Delegates travelled in AC III tier coaches. There was very close coordination between IIT Madras and IRCTC to ensure that all delegates are briefed properly about the journey. There were student volunteers to assist the delegates during the journey. Call Centres were set up for coordinating with delegates and briefing them about the journey and further programme, associated dos and don'ts ect. Grand send-off programme was done from special booths created at the three railway stations.
IRCTC booked hotels for delegates at every place on double sharing basis. The district administration and BHU visited the hotels to check their suitability. Hotel managers were briefed in a special session about how to look after the guests, etiquette, do and don’t etc.
Arranged by IRCTC. They set up a special kitchen. Packed food was provided during local travel.
This was largely in AC buses and tempo travellers arranged by IRCTC. District administration assisted in clearing of routes as required and providing overall security.
Respective district administrations made arrangements for security at all places. NDMA was also alerted especially for Ganga cruise and dip at Sangam in Prayagraj.
Provision of doctor on-call at hotels, first aid, some beds reserved in local hospitals for emergency. Provision to provide woollens on demand.