APPOINTMENT OF EVENT MANAGEMENT COMPANY FOR COMPREHENSIVE MANAGEMENT OF PRAVASI BHARTIYA DIVAS 2023 BEING ORGANISED IN INDORE, MADHYA PRADESH

Amount

Thematic development of the venue, Infrastructure setup for the entire event including "Glimpses of M.P." Exhibition

Booking charges of the proposed venue(s) for the duration as specified in the Scope of Work

Charges, fees for acquiring Local permission/licenses from concerned authority: Payable upon submission of relevant proofs / Bills

"Glimpses of M.P." Exhibition Conceptualisation designing and installation of temperature controlled Air-conditioned wooden floored, carpeted, German Hanger with fire retardant roof and side covers including internal light, entry arch, façade, backdrops and glass doors. The rates should also include cost of dismantling and handing over the premises in good condition

"Glimpses of M.P." Exhibition Concept, Design and installation of Entire setup (Internal) for "Glimpses of MP" Exhibition with following minimum features: 1. Installation of atleast 10 Nos. Working Model with adequate lighting setup according to the approved theme and concept each on an area to the extent of approximately 300 Sqft. 2. Minimum 05 Nos. Live representation of the different aspects of the State of Madhya Pradesh ( Culture, Economically major projects, Investment potential, Growth avenues etc.) on an area to the extent of approximately 1000 Sqft each. The live representations should preferrably have adequate number of regional artists. The number of artists shall have to be increased if required by the authority. 3. Around 40 Nos. exhibition stalls of size 3 x 3 Mtr with 2 tables, 2 chairs, 3 spot lights, 02 power point, facia name and a dustbin etc. depicting different aspects of Madhya Pradesh for instance One District One product. 4. Installation of adequate LED screens, directional signages, sound system etc. required as per proposed theme and concept

"Glimpses of M.P." Exhibition Personday rates for artist referred in item 1.04 (10 persons per Day)

Inaugural Hall - Conceptualisation Designing and execution of Stage setup as per theme: 80' x 40' in multiple levels using MS structure (scaffolding) with ply on top, carpet flooring, both side 12ft wide steps with railing, skirting of the stage, 2 podium and head table/tea poi table setup with VIP sitting arrangement (approx. 80 pax) as guided by the authority

Inaugural Hall - Flower decoration on stage as per the approved concept and sub theme and maintenance of the same during the entire event. (Charges for flower replacement to be considered)

Inaugural Hall - Podium décoration as per the approved concept and subtheme and maintenance of the same during the entire event.

Inaugural Hall - Supplying VIP hand bouquets as per the requirements of the authority

Inaugural Hall - Installation of EAW/JBL or equivalent line array sound system with delay speakers, 06 stage monitors, 08 subs for 3000 pax, required amplifier, 48 channel digital mixer, 04 podium mic, 06 lapel mikes, 20 cordless mic, 36 output DI boxes for media, required cabling, technicians, 01 sound engineer etc.and Maintenance of the system during the event duration

Inaugural Hall - Installation of Stage lighting on box truss (100ft x 60ft) using 32 Warm LED Par, 32 LED Par, 08 profile lights, 24 intelligent lights, 08 blinder, 01 avolight board, required cabling, required technicians, 01 light engineer etc. and Maintenance of the system during the event duration

Inaugural Hall - Installation of P3 LED Wall (1200 sq. ft) for stage backdrop, watchout software, switcher, 04 preview monitors 52inch, 06 laptops, 01 cue commander and other necessary technical requirements, required cabling, required technicians, 01 AV engineer etc. and Maintenance of the system during the event duration

Inaugural Hall - Installation of Steel barricading in from stage in D shape for PM protocol and Maintenance during the event duration

Inaugural Hall - Installation of High multi layered platform for media 40ft x 16ft, 20 console and back stage tables, console 12ft x 40ft with black masking in front and 04 camera platforms 4ft x 4ft etc. and Maintenance of the system during the event duration

Arrangement of lightening of lamp at the Inaugural Hall

Furniture - Supplying, installaing Banquet chairs with white covers (properly cleaned at all times during the event days). The cover should change atleast once a day or prior to the event. (5000 Nos.)

Furniture - Supplying, installaing Banquet tables with white covers (properly cleaned at all times during the event days). The cover should change atleast once a day or prior to the event. (20 Nos.)

Furniture - Supplying, installaing 2-Seater VIP Sofa Sets (properly cleaned at all times during the event days). The cover if applicable should change atleast once a day or prior to the event. (200 Nos.)

Furniture - Supplying, installaing Teapoy (properly cleaned at all times during the event days). The cover if applicable should change atleast once a day or prior to the event. (50 Nos.)

