GoKart Design Challenge
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This document proposes a go-kart design challenge event organized by the SAE Collegiate Club of ITM University, Gwalior. The event will have two rounds: a virtual round where teams submit designs and presentations, and a dynamic round where teams demonstrate working go-kart models. The event aims to give engineering students real-world design experience and stimulate entrepreneurship. It will provide certificates and prize money to winning teams. The organizers outline event timelines, describe the evaluation criteria and rounds, and provide a budget of approximately 2.1-2.5 lakhs to cover prizes, certificates, promotions and operating costs. Sponsorship and team registration fees will fund the event budget.
GoKart Design Challenge
- 1. Proposal for Go-Kart Design Challenege Submitted By: SAEINDIA Collegiate Club ITM University, Gwalior
- 2. Go-Kart Design Challenge 1. Event abstract The event is a design and manufacture challenge for undergraduate students of engineering discipline. The object of the competition is to simulate real-world engineering design projects and their related challenges. Here they would be required to design and manufacture a Go-Kart, without any professional help. The whole design and manufacturing process will test their technical as well as entrepreneurial skills. 2. Event Background: The event is a brainchild of the core committee of SAE Collegiate Club of ITM University, Gwalior. Every year the club organizes events which has been covering Gwalior region. From the first AUTOQUIZ to a complete SAE Events week, responses have been great. This time we have planned to expand our horizons. We were planning for a big event and looking forward for positive support from the institution. 3. Event outline Virtual Round Dynamic Round 4. Description of the event As already stated the event is a design and manufacture event for undergraduate engineering students. Students from all the relevant branches can therefore participate.
- 3. This event of Go-Kart design is one of most famous and most known automotive competition around the country. The event gains the benefit of simplicity required for preparation on team’s part. The event would be conducted broadly in two rounds. Round 1 to be the ‘virtual round’ and round 2 as the ‘Dynamic round’. Each has been briefly described below. 4.1. Virtual Round: This round will test their preparation for the Dynamic round. Now there are two possible options of conducting the Virtual Round. 1. Teams would be required to submit their data and virtual design along with other specified support materials. No direct interaction with teams to occur. Furthermore, teams would be asked to submit response to a specific questionnaire based on the content they provide. The judging panel will thus choose among them the teams which are promising and seems ready for the Dynamics. 2. Teams would be virtually i.e. via video conferencing would be called for a presentation round. They would be required to verbally brief up their presentation of the vehicle design and plan. Following the presentation there would be questionnaire round based on the contents of their presentation. They would also have to submit other support document, separately. There would be no physical interaction between the teams and organising panel in both the options, everything would be done virtually. This would help us save time and money both. A specified number of teams would be marked qualified for the Dynamic round based on decided grounds. Number of teams qualifying for Dynamics is subjected to number of participating teams. Decision would be made based on proper decided grounds. 4.2. Dynamic Round: This would be the second round and the most important one. Teams clearing the virtual round would be eligible for this round. Here the qualified teams are required to come up with the real working model of the vehicle they have designed. The manufactured vehicle would be tested on various decided grounds. There would be number of levels in the Dynamic round which would test the vehicle and its manufacturing process in a very comprehensive way. For instance, there would be levels testing Vehicle’s safety parameters used, vehicle’s operational ability (Braking, Acceleration and Manoeuvrability), Innovative ideas and environmental impact, business strategy etc.
- 4. 5. What’s in for participants? Teams participating in the event would be getting a rich experience along with certification and prize money. Teams qualifying for Dynamic round would be eligible for a certificate of successfully clearing virtual rounds. Teams which could not qualify would be given a participation certificate. Top three finishing teams in the Dynamic round would be given a separate certificate mentioning their position. Remaining teams would be given a certificate of participation in the Dynamic round. Winner of the virtual round would be given a certificate mentioning their position along with some prize money which has not been decided now. Similarly, there would be winning prize money for top three finishing teams in the Dynamic round. There could be prize money on different categories such as best design, best team, best captain and so on, which is subjected to number of teams participating. 6. Event Management This section describes about how the event would be organised. Phases of the event and their brief description: 1. Planning and concept development- This phase is already undergoing or to some extent is at it’s completion. This very proposal has been designed after looking over most of the variables which would affect the event. 2. Grant of official permission from the Institution- This very proposal is the first step towards this phase. Having drafted a comprehensive proposal, the club expects institution’s support. Only after every official discussions and procedures are done, the event would near its next phase. 3. Promotions and reaching out to sponsors- As soon as the event gets a nod and a positive support of the Institution, the promotion program would be launched. It would be promoted via social networking sites and classified contacts arranged by the club. At the same time, we would be contacting sponsors for a positive association. 4. Registration process- Parallel to promotions and sponsorship program, the club would be looking over the possible ways by which teams are to get registered. Everything would be done legally and would be in accordance with rules being laid out by the Institution.
