Minutes of Meeting (MoM) : 1st Core Group Meeting

Submitted date : Tue, 14/07/2009 - 08:35

Pertinent Documents

Agenda for the meeting - Annexure    –  A

Approach Paper - Annexure                 –  B

List of Participants - Annexure            –  C

1. Welcome & Opening Remarks

CMD, ONGC who is also Chairman, Petrotech Society and also Chair of the Steering Committee for organizing the 9th PETROTECH international oil and gas conference and exhibition warmly welcomed the Chair of the Core Group, Mr. R.S Pandey, Secretary (P & NG) and members of the Core Group.

He invited the Chair to take charge of the Core Group and introduced the members. In his opening remarks he mentioned that:

  • Preparatory work on organizing the 9th Petrotech International oil and gas conference and exhibition had commenced in the kick – off meeting held on April 28th 2009 in which an approach paper was presented to the Steering Committee of PETROTECH – 2009 with the intention of obtaining feedback on the road – map proposed in the approach paper.
  • Feedback was obtained upto May 15th 2009.
  • Theme options were subsequently discussed again during the Petrotech Society’s Founders’ Day celebrations on June 9th 2009.
  • Based on the feedback obtained the approach paper had been modified and circulated to Core group members on June 22nd 2009.
  • This paper would be presented to the Group.

Complementing IOCL profusely for organizing PETROTECH – 2009 so ably, he observed that it had set certain benchmarks that would be difficult to emulate and improve. To learn more about experience accrued in organizing of the event, he invited Mr. V.C Agarwal, Director (HR), IOCL and Chairman of the Organizing Committee of PETROTECH – 2009 to share his experiences with the Group.

2.0 Remarks of Chairman, Organizing Committee of PETROTECH – 2009

Mr. V.C Agarwal explained that the following learning had accrued from the experience of organizing PETROETCH – 2009: 

  • The timing of the event needed to be re-examined in view of other high – profile events being organized in January such as the ‘Pravasi Bhartiya Divas’ and preparation for Republic Day celebrations that threw up myriad challenges including access to important venues. Further, the incidence of fog hampered smooth management of logistics and played havoc with schedules of speakers, invitees and participants.
  • The duration of the event also needed to be curtailed by a day
  • Poster sessions should continue as it provided direct interaction between the authors and participants on a ‘one-on-one’ basis
  • There needed to be a tight control on spending. He mentioned how effective management had resulted in substantial savings from hotel rooms being fully utilized and efficient management of logistics.
  • Access control through bar-coded badges to venues had cut down on gate – crashers and free-loaders and resulted in efficient management of catering leading to substantial cost – savings
  • A criterion needed to be developed for the jury convened to select the life-time achievement awardees
  • While traditionally the focus was on the quality of speakers, there was a need to address the quality of participants as well, as many participants were found to be non – serious and preferred Delhi environs to that of PETROTECH venue. This absenteeism had created severe embarrassment when at times the speakers out-numbed the participants. There needed to be
  • He mentioned the success of the exhibition as it had set new standards for floor space sold, number of footfalls, number of exhibiters and highly recommended M/s REED Exhibitions, who had organized the exhibition for them, to be re-engaged.

Concluding his remarks, he noted that TEAM – ONGC had addressed most of the issues arising out of the experience of PETROTECH -2009 and wished them success in organizing the next event.

3.0 Approach Paper Presentation

CMD sought the Chair’s permission to commence the presentation on the approach paper that had been circulated to Core Group members earlier. He remarked that in the interest of time, the discussions would be held during the presentation itself.

Decisions arising from the ensuing presentation and discussions are summarized below:

 

S No.

Proposal

1.

Logo Byline

To showcase PETROTECH as the Flag-ship / National Biennial Oil and Gas Event it is suggested that we use the following by-line:

  1. PETROTECH 20 10/11: India’s Flagship Oil and Gas Conference and Exhibition

 

  1. PETROTECH 20 10/11: India’s Official Oil and Gas Conference and Exhibition

2.

Timing of the Event

January creates logistics problems due to fog and inclement weather. It is therefore proposed to pre-pone the event to 2010. It is also proposed to reduce the event to three days.

It is now proposed to hold the event from Oct 31st to Nov 4th 2010 for which major venues are available and have been blocked.

Major events would be held as follows:

Oct 31st 2010

  1. Pre-Conference Parallel – Track Events on ‘Downstream’ and LNG

 

  1. Inauguration of :
  1. PETROTECH Golf
  2. Media Centre
  3. Exhibition
  4. Welcome Dinner

 

  1. Nov 1st 2010
  1. Formal Inauguration
  2. Ministerial Session
  3. Plenary Sessions
  4. Acceptance Dinner

 

  1. Nov 2nd 2010
  1. Plenary & Technical Sessions
  2. WPC Youth Conclave
  3. Conference Dinner

 

  1. Nov 3rd 2010
  1. Plenary & Technical Sessions
  2. Valedictory Session
  3. Conference concludes

 

  1. Nov 4th 2010
  1. Exhibition concludes

 

3.

