Meticulous planning behind a magical project

This was the first time in my life that I did Tirupati darshan without any Aadhaar card, PAN card or a security check and the experience was magical,” says an excited Mahaveer Bothra, DG of RID 3233. He is talking about the special darshan he had organised for 1,650 special children and their attenders soon after he took over as the newly carved district’s governor.

“I’ve always been passionate about doing some work with special children… compared to the hardships they face on a daily basis, we live in heaven. So many of them cannot hear, speak or see. When I was the president of my club (RC Madras T. Nagar) in 2014–15, I had organised a one-day camp for around 1,500 special children, and at that event all the children were given prizes,” he adds.

His Tirupati project, which had such happy pictures of smiling children dressed in bright yellow shirts donning a Rotary logo, had caught the attention of the local media in Tamil Nadu, with many publications and TV channels highlighting the story of how Rotary had ­organised special darshan at the Tirupati ­Tirumala Devasthanam for over 1,000 special children from ­Chennai, who had been taken to Tirupati by a special train.

When Bothra recently dropped into the Rotary News Trust office, I casually asked him how he got the idea and how easy or difficult it was to organise such an event for a whopping number of 1,000 children. The details that he shared… the meticulous planning that went into the event, literally left me gasping for air! Rarely do we realise the complete extent of the planning and hard work that goes into executing Rotary projects.

“Oh, it was not easy at all, it was exciting alright but I was terrified thinking that while handling 1,000 children anything might happen. One of the children might fall or jump from the train, or get into an accident, and I might end up in prison. I couldn’t sleep for four nights.”

On the genesis of the idea, in a leisurely chat at our office, Bothra recalled that when he had organised his PETS in Malaysia before his term, “I had no particular project planned for my year, but suddenly, on the last day of PETS, I simply announced we are going to do a special project for ­Tirupati darshan for over 1,000 special children. I made the announcement but I did not have either influence at the Devasthanam, or a definite plan of how I would do it.”

When he returned home from Malaysia, the announcement kept playing in his head and he asked his (ICICI) bank manager if he knew any senior officials in the Tirumala Devasthanam, and he said one of his account holders was a trustee there. He asked for a letter detailing ­Bothra’s plan. “I gave him a letter explaining about Rotary, our district and my plan to organise special darshan for over 1,500 special children and their attenders, and sought a special time, promising that we would take care of all the logistics.”

For a month, there was no response, and just as he was getting ready to personally visit this trustee, he got a reply giving special ­permission for darshan on a particular day at a specific time. The thrilled DG thought the cost would be within ₹10 lakh; the return ticket would be around ₹500, and food for the children would be free as he could easily get some sponsorships in place. He was even prepared to go up to ₹15 lakh.

He quickly put together a five-member committee with each member contributing ₹1.5 lakh; already half the budget (at the upper ceiling) was in the kitty, and the nitty-gritty for the trip started. The Rotarians gave a letter to the Southern Railways GM seeking a train to take the children to the Renigunta ­station. But he responded saying that the Railways could not allot the ­Saptagiri Express which was meant only for the passengers. But they could take a ­special train.

When the Rotarians said they were ready, they were told that each coach would cost ₹1 lakh and as they had 1,600 passengers, they’d have to hire 16 coaches and a pantry car. That cost alone blew the entire budget of ₹15 lakh.

Apart from this cost, in accordance with the Railway rules, they would have to pay a deposit of ₹10.5 lakh which would be returned only six months after the event. Of course, additional cost on water, snacks, cleaning etc would have to be borne by them.

It was exciting but not easy! I was terrified that handling 1,000 children, anything might happen. One of them might fall or jump from the train, or get into an accident, and I might end up in prison.

With a smile, Bothra says, “It just works like a marriage hall; the train is rented out to you from 6am to 10pm; if you return at 10.05pm, it costs ₹1 lakh more.”

He can now smile, but at that time, he was an extremely worried man; “we were wondering where the money would come from because the cost of the train itself, along with the deposit, was ₹27 lakh. We asked the Tirumala depot for free buses to transport the children from the Renigunta station to Tirumala, but they said ‘we cannot give you free buses from ­Renigunta; our buses go only from ­Tirupati to ­Tirumala. You’d better contact IRCTC for buses.’ We did and were told each bus would cost ₹40,000. That cost came above ₹12 lakh, and an ­additional ₹4 lakh was needed as caution deposit.”

