TENDER FOR EVENT MANAGEMENT SERVICES FOR RETAIL LIA AWARDS 2025 AT GOA

PRICE BID FORMAT - LIA AWARDS EVENT 2025 at GOA

The Event would be held at Hotel GRAND HYATT GOA, Bambolim, 403206, Goa

Agencies to take complete information regarding hall dimensions and facilities from hotel.

ONLY FILL IN OVERALL COST OF SUB-ITEM GROUP HIGHLIGHTED IN YELLOW. EVALUATION WILL BE ON OVERALL TOTAL COST BASIS as per tender document.

Scope of work for Event ManageMENT for 2 Days Event - 11th and 12th July''2025

Sr.no | Description | Size | Qty | No of Days | Basic Cost in ₹ excluding GST for all items for number of days mentioned

A | Pre Event Activities | LS |

1 | Event theme including logo and tagline

2 | Teasers for the event based on event theme

3 | All event creatives and layouts, including all dynamic content

4 | All graphic content for the event including dynamic LED screen creative for both day conference as well as Awards Night

Agencies to note our expectation on premium quality of graphic / animated content

5 | LED Animated Content for Awards Night -

6 | Presentation Content -

B | Theme AV - in line with event theme (AV to be for minimum 150 seconds) |

C | Arrival Arrangements |

Airport arrival placards | 2ft x 1.5ft |

Kiosk @ Arrival Airport |

Airport standee | 4ft x 6ft |

Welcome Standees 4x8' / Retail Activities Standees at Hotel: Fabric print with frame | 4ft x 8ft |

Theme Standees 4x8' LED | 4ft x 8ft |

LED Welcome Gate Arch at Venue – conference With Dyamic Content | 20ft x 3.3ft |

LED Welcome Gate Arch at Venue – Vertical | 3.3ft x 12ft |

Registration Desk (branding) with Theme backdrop | 8ft x 8ft |

Customised Table With Branding | 6ft |

Pathway branding- Flag Poles in fabric - both side Printing | 5ft x 3ft |

Direction signages | 2ft x 2ft |

Seating Chart – large – Fabric mounted on frame | 12ft x 10ft |

BPCL Logo in MDF finish in 3D (logos to be used will be informed) |

View Cutters at entrance depending on the proposed layout design | 4ft x 12ft |

Ambience creative Fabric Print with Frame | 8ft x 8ft |

D | Conference Kit |

Conference Note pad – good quality with event logo embossed of value max Rs. 250/- each. Samples to be approved in advance |

Agenda Tent Card |

Welcome Letter |

Name badges / lanyards |

Table Number Stand / Tent Card seating map |

Good quality pens of value max Rs.250/- each |

Group Photo Printout in paper jacket - to be given on next day , A3 |

Jute Bags – Good quality with event logo |

E | Conference Set Up / Entertianment event

As needed for an event of this nature like - |

Stage Platform and Carpeting - 64ft x 40ft x 2.5 Feet | 64ft x 40ft x 2.5ft |

Stage Skirting in MDF Paint Finsih | 64ft x 2.5ft |

Stage Skirting in MDF Paint Finsih | 40ft x 2.5ft |

Stage Facia in MDF with Print | 8ft x 4ft |

LED Riser | 60ft x 4ft x 1ft |

Steps with Edge Light | 16ft |

Customised -Side Wings in Paint finish With Acrylic Logo Unit | 4ft x 12.5ft |

Customised Podium With Mounted Plasma |

Plasma Casing |

Off stage Masking with Branding | 16ft x 14.5ft |

Off stage Masking | 4ft x 14.5ft |

On Stage Masking | 4ft x 12.5ft |

Lamp Lighting With Accessories and Floral Décor |

Premium Sofa for Dignitaries - Single Seater |

Coffee table for Dignitaries |

Console Platform | 32ft x 8ft x 1.5ft |

Console Branding and Framing and Mounting | 32ft x 6ft |

Console Branding- Framing and Mounting -Side Masking | 6ft x 6ft |

Camera Riser | 4ft x 4ft x2.5ft |

Change Over of Evening Set up for Both The days |

Linen and Tie Back as per the Theme of the event

Material Transport and Manpower |

F | Pre function Engagement Zone - Day

Customised Backdrop | 12ft x 8ft |

Side Closure Panel | 2ft x 8ft |

Platform | 12ft x 8ft |

Tech Enagemenet Glam Bot With Technician and Internet Provision |

Pre function Engagement Zone - Day

Awards Theme Related Customised - MDF Paint finish Backdrop | 12ft x 8ft |

Side Closure Panel | 2ft x 8ft |

Platform | 12ft x 8ft |

A1 Based Activity For Engagement With Technician and Internet Provision |

Large size trophies – within the range of Rs 20000 (6 nos) |

Customised event trophies of premium nature in wood / metal / crystal Winner –

Runner Up - 25( Price Range for Winner - 5000 and Price Range for Runner Up 3000) |