Supplying, Installing Queue Managers for demarcating seating zone (properly cleaned and Maintained at all times during the event days) [50 Nos. ]

Supplying, Installaing Flowers prop stands (properly cleaned and Maintained at all times during the event days) [100 Nos.]

Furniture - Supplying, installaing Set of Round Table with white cover with 06 banquet chairs (properly cleaned at all times during the event days). The cover should change atleast once a day or prior to the event. [40 Nos.]

PC and Media Briefing Room Conceptualisation Designing and installation of stage setup: 32' x 16' with ply on top, carpet flooring, both side 8ft wide steps, skirting of the stage, 01 podium and head table setup (12 pax) with VIP sitting arrangement as guided by the authority

PC and Media Briefing Room Installation of EAW/JBL or equivalent line array sound system for 200 pax, 04 stage monitors, required amplifier, 32 channel digital mixer, 12 podium mic, 02 lapel mikes, 08 cordless mic, 24 output audio DI box for media, required cabling, technicians, etc.and Maintenance of the system during the event duration

PC and Media Briefing Room Installation of Stage lighting on truss using 24 Warm LED Par, 01 light board, required cabling, required technicians etc. and maintenance of the system during the event duration

PC and Media Briefing Room Installation of Platform for media (40ft x 16ft), 6 console tables, console masking (20ft x 4ft) etc. and maintenance of system during the event days

Bilateral Meeting room - Conceptualise, Design and Installation of Board room setup for 30 pax with tables, VIP Chairs and other arrangements and maintenance during the event days.

Bilateral Meeting room - Installation of P3 LED Wall (200 sq. ft), software, 01 switcher, 02 laptops and other necessary technical requirements, cabling, technicians etc. and maintenance of system during the event days

Bilateral Meeting room - Installation of EAW/JBL or equivalent sound system for 30 pax, required amplifier, 32 channel digital mixer, 30 podium mic, 06 cordless mic, required cabling, technicians, etc. and maintenance of the system during the event days

Bilateral Meeting room - Supply and Installation of Console tables with console masking (12ft x 4ft) etc. and maintenance of the setup for the entire event duration

Bilateral Meeting room - Flower decoration on tables with floral props placed in hall as per the approved concept and sub theme. The charges should also include replacement of flowers on daily basis

Plenary Session - Conceptualisation Designing and execution /installation of stage setup: 20' x 12' with ply on top, carpet flooring, both side 6ft wide steps, skirting of the stage, 01 podium and head table/tea poy table setup (16 pax) with VIP sitting arrangement as guided by the authority including maintenance of the system for the entire event duration

Plenary Session - Flower decoration on stage as per the approved concept and sub theme and maintenance of the same during the entire event. (Charges for flower replacement to be considered)

Plenary Session - Podium décoration as per the approved concept and subtheme and maintenance of the same during the entire event.

Plenary Session - Supplying VIP hand bouquets as per the requirements of the authority

Plenary Session - Installation of EAW/JBL or equivalent sound system for 500 pax, 04 stage monitors, required amplifier, 24 channel digital mixer, 02 podium mic, 02 lapel mikes, 08 cordless mic, 12 output audio DI box for media, required cabling, technicians, etc.and Maintenance of the system during the event duration

Plenary Session - Installation of Stage lighting on truss using 16 Warm LED Par, 12 LED Par, 02 profile lights 01 light board, required cabling, required technicians etc. and Maintenance of the system during the event duration

Plenary Session - Installation of P3 LED Wall (400 sq. ft) for stage backdrop, software, switcher, 02 preview monitors 52inch, 04 laptops and other necessary technical requirements, cabling, technicians etc. and Maintenance of the system during the event duration

Plenary Session - Installation of Platform for media 12ft x 8ft, 10 console and backstage tables, console black masking 20ft x 4ft in front and 02 camera platforms 4ft x 4ft etc. and Maintenance of the system during the event duration

Preview Meetings / VIP Interview Room Supplying, Installation of Leather Sofa Set 3+1+1 with 01 coffee table as per the approved concept and theme. The furniture shall be kept clean and all times during the entire event

Preview Meetings / VIP Interview Room Supplying, Installation of set of Round Table with cover and 06 banquet chairs as per the approved concept and theme. The furniture shall be kept clean and all times during the entire event. The cover should be changed daily

Preview Meetings / VIP Interview Room Conceptualise, Design and Development of Sound Proof Room (8ft x 8ft) with Branding on biodegradable media on all walls including 2 single seater sofa and 01 coffee table and maintenance of the setup for the entire event duration

Food Hall Arrangement as per proposed plan Supplying, Installation of set of Round Table with cover with 06 banquet chairs as per the approved concept and theme. The furniture shall be kept clean and all times during the entire event. The cover should be changed daily

Food Hall Arrangement as per proposed plan Installation of JBL or equivalent sound system with light instrumental music (1 each hall) and Maintenance of the system during the event duration

Food Hall Arrangement as per proposed plan Supplying, Installation of Flowers prop stands and table props (10 each hall) as per the approved concept and theme. The furniture shall be kept clean and all times during the entire event.