By now the cost had spiralled to ₹50 lakh or half a crore only for the basic transport — train and bus — from the Chennai Railway station to Tirumala. Bothra quickly expanded his five-member committee to a 15-­member committee, and sought ₹1.5 lakh from each member. He thus got ₹25 lakh to cover the train cost, including the deposit.

Meanwhile his team identified some 70 schools for special children which had children from all religions — Hindus, Muslims, Christians, etc. “I personally spoke to the school authorities that if you are interested, please send the children. There are no compulsions, and we are ready to take children from all religions. They said, ‘our children are very eager to go out.’”

Then started detailed planning by constituting separate committees; “we formed 16 committees, for food, planning, safety and security of the children, sponsorship, etc. Sponsorship money was raised for the morning breakfast and high tea in the train, lunch in Tirumala, again high tea in Renigunta while returning and then dinner. The catering was done by Arusuvai Sridhar, who had catered for Mukesh Ambani, Rajnikanth, etc,” adds a beaming Bothra.

More than the food, he adds, the packing material was much more expensive; as the food was to be served to children in a moving train, it had to be packed in such a way it would not spill and make a mess.

That morning, Chennai’s Central Station wore a festive look with over 1,000 special children, more than 400 attenders, and over 200 Rotarians and Rotaractors, all dressed in bright yellow t-shirts with the Rotary logo, marched towards the special train.

Thanks to Rotary and its network, we were able to give this wonderful experience to some special children, and ourselves get wonderful darshan at Tirumala.

The planning was so meticulous, that even the pick up and dropping back of the children was organised; “we told the school to use their own vehicles but paid the cost. Some wanted diesel money, others wanted allowances. Whatever they wanted we gave.”

Letters seeking permission had to be given to Andhra Chief ­Minister Chandrababu Naidu, TN Chief ­Minister M K Stalin, the Devasthanam committee, Vigilance department, Commissioner of Police in Chennai… 18 letters were required and given; and the permissions came slowly but surely. “Next we had to plan a sit-down dinner (annadanam) at Tirumala.”

After intensive planning for four months, the special day dawned, but with heavy rain. “We were so scared about the children reaching the station in time, but with god’s grace they all came in time. Each child was given a backpack with water and snacks, and they virtually had a feast during the train ride. Each coach was allotted two housekeeping assistants… to help the children with their toilet needs. Each compartment also had its own security personnel and was locked so that no child would attempt to open the doors. There were also two Rotarians and two Rotaractors in each coach.

The Rotarians also had to keep in mind any medical emergency. “I wrote to Apollo Hospitals saying we need an ambulance and some doctors in case there is a medical emergency during the trip. Within one hour I got a letter, without having to use any ‘influence,’ that the request had been approved. They also gave ₹1.5 lakh for caps for the children, and said the hospital will station two ambulances, one in ­Chennai and one in Renigunta with 20 doctors, all free of cost.”

There was a flutter when at 12.30pm after entering Tirumala it was found two children were missing, but they were found quickly.

The group “got VVIP treatment; we got direct entry, accompanied by security detail, there would have been nearly 100 police/security personnel. And for the annadanam, we gave a donation of ₹1.51 lakh to the Devasthanam,” says the governor.

In all the trip cost ₹75 lakh but more than the money, it was the fear of something going amiss even for a single child. “In my mind, there were constant questions on what if somebody died during the trip, or if there is an accident, what would I do? In the last five days I was so worried that I sought insurance cover for all travellers; they offered a cover for ₹5 lakh but I raised it to ₹25 lakh, and paid the premium of ₹1.63 lakh.”

The smiles of the children, each of them carrying a precious Tirupati ­laddoo was his reward. “Thanks to Rotary and its network, we were able to give this wonderful experience to some special children. And I’d like to thank all the clubs of our district as they helped to plan and execute this very rewarding project,” Bothra adds.