Conference Theme

The following themes were proposed:

Green Themes

1. Hydrocarbons & Beyond for a Greener
Planet
2. Achieving Energy Security Through
Sustainable Resources for a Greener
Planet
3. Greening the Hydrocarbon Value Chain

Energy Economics & Policy Themes

4. Vision 2020 – The Emerging Global
Energy Basket : Challenges & Opportunities
5. National Energy Models – Moving
Towards a Global Integrated Energy Policy
6. Managing Uncertainty in the Oil and Gas
Business
7. Global Energy Equilibrium

Technology Themes

8. Hydrocarbon Technology – Global Cooperation & Environment
9. The Hydrocarbon Value Chain – Planning for Tomorrow’s Technology Today
10. Energy from Emerging Technologies – Scope and Economics

As selecting one particular theme would entail pros & cons, it was also recommended to:

  1. Adopt a generic theme such as:

 

  1. Hydrocarbons – Engines of Economic growth
  2. Excellence in Hydrocarbon Technology
  3. Unraveling / Exploring the Hydrocarbon Value Chain
  4. Propagating Sustainable Development Models in the Hydrocarbon Industry
  5. Managing Technology in the Hydrocarbon Value Chain
  1. Structure Sessions and invite papers in the following categories:

 

  1. Upstream
  2. Midstream, Downstream & Petrochemicals
  3. Management and Policy Perspectives
  4. Renewables

4.

Parallel Track Event

A parallel track event is proposed on one of the following topics, in addition to that on ‘Retail’, as has been done in the past. It is also proposed to rename the parallel – track on ‘Retail’ to ‘Downstream’:

LNG

  1. The emerging global LNG market and its impact on India

 

  1. The economics of LNG vis-à-vis Natural Gas as a competing fuel
  1. State-of-Art in LNG Technology: Status and Future Developments

 

Deep-Water Development

  1. Technology Solutions for the Ultra – Deep environment

 

  1. Economics of the Ultra – Deep fields
  1. Emerging Technology for the Deep / Ultra – Deep environment

 

The Hydrogen Economy

  1. The Hydrogen economy – Mirage or Reality

 

  1. Technological Challenges for implementing a Hydrogen Economy
  1. The transition from Natural Gas to Hydrogen

 

5.

International Addresses via Live Video

To enhance the stature of the conference, we could consider addresses by speakers of International stature who would be invited to speak on the theme of the conference in the inaugural and valedictory sessions via Live TV. Subsequently we could also have a Q & A session. In case Live Video is not possible, we could play pre-recorded speeches as well. The following speakers are suggested:

  1. President of India
  2. Prime Minister of India [ in case, he is unable to participate in person ]
  3. Premiers of participating countries
  4. Energy / Oil Minister of participating countries
  5. Speaker(s) of International repute [ Bill Clinton, Tony Blair, Al Gore , George Bush ]

 

6.

An International Life-Time Achievement award

We could consider instituting a Life-Time achievement award to an international achiever in addition to those who have contributed to the Indian Oil and Gas Industry. It is suggested that the first such award be given to Abdullah S Jumah, Chairman emeritus, Saudi Aramco.  [ or any other personality of similar eminence and international stature, selected by a jury with international representation ]

7.

Special Stamp

If the event is billed as a ‘International’ event, we could consider releasing special ‘Stamps’ to commemorate the occasion and make is a standard practice to issue one stamp for every Petrotech Event.

8.

Hold a high – Profile event just before PETROTECH 2011

We could consider hosting an International Energy Minister’s Conference before the event to ensure better participation by high – profile foreign delegates.

9.

Televised Panel Discussions

Panel discussions by International experts who have researched / written on global energy could be held to showcase the event in association with the Media partner. We could invite globally recognized journalists such as Thomas Friedman and other panelists of similar eminence / global stature to engage in panel discussions. Other members of the Panel would comprise senior Govt. Officials and Chiefs of major Oil and Gas Companies in India. Some panels could be structured as follows:

  1. CEO’s Panel  - Global Energy outlook
  2. Ministerial Panel – Geopolitics of Oil and Gas
  3. Economists Panel – Role of the Oil Economy in global economic growth
  4. Green Brigade Panel  – Hydrocarbons: Boon or Curse to civilization

 

10.

PETROTECH Excellence Awards

  1. We could consider instituting PETROTECH Excellence Awards for new work related to the global Oil and Gas industry in the following categories:

 

  1. Basic Research
  2. Applied research
  3. Innovation in Process / Design
  4. Energy Efficiency
  5. Greening of the Oil and Gas Business
  6. Operations Management
  7. HSE
  1. At the book release function, we could also consider awarding a prize / recognition to a Book / Article on Oil and Gas that contains seminal work of global stature

 

  1. Theme Lunch / Dinners on CSR and Sustainable Development

11.

