGNCA. 6. Sponsorships would be raised from Corporate Social Responsibility, CSR- s of companies like ONGC, GAIL etc. 7. Partner organizations like Archaeological Survey of India (ASI), National Museum Institute, National Research Laboratory for Conservation of Cultural Property (NRLC) would be requested to take care of some of the aspects like one of the lunches, delegate kits etc. 8. By subsidizing delegates from North East and Tribal Areas of India for attending the conference. 9. Additional funding would be solicited for delegates from South Asia and South East Asia for taking part in ICOM- CC, Metal Working Group (MWG) as Conservation Division, IGNCA Page 6 of 8
representation from these countries has been very poor in previous conferences. Organizations like Indian Council of Cultural Research (ICCR) would be approached for this specific purpose. 10. Sponsorship would be raised to meet the deficit amount. Sponsors would be kept in the following categories:- a) Platinum (` 15lakhs) i.e ( $25423) b) Gold (` 12 lakhs) i.e ( $ 20338) c) Silver (` 8lakhs) i.e ( $ 13559 ) d) Bronze (` 5 lakhs ) i.e ($8447) Sponsors will get stalls in the workshop and their logo will be on the conference website, pre- prints, on the banners, publicity material (only for platinum sponsors). XI. Cost of Registration Registration fees 350 = $ 484 x 200 participants = $ 96800, `5,711,200.00 S. No. Item Amount in ` Amount in US$ 1 Income `57,11,200/- $96,800.00 2 Expenditure `1,35,30,000/- $2,29,322.03 3 Deficit `78,18,800/- $1,32,522.00 Total Expenditure: ` One Crore thirty five lakhs thirty thousand. In US Dollar: (US$ two hundred and twenty nine thousand three hundred twenty two) Deficit : Rupees Seventy Eight Lakhs, Eighteen thousand eight hundred. US Dollar One hundred thirty two thousand five hundred twenty two. Registration Fee includes Conference Fee, Digital Preprints, Opening Reception and Closing Reception, Conference Dinner and Pre- conference dinner, Gala Evening. Categories of Registration Fees Conservation Division, IGNCA Page 7 of 8
1. Early Bird (Member ICOM- CC) : 350 2. Early bird registration and 400 ($ 553) for registration after early bird deadline. 3. Early Bird (Non ICOM- CC member): 450 4. Student: 200 5. After early bird deadline (For ICOM- CC members) : 400 6. After early Bird deadline (For Non ICOM- CC members): 500 7. Student after early bird deadline: 250 It may be seen from the conference fee above that the fee proposed is lower than the previous MWG interim meetings. The deficit generated would be absorbed by IGNCA as indicated in the sponsorship and deficit management heading serial no. X (1. To 5.) Additional funding from external sources would also be sought as explained in X (6 to 10.) Conservation Division, IGNCA Page 8 of 8