- 5. 5. Preparation and conduction of Virtual round- By this time, registrations for virtual round would be closed. The club would gather up all the resources required to successfully conduct the virtual round. 6. Declaration of virtual round results and instruction for Dynamic round- Results would be declared along with the instructions and detailed event plan to be followed in for Dynamic round. 7. Construction of the event site/ race track- The phase would observe on field construction of the designed event site/ race track. 8. Dynamic round and prize distribution- This would be the last phase of the event. Dynamic round would be observed following the decided rules which would end with a prize distribution ceremony. 7. Proposed timeline of the whole Event 5/12/2015 Completion of Phase 1 10/12/2015 Completion of Phase 2 15/01/2016 Completion of Phase3 and 4 20/01/2016 Completion of Phase 5 05/02/2016 Completion of Phase 6 20/02/2016 Completion of Phase 7 10/03/2016 Completion of phase 8
- 6. 8. Budget Since this is a mega event and also being an ambitious one, requirement of budget would be on the higher side. We have planned to incur all the expenses from the sponsorship and registration fee. Although we would be happy to get any support from the institution if offered by free will. Below is the breakup of how much financial assistance would be required for the whole event. 1. Major part of the gathered funds would be used as Prize money. As proposed 1.35 lakhs overall would be earmarked as a prize money. This prize money would be further bifurcated into sectional prizes. a. Prize money for positions: 60,000 for winner and 45,000 for runner up. b. Prize money for different categories: 10,000 each for three different categories. More categories may be added depending on number of participations. 2. Cost incurred for certificates and other rewards would also be a substantial amount. We are expecting around 40-50 teams in virtual round to whom we would be issuing at least participation certificate. In next stages i.e. Dynamic Round, teams participating would also be issued participation certificates. Certificates stating positions and category winners would also be issued. Also we have to issue certificates to volunteers who would be working out in the event. So there would be a whole lot of certificates to be issued. So overall we have to design and print around 1300 certificates for different purposes and categories. This would cost us around 10,000 at least. We would also be issuing ID cards to teams coming in for dynamic rounds and to our volunteers who would be a part of this event. 3. Cost incurred in promotions and arranging other support materials. Promotion would be carried out over social networking sites as well as by reaching out personally to teams. Posters and banner would be required for such purposes. We would be sending posters to each team who registers for the event. Banners and backdrops would be required at the time of Dynamic round. All these would cost us around 5000-6000. 4. Miscellaneous cost, which would include technical requirements of the dynamic round would roughly amount to 30,000-40,000. All the above explained cost is expected to be incurred during the event. The sum total roughly amounts to Rs 2.1-2.5 lakhs. The above expected budget may vary depending upon market trends of associated vendors and number of participating teams. How are we getting the required money? The major part of the budget would be managed by the participation fees through teams. The proposed participation fee would be Rs 10,000 per team. Rest part would be managed by sponsorship. Our target would be to gather surplus funds, so that those can be used in club’s existing or future projects.
- 7. 9. Deliverables As already mentioned this event is a very ambitious and mega event on paper. The institution has never hosted anything like this, particularly in this domain. The club have been since three years participated in different such events and made a name for itself and the institution specifically. ITM University and it’s SAE Collegiate club is a known name for people and colleges under this society. The club has thus decided to move to the next level and organise a national level event. An event similar to the ones in which we have been participating since our inception, this time the only difference being the fact that we are hosting such an event. The club assures you that the event would be great success provided that we get the expected conditions right. Even in worst case scenario we will not let the institution’s pride down. We have the experience and know-how to organise such an event, so rest assured. 10. Expectations Seeing a National Event of this kind requires well planning and infrastructure. Studying the Risk priority Number and Chances of Occurrence it’s been observed that following conditions shall be satisfied for the smooth working and perfect execution of the so planned Go-Kart event: 1. Area for Race Track We would necessarily need an area is required within the University Campus (approximately 100 * 100 square meters) so that the track could be made. This area will solely be for RACING event and will be modified by our co-ordinators further for different challenges held on different days. 2. Area for Pit (With the facility of Electricity) Pit Area is required as the teams which will be participating in our event needs place to park their vehicle and work on it until they are required to be in different tests of the event. 3. Fooding and Lodging facilities for Teams coming in for Dynamic Round. Teams would need fooding and lodging facilities, who come for the Dynamic round. The facilities will be provided on payment of certain amount, which is subjected to discussion between hostel authorities and us. 4. Wi-Fi Facility would be required, in case the second variant (4.1.2) of virtual round is chosen. 5. Sign posting and Barricading facilities. 6. Ambulance and First Aid facilities. 7. Fire safety. 8. Spares & Repairs, welding and tube repair facilities.
- 8. 9. Petrol can facilities. 10. Security facilities. Summary In all the above sections and texts we have tried to explain the event, it’s outcomes and our expectation and requirements. We believe that, the event is a wonderful initiative and a great way to promote the brand of ITM University, Gwalior. Such an event will enhance institution’s image of being a technically driven educational institution. We have done things as such in the past, though on smaller level, which makes us eligible to host such an event. The club will make sure that if the event is a go, provided that the conditions we have assumed are optimum, it will be a wonderful one. SAEINDIA Collegiate Club of ITM University, Gwalior expects genuine support from the institution similar to the way we have always been supported.