At the end of the Spring semester in 2024, while most students packed up and headed home, over 200 others gathered online for a unique purpose: organizing Biswamil, OP Jindal Global University’s (JGU) annual cultural fest. Held every October, Biswamil attracts over 10,000 students, creating an unforgettable experience of music, art, and celebration. Yet, behind the scenes, the journey to bring this festival to life is an intricate and intense process involving months of planning, teamwork, and problem-solving.
Organizing Biswamil is a massive undertaking, and like any well-coordinated event, it requires a hierarchy. Final-year students (fifth years) lead the charge, with four students appointed as "chairs" responsible for overall management. Assisting them are about a dozen SATCs (special advisors to the chairs), with fourth-year students designated as chiefs, third-years as heads, and second-year students as the OC (organizing committee). First-year students, the newest members of the student community, contribute as volunteers.
A fest as large and varied as Biswamil requires precise specialization so the workload is divided among committees focused on specific tasks. Some committees focus on inter-college and intra-college events, while others are dedicated to creating social media content to promote the festival.
A dedicated sponsorship committee seeks out partnerships and funding to make the event feasible, while logistics, hospitality, security, and more are each assigned to specialized teams. Unlike the regular campus dining halls, which serve only vegetarian food, Biswamil’s food stalls offer a broader selection, including non-vegetarian options to cater to varied tastes. Additionally, the events go beyond the usual mix of music and dance, incorporating comedy acts, theater performances, art exhibitions, and other forms of creative expression. This variety ensures that Biswamil reflects the diverse interests of the student body, creating a sense of inclusivity and enjoyment.
One of the most challenging aspects of organizing Biswamil is navigating the university’s administrative procedures, which require approvals from multiple offices and authorities. “Negotiating with the admin over procuring a budget that allows us to organize the fest without hesitation is an issue we face every year,” explained Abhiraj Chauhan, one of the four chairs of Biswamil 2024. Having worked with Biswamil for three years, Chauhan has gained insight into the complexities of the process, describing it as “tedious.”
Before anything can be finalized, the organizing committee needs approval from various university departments, including the Office of the Registrar, the Vice Chancellor, Student Affairs, and even the Sports Department. At each stage of the planning process, new permissions are required, making it a seemingly endless chain of approvals. While the university administration is supportive of the students’ efforts, these bureaucratic hurdles create additional stress for the organizers, who must constantly follow up and ensure that all necessary permissions are in place.
Among the many events at Biswamil, the artist night on the final day is undoubtedly the highlight, drawing the largest crowd and creating an atmosphere of excitement and anticipation. This year, the festival brought popular singer Mohit Chauhan to the stage, whose energetic performance captivated more than 12,000 students and visitors. “Our office acts as a bridge between students and the higher admin,” explained Mr. Abhishek Chakraborty, senior manager, Office of Student Affairs, JGU. “We help them get necessary permissions, including allowances for playing music until midnight.” The artist night not only draws students from JGU but also attracts visitors from outside the university, adding to the scale and energy of the event.
Organizing a festival like Biswamil inevitably comes with its fair share of challenges. For the organizing committee, maintaining morale over months of preparation is a significant hurdle. “There were days when morale was low, or students were busy with mid semester exams,” shared Shambhavi Jaiswal, another chair. She explained that the organizers faced exhaustion and the stress of juggling their studies alongside event preparation. In the run-up to Biswamil, students were often seen attending classes half-asleep after late-night planning meetings, yet their determination remained strong. "After months of hard work, seeing the students’ joyous faces during the fest makes it all worth it," added Ashish Bayya, another chair, reflecting the team’s sense of fulfilment.
This year, Biswamil faced a unique logistical challenge involving the setup of the main stage. Traditionally, the stage was positioned facing the Food Truck area, which offered ample space and accessibility. However, due to ongoing construction for new pickleball courts, this site was unavailable. As a result, the production team had to identify an alternative location, ensuring that the sound and lighting would reach all areas of the crowd. For the first time, a specialized production committee was established, composed of only three members to maintain efficiency and focus.
“We kept this committee exclusive,” explained Aviral Jain, the production chief, “and as the fest drew near, our sleep was reduced to minimal. I didn’t sleep for three days myself, knowing something could go wrong at any moment.” The production committee worked closely with the artist management committee, coordinating with the artist’s team to meet all production requirements. Their dedication ensured that the stage setup was completed on time and to the highest standards.
For the students involved, Biswamil is more than just a feeling; it’s an embodiment of their hard work, commitment, and shared vision. Each year, the organizing committee strives to create an experience that resonates with every student at the university. Despite the long hours, the logistical challenges, and the inevitable obstacles, they remain focused on their goal: delivering an unforgettable festival that leaves a lasting impact on the student body.
Moksh Dhand is a final-year journalism student at JSJC