Event Management , International Research Institute of Ayurveda (IRIA) Inauguration

Tent Auditorium

Providing German Hanger without side coverings using modular structure featuring a pillar less interior supported by high grade , hard pressed extruded 6061-t6 or 6082 t6 alluminium alloy frame , typically utilizing a 300mm x 120mm x 5 mm main profile. The structure should be engineered with an eave height of 5 m to 6 m and aridge with appropriate slope , expandible expandable in 5m modular bays to any required length. It is covered with 850 /100% waterproof, UV resistant, and flame retardant. For stability, the frame is connected with hot-dip galvanized steel components and secured to the ground via GI base plates, providing a wind load resistance of 80 km/h to 102 km/h. including all material, labour and hire charges etc. complete and removing the same after use as per the direction of dept. officers for Main auditorium . With adequate pedestal fans

Providing and fixing the raised platform with 12mm marine plywood on horizontal support with 60mm GI pipe supports used for leveling floor including all labour charges etc complete as per the direction of dept officers and removing after use Raised Platform in Main Auditoruim

Providing hire charges for laying Floor Carpet in the pandhal floor including all cost and conveyance labour charges complete and removing the after use Floor Carpet in Main Auditorium including stage

Providing a temporary stage platform (110 sq meter), Ramp and Steps with safety rails, with black Cloth Masking on stage background, constructed using modular decking units, usually measuring 1.2m x 1.2m or 1.2m x 2.4m, featuring a high-strength galvanized steel frame. The surface is generally made of 18mm to 24mm thick weather-resistant plywood, often finished with a non-slip & hexagrip & tuffdeck & phenolic coating to ensure performer safety under stage lighting or in outdoor conditions. These platforms are supported by telescopic or interchangeable legs, allowing for adjustable heights ranging from 200mm to 1500mm, and are engineered to support a static load capacity of at least 500kg/m² to 750kg/m². For stability, the system should incorporates integrated locking clamps (deck-to-deck and leg-to-leg) to prevent shifting or gaps, and includes safety accessories such as detachable guardrails, kick plates, and flame-retardant stage skirting to conceal the understructure while meeting local fire safety codes for Main Stage and VIP Ramp with Hand Rails one side and steps on otherside covered with synthetic carpet

Supplying Long wooden table with frilled cloth cover typically engineered for heavy duty instituitional service for memento arrangement on stage

Providing a professional auditorium podium including branding typically designed as an ergonomic speaking platform with a standard height of 1100mm to 1200mm at the front, featuring a slanted reading surtace to hold notes or a laptop. The construction generally utilizes high-density wood veneer, melamine-faced MDF, or acrylic, reinforced with an internal steel or aluminum frame for structural rigidity. The reading shelf, usually measuring approximately 600mm wide by 450mm deep, includes a raised document stopper to prevent papers from sliding off and a built-in cable management port (grommet) for microphone and laptop wires

Providing LED wall in the centre stage at the back drop includes raised plat form with 4 ft height(24 x 10ft) with required connections and service plug points for console for service and operation of LED wall for 1day -

Providing framed IEC board of size 12x10 in raised platform on both side of the LED wall in the stage. Board design will be provided by the organiser

Air conditioned VVIP Lounge with German hangar adjacent to the stage preferably entry from the ramp side - partition with system- ply panelling and setting door . The Lounge shall contain 1. Four sofas (2 single, 2 double) 2. one table, 3. One teapoe with flower arrangements, , 5. 10 Steel framed cushion chairs with cover. 6. Biotoilet with necessary water connection.

Providing PVC armless chair - monoblock construction molded from high-quality, UV-stabilized unplasticized polyvinyl chloride having an overall height ranging from 750mm to 850mm, with a seat height of approximately 450mm to ensure ergonomic compatibility with standard dining or work tables. The seat width and depth usually measure between 400mm and 500mm, providing a compact footprint ideal for high-density seating. To ensure safety and longevity, most professional-grade PVC chairs are engineered to support a weight capacity of at least 100kg to 125kg and include features like perforated backrests for ventilation and tapered legs with non-slip floor protectors.