Hosting the 1st WPC International Youth Conclave instead of the Industry – Academia Meet

Host the WPC Ist International Youth
Conclave as a Parallel – Track Event instead of the ‘Industry – Academia’ Meet

Leverage our WPC Connect [Dir. (Expl.), ONGC is Vice President  Youth & Gender ]
to host a WPC event tagged with PETROTECH

in the WPC EC 2008 - 11 ]

Typically WPC holds Youth Forums [3days ]

1st Forum was hosted by China in 2004, while the second Forum is being hosted by               France in 2009

Since we intend to host a ‘one-day’ event, we could pitch for a ‘Conclave’ and not a                             ‘Forum’

12.

To host a Carbon – Neutral Petrotech Event

13.

Align with a Green / Social Cause

  1. Plant a sapling as part of Delhi’s afforestation drive for every registered delegate,

 

  1. Commit a certain contribution for each registered delegate for a social cause – CRY / Helpage

14.

Creating a Legacy

  1. Organize a special workshop on ‘Sharing     Best Practices’

 

  1. This Workshop to continue post-event as well
  2. And coordinated by PETROTECH Society

15.

Enhance common citizen’s ‘buy – in’ in the PETROTECH event:

  1. Organize a ‘Half-Marathon’

 

  1. Organize an Open House  [ ‘Aap – Ki – Adalat’ ] with the Hon’ble Minister in the Chair
  1. College Essay / Debating Contest

 

  1. Popular Product Launch [ Green Vehicle ]

16.

Targets for Delegates and Technical Papers

Targets for Delegates:

Indian – 2500
Foreign – 500 to 1000
Invited – 25
Oral papers – 150
Poster sessions – To discontinue
Video Papers - 25

17.

Delegate Fee

Delegate fee would remain unchanged with reference to PETROTECH – 09
(With marginal modifications only)

18.

Sponsorship Categories

Two types of sponsorship categories are proposed viz. Financial Contributions and Event Sponsorships.

No changes in the existing financial sponsorship model are proposed:

Platinum

Rs. 100 Lakh / US$ 250,000

Diamond

Rs. 075 Lakh / US$ 187,500

Gold

Rs. 065 Lakh / US$ 162,500

Silver

Rs. 025 Lakh / US$ 62,500

Crystal

Rs. 015 Lakh / US$ 37,500

In addition, Event Sponsorships would also be invited for the following Events:

  1. Parallel Track Event
  2. Industry – Academia
  3. Welcome cum Life-time achievement acceptance Dinner
  4. Knowledge Partners
  5. PETROTECH 2011 Excellence Awards
  6. Media Partner
  7. Print Partner
  8. Panel Discussions
  9. Golf
  10. Delegate Kits 

 

4.0 Introduction to Chairmen of Nodal Committees

CMD, ONGC introduced the Chairman of Nodal Committees to the Group as follows:

  • Chairman Organising and Programme Committees - Mr. Sudhir Vasudeva, Director (Offshore), ONGC
  • Chairman Delegate Committee [ National ] and Special Projects - Dr. A. K Balyan, Director (HR), ONGC
  • Chairman Delegate Committee (International) - Mr. R.S Butola, MD, OVL
  • Chairman Technical Committee - Mr. U.N Bose, Director (T&FS), ONGC
  • Chairman Sponsorship Committee - Mr. D. K Pandey, Director (Exploration),ONGC
  • Chairman Exhibition Committee - Mr. A. K Hazarika, Director (Onshore), ONGC
  • Chairman Finance & Audit Committee - Mr. D. K Sarraf, Director (Finance), ONGC

CMD, ONGC also informed that Ms. Jatinder Peters, GM (HR)-Head Coordination had been designated Convener, PETROTECH – 2010

5.0 Launch of PETROTECH – 2010 Website

Chair, Core Group graciously inaugurated the website. Subsequently, the salient features of the website were explained to the Group

6.0 Concluding Remarks of Chair, Core Group

The Chair complimented CMD, ONGC personally and Team – ONGC on the effort invested and hoped that they would continue to invest such effort in micro – management, now that macro – level decisions were available.

He noted that the event needed to be crisp and should not become unwieldy in the zeal to introduce too many initiatives. The Progrmme Committee would need to work diligently on the proposals agreed to by the Group and work out an event calendar that could subsequently be approved by the Steering Committee.

He authorized Chairman, Steering Committee to take decisions that were well within the spirit of the broad format approved by the Group so as not to hamper progress. For moot decisions, formal approvals could also be sought from the Chair directly instead of re-convening a Core Group Meeting.

He noted that the quality of speakers was of prime importance and that if it was possible to put-together a group of speakers who were pre-eminent and global leaders in their professional domains, participants would follow as a natural consequence. This would significantly upgrade the quality of technical debate and discussion in the conference.

He noted that as Diwali was following the event, it could also be used as a marketing tool for enhancing participation of foreign delegates without committing the organizers to cater to their logistics and associated arrangements.

He conveyed his Best Wishes to Team – ONGC and assured all support and guidance

7.0 Vote of Thanks

Mr. Sudhir Vasudeva, Director (Offshore), ONGC and Chairman of the Organizing Committee of PETROTECH – 2010 delivered the formal Vote of Thanks