Tender to carry out various works associated with the Venue and Exhibition Arrangements for the conduct of 38th Kerala Science Congress from 29th January to 2nd February 2026

Providing theme-based venue entrance Arch (rectangular box arch including designing, printing and fixing)

Providing theme based square shape pillars (3 x 2 x 10 feet)

Printing of banners and vertical poster stands, hoardings, Photography points etc, Sqft rate all-inclusive of designing, printing in eco-friendly material including fabrication

Campus lighting(4 Days)

Providing LED mala (illumination bulb set chain single color gold, 64nos set small led with sparkling gold color)

Providing LED par focus light to trees, entry area including wiring as per requirement(RGB)

Providing led tube lights (including wiring and installation)

Providing IP 65 100w White/Green/Warm white lighting at specific locations such as courtyard, passage etc. (including wiring as per requirement)

Providing IP 65 250w White/Green/Warm white lighting at specific locations such as courtyard, passage etc. (including wiring as per requirement)

Providing ample lighting at parking lot on St. Alberts College ground (flood light on tower with scaffolding mount placed at the centre of the ground) (IP 65 250w led) with necessary panels and wiring. 1 tower with 12 lights

Registration Counter (4 Days)

Providing Tables with good quality cloth settings

Queue Manager Crowd Control Stanchion Belts

Providing Chair with good quality Cover and bow

Providing Pedestal fan (noise free)

Providing Plug points (Min. 3 nos of 6A)

Main Auditorium (Capacity - 700 nos) -4 Days

Providing carpet on corridor (pathway) at ground (brand new, red in colour, joints to be fixed properly)

Providing executive sofa for vip sitting (single type)

Providing good quality cushion type arm chair (uniform type)

Providing Chair with good quality Cover and bow

Providing Stage curtain work 3 sides, frill type, colour as per requirement of the committee

Providing Stage Flower Decoration

Providing white sparkling frills in front of stage (the stage platform is approx. 1.5m height)

Providing Teapoys of good quality and aesthetic look(For main stage)

Providing Cordless mic (branded quality)

Providing Collar/headband mic (UHF) (branded quality)

Beautification of existing podium with theme printed frame board keeping green protocol

Providing Podium mic (branded quality) – Goose neck type crystal clear clarity along with portable led podium light

Providing LED par light with mixer for stage lighting, including framework, pedestal etc. along with operator. (including on-stage ceiling led par fitting and stage focus lights from either side)

Providing white flicker light with smoke generator for supporting cultural programme

Providing Plug point (Min. 3 no’s of 6A)

Providing branded quality Laptop (1nos.) with operator, HDMI, VGA, Audio connectivity to laptop on stage podium should be furnished

Providing LED WALL 45 feet X 12 feet with raiser panel with standard black frill , backstage+side wings on either side (FHD or higher)

Providing Sound system (FOH) 20000 watts complete with Amplifier, mixer, sound engineers, on -stage monitors (min.4 no’s) and necessary speakers with stand etc inclusive of qualified technician’s operator for sound and lightings

Providing pedestal fans/ blower fan inside auditorium & main dais

Providing adequate stage lighting and auditorium lighting

Providing teapoys in front of VIP sofa seating

Setting of tables with tablecloth near programme counter

Providing tower air conditioning units and ducts in main auditorium and dias, as per requirement of the specific hall. Existing auditorium ventilation (including windows and round openings) has to be covered & thick curtains or similar materials in an aesthetic manner. All required accessories such as MCCB, laying cables, earthing, labor & transportation cost etc and necessary approvals from the Electrical Inspectorate shall be included.

Diesel Generator rental charges for 120 Ton air conditioning including standby

Diesel Generator operational charges for 120 Ton air conditioning

Profile spot light for cultural programs

Par can for cultural programs

Moving wash for cultural programs

Haze Machine for cultural programs

LED-RGBW for cultural programs

DMX Console-Avolite pearl for cultural programs

Blinder 4 way for cultural programs

Secretariat (4 Days)

Providing Plug points (6A)

Providing Laptop (with Malayalam font) with mouse and mouse pad

Media Room (4 Days)

Providing Plug points (6A)

Providing Laptop (with Malayalam font) with mouse and mouse pad

Office room for General Purpose (Finance/ Technical paper committee desk works etc.) (4 Days)

Providing Plug points ( 6A)

Providing Laptop (with Malayalam font) with mouse and mouse pad

Poster Presentation (2 Days)

Providing Poster Laying Stand with German structure wall panel neat white boards arranged in V array pattern. 160 wall panel minimum requirement with its pillars and connection assembly for arranging it in v array of several rows (for 320 posters of 90cm x 120cm)

Technical Session Halls (1 Day)

Providing good quality LCD Projector (2500 lumen or higher) & Screen

Providing branded quality Laptop with seamless working MS Office (HDMI, VGA compatible) with minimum 10m long HDMI, VGA cables +Operator + laptop to amplifier audio cord

Providing Sound system – 1000 watts with amplifier, mixer, speaker and cables. Laptop to amplifier audio connection cable also should be included, including operator

Providing Cordless Mic (2 in one type)

Providing Collar/headband mic (UHF)

Providing Podium stand mic wireless

Providing Laser pointer with additional batteries

Providing Pedestal fan (Noise free)

Providing Plug points (5 plug minimum with minimum 10m cable length)

Providing Timer & bell

Setting of tables with tablecloth and frill work

Providing chair cover and bow

Photography & Video Recording

Photography of the entire functions, & setting a Quality Album with 200 Snaps & providing a Pen Drive/ HDD with all Digital photos (all photographs- appx. 2000 snaps) quote amount for engaging 4 days

