Rules and Conditions


The 13th IRFCA Convention, will be organised at the National Academy of Indian Railways (NAIR,formerly known as the Railway Staff College), Lalbaug, Vadodara on the 9th and 10th of February 2018. 


Registrations Closed!!

We are grateful for the overwhelming response from delegates.

Current list of delegates can be viewed at:

Important Dates: 


Last date for cancellations: January 5th,2018

Last date for requesting transfer of registration to another person – January 15, 2018

Fee structure for the convention:
Type of Delegate Charges per person Convention kit
Residential 5500 Yes
Non-Residential 4500 Yes
Spouse-Residential 5500 Yes
Spouse-Non Residential


Child(between 5 and 12 years) 1500 No



Refunds/ Transfers/Kits

The convention fee minus clerkage (bank charges) will be refunded by January 31, 2018. Delegates who are not able to attend may nominate another delegate to take delivery of the kit. The OC is not in a position to send the kit by courier, if the delegate does not nominate any one.

Important note:To prevent fraud,it is important that if a refund is to be made,the bank details of the delegate will be transmitted to the OC only through the the email address which was originally registered.Any refund request through any other email address or any other means or media will not be entertained.This also means that you need to ensure the accuracy of the email submitted in your registration.

Transfer of the registration from one delegate to another will be permitted until January 15, 2018.In this case also,it is important to note that any transfer request is to be transmitted to the OC from the original delegate’s registered email address. In such cases, it is possible that the transferee may get the original delegate’s ID card or a handwritten ID.

   At present we have a provisional availability of 50 rooms. Clarity on the exact position of rooms will emerge in November end. The first 50 rooms will be allotted to the first 100 delegates who wish to stay at the NAIR campus. From then on, a waiting list will be commenced, which would be confirmed once the position on additional rooms gets clear by November end. If waitlisted delegates still remain after extra rooms have been filled, it would be communicated to the delegates and they would have to arrange their own accommodation. There are plenty of options in Vadodara to suit every budget. The lodging portion of Rs.1000 would be refunded.


A few important rules are listed below which have to be strictly followed

i) It is compulsory for every delegate to carry their one original ID proof which also contains address (Aadhar/Passport/Voter-ID/Driving Licence) besides three photocopies. One self attested copy has to be submitted on arrival at the NAIR campus. Please wear your Convention ID while you are on the NAIR campus.

ii) Hostel rooms at NAIR have been made available for 48 hours on a twin sharing basis from 1700 hours February 8th to 1700 hours February 10th, 2018. The earliest check-in time is between 1700 hrs and 2300 hours on Thursday, February 8th, 2018. Latest check-out time is 1700 hours February 10, 2018. Delegates arriving at BRC between 2300 hours on February 8 and 0600 hours on February 9, 2018 will have to spend the night at an accommodation arranged by themselves.

iii) The OC will try to have delegates registered under the same payment ID accommodated in the same hostel room as far as possible. However, this may not always be possible,hence decision of the OC will be final with regard to the allotment of the hostel rooms.

iv) Smoking/ consuming alcohol/ doing drugs and prohibited substances are banned both in Gujarat and in NAIR. There will be no compromise on these issues as these are criminal offences.Anyone contravening these restrictions will be summarily removed from the campus and criminal proceedings may be initiated by NAIR or the police.Needless to say that proper decorum and discipline should always be maintained during the event.

v)  Damage to NAIR’s property will be recovered from the respective delegate.

vi)  NAIR campus is a noise free and litter free zone with trainee officers residing. Do not violate these norms.Also ensure that any photography is done after taking permission only.

 vii)  The OC reserves the right to use the fees as it deems fit.

viii)  Some animals and birds such as peacocks roam freely on the campus. Do not disturb them.

ix)     Delegates will be responsible for their own safety. Please ensure that you keep away from any thick forest area and wells in the campus (please go through standard IRFCA safety guidelines).

x)  Families – Couples with up to 2 children will be allotted one room. Please take care that the children do not violate the above guidelines.Safety of the children will be the parents’ responsibility.

xi) The OC has received due permissions from NAIR to host the convention. However, any last–minute surprises beyond the control of the OC and NAIR authorities (such as a visit by the Rail Minister,CRB or any other senior official/dignitary) may lead to last–minute changes in plans ( including change in status of accommodation or venue) resulting in cancellation/modification of programs announced earlier.The OC will not be held liable for any such eventuality and any losses arising to the delegates.

Exhibition of IR memorabilia at NAIR

The Director General of NAIR has asked the OC to arrange an exhibition of historic items related to the IR such as old Timetables, Maps, Models, Photographs, Documents, Stamps, Symbols, Logos,Bradshaws, Historic news articles and the like.

Delegates are requested to bring such articles belonging to them or to other rail fans with proper permission for display at the venue.

Those interested may submit a list with a brief description by December 31, 2017 so that appropriate arrangement for display can be made.