As per further discussions with the IEEE guys at SAKEC who have volunteered for the event, the following points are now clear:
1. There are around 95 registrations already completed. The registrations are carried out through the IEEE forum website so the possibility of dummy registrations are minimal.
2. There will be a public address system (mike+speakers) etc. , LCD projectors etc. available.
3. The problem of sunlight can be offset using venation blinds. :-)
Regards, Ashok