Appointment and Management of Goa Pavillion at 38TH Surajkund International Crafts Mela, 07TH to 23RD FEB 2025, Surajkund, Fardabad, Haryana, India. for participation of Goa Tourism

Amount

The Event Management Agency shall ensure that the Goa Tourism Pavilion complies with the standard Goa TourismPavilion design provided by the Department of Tourism, Government of Goa Please Refer tender documet for more details

The Event Management Agency should strive to develop and operate a 100% paperless Goa Tourism Pavilionvia visible QR codes for promotional documents / brochures, visual presentation of thedestinations, VR zone, CRM software for recording visitor data / B2B meetings, e-maps, ecards etc. in as relevant to the location. The plan to execute such Goa Tourism Pavilion should be approved by the authority and shall be part of the interim reportPlease Refer tender documet for more details

The Event Management Agencyshall prepare and submit an interim report at least 7 days in advance which shall comprise Please Refer tender documet for more details

The Event Management Agency shall arrange for adequate numbers ofpen drive/ digital souvenirs containing the Goa Tourism Film provided by the Authority Please Refer tender documet for more details

The Event Management Agency shall prepare designs for the promotional material comprising of e-brochures, digital flyers, standees, e-business cards and any other marketing material and ensure that these deliverables are approved by the Authority at least 7 days in advance Please Refer tender documet for more details

The Event Management Agency is required to arrange transportation of all the publicity materials from Goa to the event and back, including packing and forwarding along with arranging display of the material at the Event Please Refer tender documet for more details

The Event Management Agency shall obtain all required statutory permissions related to construction & operation of the Goa Tourism Pavilion in the respective event location and submit copies of the same to the Authority Please Refer tender documet for more details

The Event Management Agency shall also send invitations, book on-line appointments with top members of the media, travel and tour operators, trade members, outbound tour managers, travel influencers etc. and any other party as specified by the Authority to ensure maximum attendance to the Goa Tourism Goa Tourism Pavilion Please Refer tender documet for more details

The Event Management Agency should ensure coverage of the Goa Tourism Pavilion for the duration of the event and Media Registration & obtain Media badges, in case any Publishers,Editors, Journalists, Photographers, influencers, Broadcasters or Bloggers are attending to publicize the work of Goa TourismPlease Refer tender documet for more details

The Event Management Agencyshould engage a local PR agency in the respective city so as to contact important members of trade / media / travel operators and ensure presence of minimum 40-45reputed trade members / media during the entire duration of the event and to schedule the meetings with the trade members and Goa Tourism officials Please Refer tender documet for more details

The Event Management Agency shall procure the gift hampers,as standardized / approved by the Authority, for the delegates.The said gift hampers, which effectively highlights the Goan culture, shall be designed to suit various types of delegates.The number of such delegates shall be approved by the Authority 7 days in advance Please Refer tender documet for more details

The Event Management Agencyshall arrange a team of approx. 10-15 performing Artists in order to promote culture and folk dances of Goa, Please Refer tender documet for more details

The Event Management Agency shall construct the Goa Tourism Pavilion at the venue and should be complete in all respects at least 10- 12 hours before opening of the event Please Refer tender documet for more details

The Event Management Agency shall coordinate with the Event Organizers and ensure that there is availability of ample lighting, electricity sockets, internet connectivity etc. as required for proper functioning of the Goa Tourism Pavilion Please Refer tender documet for more details

The Event Management Agencyshall create information counters at the Event depending on Goa Tourism Pavilion size and as approved by the Authority.(Minimum 10 counter and maximum 20 counters) Please Refer tender documet for more details

The Event Management Agency shall create information counters at the Event depending on Goa Tourism Pavilion size and reserve 4 counters for DOT officials Please Refer tender documet for more details

The Event Management Agency shall make necessary arrangement of a secure storage area within the Goa Tourism Pavilion. The storage area should have individual storage compartments for all participants / co-exhibitors Please Refer tender documet for more details

The Event Management Agency shall arrange one counter fully equipped with LED screen no less than 150 inches along with sound distributed throughout the pavilion, along with laptop, connecting wire and pen drive to screen material Please Refer tender documet for more details

The Event Management Agency shall coordinate with the Event Organizers and arrange for a space with adequate seating space in the form of chairs, sofa and centre tables for arranging meetings and liaising with buyers Please Refer tender documet for more details

The Event Management Agency should place adequate numbers of Standees at the entrance of the exhibition area / Goa Tourism Pavilion as per the standardized design provided by the Authority. Please Refer tender documet for more details

The Event Management Agency should make arrangement of Visible fascia for Goa Tourism & for all co-participants at the Goa Tourism Pavilion and visible signage’s for all participants/ co-exhibitors inthe Pavilion Please Refer tender documet for more details

Availability of a refrigerator, water dispenser and coffee wending machine equipped with all required materials to enable Goa Tourism officials to undertake interactions / business meetings in theGoa Tourism Pavilion.All other organizational charges relating to pavilion shall be borne by the EventManagement Agency Please Refer tender documet for more details

Designing and printing of 10000 high quality four colours’ booklets and printing of 30000 four colours’ brochuresPlease Refer tender documet for more details

Provision of 2000 Nos. cotton/Jute bags, branded with Goa Tourism logo to VIP visitor’s including bureaucrats from other States, guests, media etc. depicting event name. Also arrangement of 1000 branded pens/caps branded with Government of Goa Tourism logo for distribution among general public visiting to Goa tourism pavilion.Please Refer tender documet for more details

Provision of 500 souvenir/gift hampers to be presented to VVIPs/delegatesPlease Refer tender documet for more details

In Goa Tourism Pavilion provision of Metal Detector, CCTV Camera, Fire extinguisher, Appointment of Security Personnel etcPlease Refer tender documet for more details