Providing VVIP armed & Cushioned chair premium - wooden type for stage having an overall height ranging from 750mm to 850mm, with a seat height of approximately 450mm to ensure ergonomic compatibility with stage. The seat width and depth usually measure between 400mm and 500mm, providing a compact footprint ideal for high-density seating. To ensure safety and longevity, most professional-grade chairs are engineered to support a weight capacity of at least 150 kg to 180 kg and include features like perforated backrests for ventilation and tapered legs with non-slip floor protectors for 1 days

Supplying Premium 2 Seater Sofa With proper cushioning - 20 nos for Pavilion

Providing PVC VIP armed & Cushioned chair - monoblock construction molded from high-quality, UV-stabilized unplasticized polyvinyl chloride having an overall height ranging from 750mm to 850mm, with a seat height of approximately 450mm to ensure ergonomic compatibility with standard dining or work tables. The seat width and depth usually measure between 400mm and 500mm, providing a compact footprint ideal for high density seating. To ensure safety and longevity, most proffessional-grade PVC Chairs are engeered to support a weight capacity at least 100kg to 125kg and include features like perforated backrests for ventilation and tapered legs with non-slip floor protectors.

Supply and place premium-grade teapoys featuring a high-quality finish and design supply and place premium-grade teapoys featuring a high-quality finish and design. The units shall be constructed with a robust frame either of solid hardwood or Metal supporting a top made of toughened (tempered) safety glass or solid hardwood as per the Engineer-in-Charge. Payment shall be made on a per-unit/per Day basis

Providing front-row stage border flower decoration with a base of high-density floral foam secured within plastic trays and the arrangement measures approximately 200mm to 300mm in height and is composed of a dense mix of primary focal flowers (such as roses or carnations), secondary filler blooms, and trailing greenery (like Ivy or Eucalyptus) to soften the edges on stage front row and teapoy(3)

Supply and installation heavy-duty, interlocking crowd control barriers constructed from galvanized steel tubing. Each unit must feature an integrated hook-and-eye interlocking system to ensure structural continuity and prevent unauthorized removal. The barriers shall stand approximately 1.1m or nearest size in height with vertical infill pickets spaced to prevent climbing or passage. To ensure public safety, all units must be equipped with low-profile flat feet to minimize trip hazards and must be completely free of sharp edges or burrs. The scope includes mobilization, precise positioning according to the site plan, and subsequent removal, with measurement and payment calculated per linear meter (LM) of the total barrier run at Main stage front, Main stage rear, VVIP Area, 100mtr

Supplying portable PVC Portable Bio-toilet with storage tank of 5000 liter per unit, including waste storage tank, plumbing works, raised platform, black cloth masking and light Measurement- Per Each/day Portable Toilet (ladies -3, gents -3)

Information centre/ Help Desk - (100 sq feet) - An exclusive area at the required site outside the hanger on arabiant tent with raised plat form coverd in carpet and with vinyl signage, tables (3 Nos.), chairs (6 nos.), power socket (2 nos.) Pedestal fan 2 Nos.

Medical Aid- (100 sq feet)1 No. Arabian Tent on Raised Platform with computerized fascia with vinyl signage, tables (2 Nos.), chairs (8 nos.), power socket (1 No.) One hospital cot and 2 pedestal fans

Media Room (100 sq ft). Arabian Tent on Raised Platform with computerized fascia with vinyl signage,Two tables with 8 steel cushioned chairs with four power plugs 2 Pedestal fans

Snacks counter with Arabian tent structue (Size 100 sq feet ) with roofing, with levelled platform, synthetic carpet etc.with provision for supplying light refreshment packets with two tables covered in table clothes at 4 different places around the venue.

Electrical works & Lighting

Cooler units for stage & VVIP area in auditorium.

Tower light 4 set with 8 light of 400 watts each.