Provision of Modular Bio toilets with cleaning staff and material for Male, Female and Specially abled at exhibition, digital exhibition, Glimpses of MP Exhibition and parking's

Area Landscaping - 10 Landscaping (Min 100 sq. ft each) using ornamental/bonsai plants and 1000 potted planters covering entire event & function venue

Professional Fees for Sub Theme concept designing / copywriting / content research and collation

Professional Fees for 3D animations / content creation for inaugural and technical sessions [ 5 Nos.]

Professional Fees for Master lay outing and any other lay outing required for different purposes (agency needs to depute a cad designer on site for the same)

IT and Security Infrastructure Setup

Access Control System - Implementation of Technology based access control system with colour coded access (Specific access to designated areas to the guests) including Installation of Server, Networking, switchers, hardware engineers and software engineers necessary for the ACS to be fully operational

CCTV and Surveillance - Installation of CCTV surveillance with night vision cameras, Setup of Control Rooms with Desktop for parking spaces and exhibition domes.

CCTV and Surveillance - Installation of Desktops (minimum configuration: 8GB/ 256 SSD) at Control Room

Conceptualise, Design and Installation of Public announcement system including 60 LED metal lights with Scaffold, shades to the extent of 1000 sq. ft and water arrangement (Jars with paper cups) for deployed manpower (approximately 100) at parking spaces

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - 65 inch LED Plasma with stand and live feed of Inaugural Hall and D2H connection

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - Extension power boards

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - Hi end desktop system with Minimum configuration: 16 GB RAM / 500 SSD and with video captures cards at the media Control Room / Media Center

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - Hi speed photocopy machine (preferrably 3in1) at the media Control Room / Media Center / Administrative Control Room

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - Printer with Scanner placed at table

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - Hi end Laptops with Minimum configuration: 16 GB RAM / 500 SSD

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - LED screens (150 sq. ft) with platform & skirting

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - Simultaneous interpretation system - Headsets (English / Hindi)

Arrangement of 1 GBPS Highspeed Internet connectivity with atleast 2 different ISP and providin wifi in the the entire premises including with installation of routers and other necessary infrastructure for Media Control Room / Control Room / Media Briefing Room

Documentation and Live streaming of the event

Supplying, Installation and Maintenance during the entire event days : 2 way conferencing system at Inaugural Hall

Complete photography (3 nos), videography (5 nos) using high end cameras with HD live mixing unit, 36 out audio video DI box etc

Citywide Branding and publicity of the PBD 2023 including creative designing

Preparation of progress presentations (preferably 3D representation/ Video presentation) to PMO/ CMO regarding the progress of project during the entire duration (Three Nos.)

Preparation for creatives for the entire event in line with the approved Branding and Publicity Plan

Special innovative Branding on High quality biodegradable media as per the approved creatives and installation of the same at location as approved in the branding and publicity plan

Branding on biodegradable media of the entire event including gates, signages, backdrops, route Branding on biodegradable media etc. as per the approved creatives and installation of the same at location as approved in the branding and publicity plan

Installation of Attractive 3D Selfie Points in the city and at the function venues with high quality prints including maintenance of same

Social Media publicity of the event including 1. Content development as required by the authority 2. Creation of event specific pages / handles on Social media 3. Developing social media strategy in accordance with the approved branding and publicity plan *It is to be noted that the scope of work of EMC shall be limited to the creation of digital content and submission of overall social media strategy. The execution of thus developed social media strategy post successful content creation shall be done by concerned department of Government of Madhya pradesh

Installation of Hoarding across the city (30ftx15ft) at Existing Installation including payment of applicable charges to concerned Licensee

BRTS Bus stops branding on Biodegradable media (1100 sq. ft) on Existing Installations including payment of applicable charges to concerned Licensee

Branding on LED backlit Lollypops (preferrably 3ftx4ft) on Existing installations including payment of applicable charges to concerned Licensee

Branding on vinyl media at locations as specified in the approved Branding and Publicity Plan

Venue Branding on biodegradable media and including standees and Backdrop for all the Halls, and Control Rooms