Cultural performances depicting the traditional Goan folk art for minimum two hours every day with performance scheduled at the Goa tourism Pavilion Please Refer tender documet for more details

Manpower Please Refer tender documet for more details

Local transport to the contingent travelling to and fro from the accommodation to venue and back for the Tourism officials, staff and handicrafts artisans (total not more than 25 persons) on duty for the entire duration of the event Please Refer tender documet for more details

EMA to arrange of entry passes, Identity cards etc. to the Tourism officials, staff, Artisans, VVIP, VIP’s protocol during IITF period Please Refer tender documet for more details

The Event Management Agencyshall arrange for a visitor book / e-Book to be placed at the Goa Tourism Pavilion entrance along with facility for collecting visitors’ cards; it shall transcribe these details ina spreadsheet format and provide the same in soft copy format to the Authority along with thereportPlease Refer tender documet for more details

High speed internet connectivity to be provided at the Virtual Reality Zone along with chairs that have enough feasibility to provide viewers to have a great experience on Goa. The attendees shall be formed part of the report

The Event Management Agency shall provide sufficient dustbins at the Goa Tourism Pavilion. The Event Management Agency should also make provisions to undertake timely cleaning /housekeeping of the pavilion during the Event at least one time in the day and ensure that the Goa Tourism Pavilion is kept clean through the dayPlease Refer tender documet for more details

The Event Management Agency shall deploy well-dressed and courteous personnel with good communication skills at the Event to assist the personnel of the Authority at the Event and the Goa Tourism Pavilion. The personnel of the Event Management Agency shall coordinate with the media, trade,tour operators, influencers, etc.apart from Event Organisers and personnel of the Authority and ensure that all aspects of participation of Goa Tourism in the Event are executed as plannedPlease Refer tender documet for more details

The Event Management Agencyshall liaise with caterers, audio-visual technicians, decorators and other vendors as appointed by the Event Management Agency for providing any services for the setup, operation and maintenance of the Goa Tourism Pavilion. The Event Management Agency shall monitor the overall operation of the Goa Tourism Pavilion during the Event and ensure that all parties adhere to the agreed-upon contracts and timelinesPlease Refer tender documet for more details

The Event Management Agency shall resolve any unexpected challenges that may arise during the Event, swiftly and effectively. The personnel of the Event Management Agency shall be equipped to handle challenges such as technical issues, managing lastminute changes or addressing other problems to ensure the smooth operation of the Goa Tourism Pavilion.Please Refer tender documet for more details

The Event Management Agency shall monitor the schedule for meetings and appointments with the members of the media, travel and tour operators, trade members, outbound tour managers, etc. and any other party as specified by the Authority and ensure that all activities are running according to the schedule.Please Refer tender documet for more details

The personnel of the Event Management Agency shall assist visitors to the Goa Tourism Pavilion and resolveany inquiries or concerns they may have. They should provide information about Goa Tourism, provide the various promotional material to the visitors, manage registration and address any other visitor needsPlease Refer tender documet for more details

Travel arrangements of the handicraft artisans (minimum 10 nos) has to be arranged by the EMA – Goa – Surajkund – Goa with food and refreshments during the journey. The EMA has to provide standard accommodation, all meals and refreshments and drinking water throughout the duration of the festivalPlease Refer tender documet for more details

PUBLICITY CAMPAIGNPlease Refer tender documet for more details

The EMA has to distribute information kits in canvas bags / folders - on Goa to visitors, Dignitaries, VVIP’s &VIPs throughout the period of the mela Please Refer tender documet for more details

The EMA has to also arrange press kits to be distributed to the media and trade visitors with a Goa souvenir included in a canvas bag. over the 15 days of the melaPlease Refer tender documet for more details

During the event, the Event Management Agencyshall collect feedback from visitors to the Goa Tourism Pavilion. The feedback can be gathered through surveys, comment cards or on-site interviews and shall form part of the event report. The agency is encouraged to use digital platforms for the samePlease Refer tender documet for more details

Agency will hand over the publicity material and kit bags etc. to the person/ agency at the place, directed by Goa Tourism Officials Please Refer tender documet for more details

The agency should ensure that all its liabilities including that of ff/volunteers/contractors/equipment/material etc. and especially third-party liabilities are covered by a suitable insurance policy. The details of this policy will be intimated to the Director, Department of Tourism as soon as the same is finalized. The agency shall fully be held responsible for any fire or other calamity and Department of Tourism shall not bear any responsibility in this regard. The agency shall therefore make available the necessary firefighting equipment’s and personnel to deal with any such incidentPlease Refer tender documet for more details

Dismantling of the Goa Tourism Pavilion and its cleanup after the Event as per the timelines communicated bythe Event OrganizersPlease Refer tender documet for more details

After the Event is over, the Event Management Agencyshall send an email to important Trade and media attendees thanking them for attending the event as per draft approved by Goa Tourism within ten days of the event and maintain a database of contact information for future marketing efforts.The compliance of this shall form part of event report Please Refer tender documet for more details

The Event Management Agencyshall prepare and submit a detailed event Report to the Authority along with the impact of the event, achievements, photo coverage, visitor details and photos, video coverage of the event, brochures (hard and soft copy), kit bag, Gift Hamper, souvenir items, etc. Balance stock of souvenir items / gift hampers is to be handed over to the Authority. The report shall also include the list of attendees, meetings undertaken, learning’s from the event,and anticipated impact of the event onoveralltourism scenario of Goa.Please Refer tender documet for more details

SEAN ADEVENT (BID ID -42727)

MX ADVERTISING PRIVATE LIMITED (BID ID -42733)

AMO COMMUNICATIONS PRIVATE LIMITED (BID ID -42734)