Preparation of awards PPT with animated content - 50 awards |

Cue Cards for MC |

Envelopes for announcing award winners |

H | Entertainment Night / Awards Night Setup |

Green Room for Artists ( to check with hotel if already available ) Octonorm Rooms | 3m x 3m - 8 nos

Setup / ambience for gala awards night /On table props Floral Décor |

Confetti Blast / Cold Pyros for Winners ( to check with hotel if allowed) on

Special Effect as Per Artiste Requirement to be fullfilled

PA System for 350 Pax

Flying DNB Sound - 8 tops - 4 Base - |

Stage Monitor |

Sound Engineer |

64 Channel Digital Mixer |

Support Staff for Micing |

To Include Necessary Amplifiers / Crossovers / Equalizers / Cables / Techrider & Technicians / Digital Mixer / Stage Rack, Amp etc

Local DJ (Both days) |

Material Transport and Manpower

Artiste Tech Rider

J | Communication |

LED Parcan - RGB |

LED Warm Lights |

BSW - Moving head Wash |

Martin Mac Aura XB |

Tambora Battens |

Laser Lights Multi Colour |

Light Designer |

Light Engineer |

Grand MA 3 _ Operating Board |

Material Transport and Manpower |

Artiste Tech Rider |

Box Truss | 66ft x 42ft

Horizontal Truss Bar for rigging | 66ft : 2nos

T Truss | 12ft - 4nos

Material Transport and Manpower |

LED Wall for 2.6 - Curve Led Wall | 60ft x 13.2 ft

LED Wall for 2.6 - Side Wings - | 4ft x 13.2ft - 2nos

LED Skirting | 40ft x 3.3ft - 1 nos

Preview Plasma Casing | 55 inch - 2nos

Backstage Plasma | 55 inch : 2nos

Led Processor |

Live Streaming - Vmix software |

Sound Capture Card |

Control Laptop with Clicker. Podium Laptop |

Software Power point Latest version to be loaded in Laptop |

Watchout Server & operator (1 backup server ) |

Analog Way Seamless / Matrix switcher |

Video Engineer and Video Jockey |

To include Video Cabling & Distribution / Power Distribution / Technicians - both days

Material Transport and Manpower |

P | Videographer & Photographer |

Camera Setup 4 nos with masked riser etc for online edit – HMX and Cinematic

HD cam Shoot - to include preview monitors & camera man ( With Live Relay ) |

Professional Photographers (2, including profiler) for both days and also evening awards, informal evening and Group Photo |

Candid Photographer |

Cinematographer and Gimble |

Drone for group photograph and other live telecast |

Post event AV (300 min each) |

Genset as per requirement for the entire event- 125 KVA for 2 days - 2 shift ( Lights ) |

Genset as per requirement for the entire event- 125 KVA for 2 days- 2 shift ( Sound ) |

Genset as per requirement for the entire event- 62.5 KVA for 2 days- 2 shift ( Video ) |

Back Up Genset -125 KVA |

Changover - Automation |

Extra Cabling if required |

Junction Box & Cabling |

Cable Manager |

R | Manpower | days

Smart Male Promoters for smooth handling of the event with dress | 8 |

Elegant hostesses welcome at entrance registration desk, handing over of welcome memento to dignitaries , carrying of trophies for awards night with attire | 4 |

Production coordinators / agency manpower for smooth execution of event | 4 |

Pre Event Volunteer for sample and others | 2 |

S | Artiste Speaker |

Emcee local (approx cost Rs. 50000)

Singer + with travel, lodging, boarding of self and support staff etc all cost includive (65 lAC Max) - Likes of Sonum Nigam, Sukhwinder, Papon etc

Team Building Activities outdoor (approx cost upto Rs. 4 lakhs)

Emcee incl travel, lodging, boarding (approx cost upto Rs. 10 lakhs) like of Saumya Tondon, Anushka Dandekar etc.

Team Building Activities indoor (approx cost upto Rs. 4 lakhs)

Dancer Group Including TLB (approx cost upto Rs. 15 lakhs)

T | Licenses and Permission ( At Actuals) - Both days |

Local permissions to be taken as reqd by Hotel / statutory authorities

Celebrity Performance Licenses

Copy of Licenses and recipts to be submitted to BPCL along with Bill

V | Miscellaneous |

F&B of crew & artists (in room)

Courier and cargo charges

Any other miscellaneous charges

External Hard Disk (2 TB) with all photos, creatives, AV etc once event is

Recee For 2 People - Prior to the show

W | Travel for Event Management |

Crew travel – complete |

Ground travel including pick up- Stay and F&B |

x | Show Runner

Show Running Team for Proper Execution of Awards and Entertainment Evening | 2 |

Y | Awards & Momentos | 2 |

Mementos 325 nos @ Rs 20000 |

Mementoes for panelists – 25 nos @ Rs 10000 |

Welcome to dignitaries ( eg shawl etc) – 5 nos. Agency to suggest |