Event Management for the organization of All India Presiding Officers and Secretaries Conference-2026

Services/Tasks To Be Obtained From the Event Management Organization/Firm/Agency on Turn key basis.

Room Services In Lucknow- • Luxury Suites at 5 Star hotels - 36 Nos. • Luxury Rooms at 5 Star hotels - 194 Nos. • All above Rooms will be provided for 4 Nights and 5 days. Food & Beverage (F&B) Arrangements- • Proper arrangements for breakfast, lunch and dinner for 400 VVIPs. • Arrangement of special dietary requirements. • Decoration, seating layout and buffet counter arrangements in the dining area. • Provision for high-tea/snacks counters. • Water, juice, tea/coffee stations. • Adequate number of waiters, cleaning staff and supervisors. • Continuous monitoring during service hours. Cultural Programs & Event Space Management- • Proper arrangements for the hotel corridors, Pillar less Banquet Hall, etc., for the conference and cultural programs as per requirement. • Stage setup, backdrop, podium, green rooms, etc. • Comfortable seating arrangement for 400 VVIPs. • Reserved seating blocks for VIPs and VVIPs. • Clearly marked fire and emergency exits. • Professional sound system. • LED screens/projectors and lighting. • Microphones, wireless mics, monitors, and stage lights. • On-site technical support team. Entertainment Arrangements- • Coordination with cultural performers/artists. • Required equipment, dressing rooms, and rehearsal space. Guest Management- • Reception/Information desk arrangement. • Assistance and guidance for guests. • VIP & VVIP movement and protocol planning. Decorations & Ambience- • Entrance decoration, corridor decoration, backdrops, floral arrangements. • Table centerpieces, signboards, and standees. Security/Protocol & Safety- • Deployment of individual attendants for VVIPs. • CCTV monitoring and coordination with hotel control room. • Availability of medical support/first-aid kit. • Emergency exit and evacuation plan. Cleanliness & Housekeeping- • Pre-event and post-event cleaning. • Washroom attendants and frequent cleaning schedule. • Waste management and continuous sanitation. Event Scheduling & Timeline Management- • Preparing a complete event timeline. • Coordinating timing of programs, meals, and cultural performances. • Duty chart for all staff and team members. Logistics & Coordination- • Coordination among hotel staff, security and event management team. • Backend storage, material handling, and rehearsal scheduling. • Vehicle parking and valet service (if required). Arragements at Conference Venue in U.P. Legislative Assembly Secretariat, Lucknow- • Installation of high quality German Hanger. • Arragements of high quality Lunch with proper seating plan. • Provision of adequate staff for Bearer service. • Service of tea/coffee and snacks during the conference period.