Video recording, 3 days of the entire functions & Providing Edited 5 minutes, 15 minutes and 45 minutes Video Pen Drive/HDD & video recorded hard disk without editing, quote amount for engaging 3 days

Live streaming of programmes in the main stage in YouTube channel of KSCSTE including video switcher & necessary hardware units, necessary cables, HDMI cables to main stage, operator labor charges etc.) quote amount for engaging 3 days

Aeriel Video Recording with Drone, 1 Hour during day time and 1 Hr during Night time

Sign boards design print and fixing - Printing of posters and sign boards in eco-friendly material and fixing in poles as per requirement(rate per sq. ft.) multi colour

Providing high speed internet connectivity

200mbps dedicated high speed internet provision on main venue, secretariate, media room, general office room and reception desk with cat 6 connection cables, 8 port highspeed hub switches & Wi-Fi connectivity. Quote amount for providing net for 3 days. (about 300m of cat6 cabling is expected for providing net facility at these locations)

Food Court (4 Days)

Temporary Hall (Top GI Sheet roofing /white cloth ceiling/ cloth side covering etc. for 4 days, along with preparation of ground including vegetation removal)

Arabian tent 20 feet x 20 feet with side covering

Providing Synthetic Carpet in the food court

Providing lighting for the food court and kitchen 100w LED Lights

Providing power plug points

Providing ceiling fan in food court

Additional expenses for venue arrangement

Provision for proper cleaning of urinal and toilets in the college campus before the commencement, during the conduct of the programme and after completion of the programme. Cleaning must be done 3 to 4 times daily (minimum 5 manpower/day), including the supply of high-quality sanitising agents, detergents, cleaning tool kits, and waste disposal.(4 Days)

Cleaning of venues (main auditorium, technical session halls, poster session area, campus premises) before the commencement and during the conduct of the programme – 2 times a day for 3 days (rates per person/day)

Provision for Security personal (per person/day) 24 hrs. (4 Days)

Supply of power generators along with necessary panels, connections and temporary wiring for covering the entire venue lighting and audio-visual purposes with stand by for backup in case of unit failure. (Inclusive of all procedural approvals and sanctions, inclusive of transport & Labour) seamless power supply must be ensured

Diesel Generator rental charges for providing power supply (other than air conditioning the auditorium) but including all lightings, LED wall & audio visual systems and for the entire venue, parking, exterior lightings, arch lightings etc. (Total power requirements shall be calculated and rental charges including stand-by charges should be included)

Operating charges for Diesel Generator for providing power supply (other than air conditioning the auditorium) but including all lightings, LED wall & audio visual systems and for the entire venue, parking, exterior lightings, arch lightings etc.

Water connection, plumbing, storage if any required, providing 7nos of units of washbasin facility each fitted with a minimum of 5 taps including inlet water connections, storage tank, float assembly and drainage facility (quote rate for 7nos of units for 3 days)

Manual Labour support as per requirement for cleaning of vegetation, levelling of ground and other works as per requirement for 2 days

Portable fire extinguishers on all halls (ABC), 3 days

Exhibition Venue Arrangements (Ensure adequate lighting for the entire area and sufficient ceiling or pedestal fans for appropriate aeration) (4 Days)

German Hanger, Approx 80x 30mtr

Tarpaulin sheet and Synthetic carpet on the ground for pathways

Raised platform

Installation of the Air Conditioning facility in the German Hanger

Diesel Generator rental charges for 300 Ton air conditioning including standby

Diesel Generator operational charges for 300Ton air conditioning

Stall Design

Modular Stalls of 2M X 3M & 2M X 2M size each with octonorm powder coated sections and non-reflective white vinyl panels with 2 spot lights on panels, 1Nos. modular tables, 2 Nos. Chairs, colour fascia with computerized vinyl signage in white colour, power socket (6A), waste basket and synthetic carpet in stalls. Adequate lighting for the entire area. The rate should include dismantling and removal from the site.

Additional Tables

15 Amp Plug points

Additional Carpets

Expo Campus Lighting - LED flood lights (25 Nos) - 250W

Expo Campus Lighting - Serial set of miniature bulbs (250 Nos)

Providing Generator with all required accessories such as MCCB, laying cables, earthing, etc and necessary approvals from the Electrical Inspectorate.Diesel Generator rental charges for providing power supply (other than air conditioning the exhibition venue) but including all lightings, audio visual systems and for the exhibition venue, parking, exterior lightings, arch lightings etc. (Total power requirements shall be calculated and rental charges including stand-by charges should be included)

Operating charges for Diesel Generator for providing power supply (other than air conditioning the exhibition venue) but including all lightings, audio visual systems and for the entire exhibition venue, parking, exterior lightings, arch lightings etc.

Profile Aluminium LED frames (display boards); B1 Size (29 x 47 inch); 11 mm thickness, 2mm glass size, 2 LED strips of 24v in a single frame with 24v, 3-amp adapter with one print each. 1 year warranty. (This is to be permanently handed over to KSCSTE immediately after the programme)

Printing of Posters Good quality eco-solvent (Ist quality) multi colour printing in Ecofriendly material

Cleaning of Venues – 4 days 3 times /day Provision for proper cleaning of Exhibition premises (Inside and outside)

Provision for Security personal (per person/day)

Designer Arch-Exhibition entrance

Setting up of Kerala Science Congress Pavlion [Provision for placing 65-70 LED boards of 29 x 47 inch size in an appropriate coloured background, decorated with plywood box (black colour; 0.2 x 0.2 x 1 meter) enclosed potted plants etc]

Arabian Tent (20 X 20 ft)

Fire extinguisher

PA System 2000w with mixer & operator, cordless mics (2 in 1)

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