Illumination with LED strips on trees - mixed colours for 3 days - 500 units, each with 6 mtr length

Stage lighting includes Par-64 - LED Par -18 nos, Focus light with stand - 12 no.s, Moving Head - 2 nos (Sharpy) 2 days and other required items and equipment for one day

Hire and labour charges for providing stage light arrangements (Requirments including or equal suitable system Truss-400 R.ft, BSW moving Fixture - 40 nos, LED moving wash 30 nos, RGBW LED Batten - 12 nos, RGBW strobe - 12 nos, Blinder (4 way) 4 nos Blinder (2 way) - 12 nos, profile spot - 10 nos, LED cob - 24 nos, LED W white COB PAR light - 12 nos, DWX Haze mahchine - 4 nos, Light console/Grand MA2/Avolite Arena, Light Designer - 1 nos, Riggers - 4 nos etc as per the requirements - for one day

Power Generator with proper earthing and diesel - 125 KVA for 18 hours running 1. For AC units 2. For Sound systems, lights , LED wall ,fans outside lights -

Cabling for Generator Supply: LT cables with cable of adequate requirements and as per transformer capacity for all days and adequate length without loop for all area

Providing Stage Monitor - with as directed by the client

Providing LED TV 65 inch for audience

Providing high speed internet connection with 300 mbps or above for live streaming and other media requirements- for one day

Sound system

Sound system for stage program - Microphones, podium Mic includes, sound mixture, cordless Mic, collar Mic, P.A. system up to 50,000 W etc. for 1 day

General Arrangements

Photograhy- still & Video coverage and live youtube streaming during the event and the softcopy of the same shall be submitted to National AYUSH Mission Kerala(NAM) on the day (Photographer 2, videographer1, Drone videography1)

Providing decorative flag and pole set for events or exhibitions with a high-tenacity polyester or satin fabric flag, weighing between 110 GSM and 130 GSM. The flag standard dimensions with 60cm x 90cm (2' x 3'), featuring high-definition digital sublimation printing for vibrant, bleed-through colors that are UV-resistant.The accompanying pole is sectional mast constructed from anodized aluminum reaching heights of 2 meters to 3 meters, with a diameter of approximately 25mm to 32mm. for 2 days

design, supply, and installation a temporary box-frame arch . The internal framework shall be fabricated from GI tubular sections of adequate gauge, with the size and spacing of all structural members to ensure the absolute structural satety and stability of the arch under all load conditions. The structure shall be covered and finished using a combination of high-quality fabric/cloth, foam sheeting, and other decorative elements to achieve a premium, custom-designed aesthetic as per the approved layout. The scope includes all necessary structural bracing, anchoring, and decorative detailing required for a stable and polished finish. Measurement and payment shall be based on the total exposed surface area of the arch as viewed in the front elevation.Box Frame arch one at Kalliad junction - road diversion to IRIA campus and other near to IRIA

Installation of fire extinguishers of suitable capacity to meet the statutory requirements for stage and auditorium

Panchavadyam with 16 artists for 2 hours during inaugural day - ( for One day)

Security, Housekeeping etc.

Engaging Security for1 days, 2shifts per for one day ( 15 persons, for 1 day, 2 shifts for ensuring smooth flow of visitors, traffic, parking of vehicles, during event hours

Engaging Security Supervisor

House Keeping works for 1 days (4 persons for1days)

Drinking Water supply

Providing water dispenser with 20 L jar on stand in exhibition/kitchen/stage area 20 nos per day for 1` day

Refilling of dispenser jars (in Exhibition hall) as per need(anticipating 1 times a day) for 1 days

Waste management

Cleaning and sanitation of hanger, walkways, surroundings during event day

IEC materials

Framed Boards to be placed at various locations from kannur to kalliad 6x4 square feet

Hoardings 12x16 at 10 different places as per client requirement at different places in the district within 30 kilometers range of IRIA

Permissions and Licenses

Local authority permissoin

Fire noc

Fire Stand by Vehicle

Tent permission

PPR Trade Licence

Police intimation

Mic Permission

Insurance(Public& Fire)

Ambulance- Medical Team

All other mandatory licenses and permissions required if any

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