Run a school or sub-district Kalolsavam round and it’s easy to assume you need a stage, some judges and a results sheet. The official manual’s own organising chapter describes something far bigger: sixteen separate sub-committees, each with a named chair and a specific job, covering everything from catering to crowd discipline to a dedicated Green Protocol team. Most of these never make it into a casual how-to guide, but they’re exactly what the manual expects a real kalolsavam committee structure to look like once you’re running more than a handful of classrooms.
The sixteen committees, and what each one actually owns
| Committee | What it owns |
|---|---|
| Reception | Inviting and welcoming guests for the opening/closing ceremonies, arranging the welcome song, printing and distributing invitations, receiving delegations from other schools/districts. |
| Catering (Food) | Feeding participants, accompanying teachers, guests, judges, volunteers and media at the venue; distributing meal coupons; arranging separate catering for judges. |
| Publicity | Press coverage, handing results and photos to media on time, printing banners/posters/boards. |
| Programme | The operational core: verifying entry lists, preparing score sheets/time sheets/tabulation sheets, assigning code numbers, briefing teachers supervising participants, keeping every competition on schedule, announcing rules before each event starts. |
| Discipline (Law & Order) | Working with local police, NCC, Scouts & Guides and volunteers to keep the venue orderly for the festival’s full duration; police presence is mandatory until the event concludes. |
| Welfare | Medical help and first aid on call, safe drinking water at both the venue and accommodation, sanitation at the dining area. |
| Registration | Registering arriving teams, issuing badges and registration cards, handing out meal coupons to other committees as needed. |
| Accommodation | Arranging stay for teams from other districts, ensuring water/power/sanitation at the accommodation, booking judges’ rooms in coordination with the PRO. |
| Transport | Vehicles for competing teams and guests to and from the venue — rail, state transport, private buses and school buses as needed, coordinated across venues. |
| Trophy | Collecting and polishing returning trophies, distributing trophies/certificates on schedule each day, closing-ceremony overall championship awards, handing the trophy register to the education office once the event ends. |
| Stage & Pandal | Building stages and green rooms, seating arranged separately for judges/media/general public, a dedicated fire-safety pandal beside the main stage, a fitness certificate for every structure from the PWD. |
| Light & Sound | Lighting and sound at every venue — stage, dining area, accommodation, media centre — plug points, mics, feedback speakers, a generator on standby. |
| Souvenir | Collecting articles/photos/ads for the festival souvenir, pricing and distributing it, releasing it at the closing ceremony. |
| Finance | Approving budgets from every other committee, auditing income and expenditure within a month of the festival closing. |
| Cultural | Cultural performances creating a festival atmosphere at the venue, plus light refreshments for participating children. |
| Green Protocol | Keeping every venue plastic-free and waste-managed, briefing participants and spectators on sustainable practices — added to the manual as its own standing committee, not an afterthought bolted onto Discipline or Welfare. |
Why the Programme Committee is the one that actually runs the mic
Of the sixteen, the Programme Committee is the one whose job overlaps directly with the software side of running a kalolsavam. It’s responsible for the full entry-to-result pipeline: checking and correcting the entry lists that come up from each level, preparing score sheets and tabulation sheets for every single competition, assigning code numbers to participants, scheduling so the same student competing in multiple items doesn’t get double-booked, and announcing each competition’s rules at the venue before it starts. Every other committee supports the event around the edges — catering, lighting, transport — but the Programme Committee is the one actually keeping competitions moving on time, in order, without clashes.
Discipline and Green Protocol aren’t optional extras
Two committees are worth calling out because organisers sometimes treat them as afterthoughts. The Discipline Committee isn’t just a volunteer with a whistle — the manual specifically calls for coordination with local police, NCC and Scouts & Guides, and expects police presence for the festival’s full duration, not just the opening ceremony. And Green Protocol has its own standing committee specifically because the manual’s general rules make the whole festival subject to Green Protocol compliance — plastic-free venues and proper waste management aren’t a suggestion layered on top of the event, they’re one of the sixteen things a real organising committee is structured to deliver.
Setting this up for your own round
None of this is something software runs for you — committee formation, venue logistics, catering and policing are real-world coordination the manual deliberately keeps in human hands. What a platform like eTalenter does help with is the Programme Committee’s half of the job: the entry lists, code numbers, score sheets and schedule that are the actual competition-data backbone underneath all sixteen committees. Chest numbers and entry lists stay structured through ID card & chest number setup, judging and score sheets run through our judging & tabulation guide, and results publish as soon as they’re ready via results publishing — so the Programme Committee isn’t reconstructing a schedule by hand while fifteen other committees are relying on it to keep the event on time.
See the entry, judging and results flow for yourself. Open a live demo and log in as a demo coordinator or judge — no sign-up required, read-only, nothing you click can change the event. For the wider sub-district setup, see our sub-district organiser’s guide.
FAQ
Do we really need sixteen separate committees for a school-level kalolsavam?
The manual’s full sixteen-committee structure is written for the larger sub-district/district/state rounds. A single school can combine several of these roles among fewer people — but the underlying jobs (reception, catering, discipline, a results/programme team, welfare, green protocol) don’t go away just because the event is smaller.
Which committee is responsible for keeping competitions on schedule?
The Programme Committee — it owns the entry lists, score sheets, code numbers and competition-by-competition scheduling that keep the whole event moving without clashes.
Is the Green Protocol committee a recent addition?
Yes — it was added to the manual’s committee structure specifically to make plastic-free, waste-managed venues a standing responsibility rather than something assumed to happen on its own.
മലയാളത്തിൽ വായിക്കുക (Read this in Malayalam)
Running a school or sub-district Kalolsavam round on eTalenter? Message us on WhatsApp at +91 96056 56508 or email support@etalenter.com for help with the software. We can’t help with venue logistics, catering or committee formation for the official festival — for those, please contact your school or your education office.
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