Media Management including arrangement of necessary resources

Conceptualise, Design and Development of Media Control Room : The media control room shall be developed for nearly 500 personnel to include but not limited to following listed 65 inch LED Plasma with stand and live feed of Inaugural Hall and D2H connection Hi speed photocopy machine Printers with Scanner

Security Arrangement of the entire venue in coordination with State and Central agencies

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved Security Management Plan Door Frame Metal Detector Machines for entry points

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved Security Management Plan Hand Held Metal Detector Machine for checking at Entry Gates

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved Security Management Plan Walky Talky for the entire team and 10 Nos. Walky Talky for Authority's personnel

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved Security Management Plan Baggage Scanning Machines at all the entry gates

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved Security Management Plan Providing of Fire extinguishers in exhibition area 10 kg ABC type cylinders and sand buckets with stands

Parking Management System for parking spaces including marking of the grounds, adequate signages, for nearly 100 Buses, 500 Nos. Cars etc. The system and installation must include but not limited to: 1. Adequate boom barrier, 2. Signages 3. Parking Lights etc.

Infrasture Setup for Digital Exhibition

Conceptualise, Design and installation of temperature controlled German Hangar including black masking inside the roof, Wooden Flooring for the entire Hangar, Carpeting (Brand new - Red/Grey/Green as desired by the authorities) for the entire Hangar.

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Diesel Genrator Set of Capacity 62 KVA

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Diesel Genrator Set of Capacity 62 KVA

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Diesel Genrator Set of Capacity 125 KVA

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Diesel Genrator Set of Capacity 500 KVA

Manpower Deployment

Programme Manager - 15 years experience in the field of Publicity and Branding (01 Nos.)

IT Manager - 10 years experience in the field of Event Management - IT infrastructure (01 Nos.)

Publicity and Branding manager- 10 years experience in the field of Publicity and Branding (01 Nos.)

Safety incharge - 10 years experience in the field of Event management (01 Nos.)

Programme Coordinators to be posted in Delhi (Minimum 5 Years Experience) - 2 Nos.

Programme Coordinators to be posted in Bhopal (Minimum 5 Years Experience) - 2 Nos.

Supporting Staff - (3 Years Experience) including Data entry Operator for backoffice - 10 Nos.

Guest Coordinators - 50 Nos.

Event Coordinators - 50 Nos.

Professional ushers - 100 Nos.

Interpreters - Fluent in English / Hindi: 5 Nos.

Housekeeping personnel with adequate equipment and cleaning material for the venue : 50 Nos.

Master of Ceremonies - Professional as approved by the authority

Security supervisors (5 nos.)

Security Personnel with uniform - Well behaved professionals (75 Nos.)

Fire Safety Personal round the clock- Fire Marshals and Fireman ( 10 Nos.)

Valets drivers - Well behaved professionals with uniform (10 Nos.)

Registration cum helpdesk Manpower with uniform - Well behaved professionals fluent in English / Hindi Conversation (10 Nos.)

Barcode scanning unit with manpower for handheld scanning devices - Well behaved professionals fluent in English / Hindi Conversation - (20 nos.)

Other Miscellaneous requirements as specified in the Scope of Work like: Kiosks, Forex Counters, printing, stationary etc.

Printing and Stationary (on media as specified by the authority) Printing of manuals - A4 50 pager multicolour: Photo print quality in 80 GSM paper

Printing and Stationary (on media as specified by the authority) Invitation cards with envelopes - A5 multicolour: Photo print quality, laminated

Printing and Stationary (on media as specified by the authority) Brochures - A4 10 pager multicolour photo print quality in Glossy Paper

Printing of Badges with lanyards for delegates with multi colour logo of event and bar code scanning facility

Conceptualisation, Design, and Installation of Helpdesk / Registration Desk at designated hotels / Venue with seating capacity of atleast two attendants and one Desktop / laptop at all times

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan 250 Kva Backup Gensets for Exhibition area and Venue - 4 Nos.

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Genset 3 phase cabling unit - 50 mtrs long with connecting kits

Supplying Genset Fuel (per hr/ genset) : Calculated for 10 Hr. per day usage for each genset

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Changeover panels compatible with the 62/ 125/ 250 / 500 KVA DG Set

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Lighting Poles with 8 Nos Halogen Lights for Entire Venue

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan 4200K Grow Light Hydroponics Metal Halide Lamp for Plant 400W

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan 4200K Grow Light Hydroponics Metal Halide Lamp for Plant 600W

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan 4200K Grow Light Hydroponics Metal Halide Lamp for Plant 1000W

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan 100 Watt LED Flood Light White Body Down Chock Waterproof IP65 For Outdoor Purposes

Expro Events and Exhibits

FICCI