Indian Institute of Management Raipur

Convocation Invitation Committee SOP

This Standard Operating Procedure (SOP) outlines the process for inviting and managing
guests for the Convocation. It ensures consistent communication, proper tracking, and
smooth coordination with all stakeholders involved.

S. No. Section Details

1 Categorization of Invitees Educational Institutions –
NIT, IIT, PRSU, AIIMS, IIIT,
HNLU, Directors of IIMs
Medical – e.g., Sadbhavna
Hospital
Government
Dignitaries/Bodies –
Mantralaya officials,
IAS/IPS officers,
Secretaries, Chief
Postmaster General, Raipur
Airport Authority
Corporate Dignitaries –
ARCOP ASSOCIATES PVT.
LTD., RITES PVT. LTD.
Other Special Invitees – PGP
Chair recommendations,
Guest Faculty
Important Partners,
Audit/Construction
consultants
2 Modes of Delivery Email – With scanned card +
live stream link
In-Person Visit – For local
guests (Raipur, Naya
Raipur, Abhanpur); includes
token gift (e.g., Mug or
Parker Pen)
- [NEW] At the time of visit,
collect and record a follow-
up contact number for
smoother coordination.
Speed Post – For semi-
local/key external guests;
tracking must be recorded
3 Guest Database Structure A centralized spreadsheet
must include:
Name
 Designation
Organization
Guest Type
Address
Email
Phone
Delivery Mode
Date Sent
Delivery Status
Confirmation Status
4 Confirmation & Sharing Follow up with guests via
with the Reception Team phone/email to confirm
attendance
Keep the confirmation
status dynamic and updated
Final confirmed list to be
shared with the Guest
Reception Committee 1–2
days before Convocation for
logistical planning
5 Email Communication via IT All invitations to be sent
Dept. ID from the official
Convocation ID (to be
created by the IT
Department)
The email must include a
scanned invitation card +
live stream link
Standardized email format
to be followed

Annexure – Sample Email Format (This Year)

Subject: Invitation to the [13th] Convocation Ceremony of IIM Raipur

Dear [Title] [Name],

We are pleased to invite you to the 13th Convocation Ceremony of the Indian Institute of
Management Raipur, scheduled for [date] at [venue].

Please find the attached digital invitation card along with the live stream link for your
reference.

Attachment: Scanned Invitation Card

Live Stream Link: [insert link]

We would be honored by your presence. Kindly confirm your availability.

Warm regards,
Convocation Committee
Indian Institute of Management Raipur
convocation@[Link]