The following was discussed during the physical meeting at IIT Kanpur: Attendees: Ravi, Untrusem, Sansakr, YuvalThey told us that accommodation is possible for up to 100 people in visitor hostels (guest house). It costs 1500–4000 rupees per night and include all three meals.
Attendees (non-speakers) can stay in common rooms, which can accommodate like 50 people (I forgot the actual number 🙁). The cost for a common room is 5000 rupees per night.
Regarding charging attendees, they told me that 200 people were charged 1500 rupees each (for 2–3 nights) for the open printing conference which was held in September this year.
On another note, getting sponsorship and volunteers is difficult. Therefore, the local team recommended charging a registration fee from all the attendees.
For gate access, it is enough to give the list of participants in advance.As an approximation, it was 1.5 lakh rupees for arranging food for 250 people in that Open Printing conference.
Lecture hall charges depend on room size. They told me that it costs 8000 rupees per day for big halls which has capacity of 400.
We also need to get approval from the college, which will be handled by the local team. It requires submitting all the details of the event including speaker's names, talks and the timeline of the event. It is recommended to finalize the details 1 month before the event for approval.
In addition to the detailed info given above, we are planning to meet the local team this month to estimate the budget.
Let me know if you want to join the meeting or help us in organizing the event.
Feel free to join the event's Matrix and XMPP channels for helping out. Matrix: https://matrix.to/#/%23minidebconf-india-2026%3Apoddery.comXMPP: https://join.jabber.network/#minidebconf-26-india@groups.durare.org?join
-- Ravi Dwivedi https://ravidwivedi.in CEO, Prav https://prav.app
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