SERVICE OF LIVE COVERAGE FOR THE EVENT

Event Coverage and AV Setup Services at BPCL LPG Bottling Plant – Lawn Area, VR

Room & Conference Room

BPCL invites bids from reputed and technically competent agencies for

comprehensive event coverage and audiovisual setup services during an upcoming

official event to be held at the BPCL LPG Bottling Plant.

The scope includes dry run, live coverage, photography, videography, drone shoot,

and live streaming, along with the provision and operation of necessary AV and

technical equipment at the following venues:

3. Conference Room

2. Locations of Event Coverage

1. Lawn Area – Main celebration/launch event zone

2. VR Room – Demonstration and interaction sessions

3. Conference Room – Presentations, dignitary sessions, and discussions

3. Pre-Event Preparation and Dry Run

The agency shall:

• Conduct a dry run at least one day prior to the main event in the presence of

BPCL representatives.

• Ensure all equipment installation, testing, and integration is completed before

• Check for audio-visual clarity, proper lighting, camera framing, and connectivity

for Zoom live streaming.

• Provide trained operators for sound, video, and technical coordination during dry

run and event day.

4. Scope of Work

A. Equipment Setup at Each Location

Equipment / Facility Minimum Quantity Remarks

PA System with 1 set (2 speakers)

1 For clear sound coverage

Speakers per location

2 2 Nos per location Wireless preferred

Podium with Podium

3 1 per location For dignitary address

4 Laptop 1 per location For presentation/live stream

5 Camera (HD/4K) 1 per location With tripod, operated by professional

Video Switcher with For switching live feeds from multiple

Operator cameras

For aerial shots of lawn & plant view

7 Drone Camera 1 No

(subject to permission)

For live streaming (with stable

8 Zoom Live Setup

internet and operator)

For clear visuals during evening or

9 Lighting Setup As required

indoor sessions

10 Backup Equipment As required To ensure uninterrupted coverage

B. Event Day Responsibilities

• Provide professional photographers and videographers at all three venues.

• Record complete event proceedings including dignitary arrivals, sessions,

activities, and audience interactions.

• Manage live coverage and switching between Lawn, VR Room, and Conference

Room through video switcher.

• Operate Zoom Live session for remote participants; ensure smooth audio and

video streaming.

• Capture drone footage of venue, audience, and highlights (subject to statutory

and BPCL permissions).

• Coordinate closely with BPCL event team for sequencing, timing, and live

C. Post-Event Deliverables

The agency shall submit:

1. Raw footage and photos from all three locations within 2 working days.

2. Edited highlight video (5–7 mins) showcasing event key moments with

branding, music, and titles.

3. Full-length edited videos of individual sessions (Lawn / VR / Conference).

4. Soft copy of photographs (minimum 200 high-resolution images).

5. All final deliverables in pen drive or secure online link within 7 working days of

5. Technical & Manpower Requirements

o 2 professional videographers

o 1 drone operator (licensed)

o 2 photographers

o 2 technical operators (audio/video)

o 1 coordinator for overall event management

• Equipment quality:

o HD/4K cameras with stabilizers and tripods

o Branded microphones (Shure, Sennheiser, or equivalent)

o PA system of professional grade (minimum 300W RMS per speaker)

o Video switcher (Blackmagic ATEM or equivalent)

o Licensed video editing software (Adobe Premiere Pro / Final Cut Pro)

Activity Duration

Site visit and dry run 1 day before event

Event coverage 1 day (as per BPCL schedule)

Submission of raw data Within 2 working days

Submission of edited deliverables Within 7 working days

7. Safety and Compliance

• All personnel must comply with BPCL safety and security protocols.

• Equipment and cables must be placed ensuring no obstruction or safety

• Drone usage only after written permission and under BPCL supervision.

• Agency shall obtain necessary insurance and permits for manpower and

8. Payment Terms

• 100% payment after successful completion of job and approval of deliverables.

• No advance payment.

• Applicable taxes extra as per prevailing rates.

9. General Conditions

• The agency shall bring its own manpower, tools, and logistics.

• All materials/equipment shall be of high professional quality and in proper

working condition.

• BPCL reserves the right to accept, reject, or modify any part of the tender without

assigning reason.