Selection of Event Management Agency for 36th Surajkund International Crafts Mela 2023

Amount

I. STAGE FABRICATION AND STAGE AMBIENCE

i. Fabrication & Decoration of Chaupal I. (Size 60'-0" x 43'-0" x 2'-9" ht)

Stage Fabrication - Designing and Installation of a thematic stage, multi-layer 3D backdrop representing the event concept.

Designing and Creation of theme based ambience with installation, vertical drops, mega ceiling drops, large flags, 3d cutouts, standalone brandings roof creation and wall decor etc.

ii. Fabrication & Decoration of Chaupal II. (Size 60'-0" x 43'-0" x 2'-9" ht)

Stage Fabrication - Designing and Installation of a thematic stage, multi-layer 3D backdrop representing the event concept

Designing and Creation of theme based ambience with installation, vertical drops, mega ceiling drops, large flags, 3d cutouts, standalone brandings roof creation and wall decor etc

iii. Hotel Rajhans pool side fabrication & decor for VVIP functions

Fabrication - Designing and Installation of a thematic stage, multi-layer 3D backdrop representing the event concept. Existing stage size of 30ft x 20 ft x 3ft height.

II. STAGE MANAGEMENT

Management of stage at Chaupal-I, Hotel Rajhans and coordinate with other stake holders for Culture Evening Programme. (As per detail/specification mentioned in the “Stage Management” )

III. ORGANIZING CARNIVAL

Organize the Cultural Carnival on all the days with the existing Day Performers of Partner Nation (SCO), Theme State & Day Performers provided by HTC and Art & Culture Department, Govt. of Haryana (As per the scope of work mentioned under “Organizing Carnival”). The agency will provide additional 25 Nos. of live singers, lasers, pyros and cultural dancers.

IV. PLANNING & ORGANIZATION OF FASHION SHOW

i. Fashion Show for Partner Nation (SCO)

Designing and building the infrastructure for organizing the Fashion show

Execution of Fashion Show with all relevant/necessary requirements

Hiring of minimum 1 Choreographer / Models/ Show Director and Assistants for fashion Shows

Artist and Performers Required for Ramp Show & their additional requirement.

ii. Fashion Show for Theme State (North Eastern Region)

Designing and building the infrastructure for organizing the Fashion show

Execution of Fashion Show with all relevant/necessary requirements

Hiring of minimum 1 Choreographer / Models/ Show Director and Assistants for fashion Shows

Artist and Performers Required for Ramp Show & their additional requirement.

iii. Fashion Show for Haryana State

Designing and building the infrastructure for organizing the Fashion show

Execution of Fashion Show with all relevant/necessary requirements

Hiring of minimum 1 Choreographer / Models/ Show Director and Assistants for fashion Shows

Artist and Performers Required for Ramp Show & their additional requirement.

V) STAGE LIGHT & SOUND EQUIPMENT ETC.

i. Press Conference - Sound set up & solution (1 day)

Speakers Tops – JBL/RCF/D&B •Premium two-way multipurpose enclosure featuring point speakers. • Minimum Power Handling: 800W peak / 400W RMS • Minimum Frequency Range: 45 Hz - 21.5 kHz • Minimum Frequency Response: 58 Hz–20 kHz • Maximum SPL: 134 dB

Amplifiers of 1000 watts. QSC /Crown/CRUST Audio/ Yamaha or similar

Microphones Shure/ Ahuja/ Sennheiser 24” Goose Neck Mike or Similar

Microphones – Shure/ Sennheiser/ Cordless SM- 58 dual diversity Digital

Silent Genset of capacity 62.5 KVA with Fuel and operator

ii. Chaupal - I Light & Sound, Trussing, lighting system, LED Video wall, setup & management for multiple locations (all international brands with redundancy built in) (from 3rd Feb 2023 to 19th Feb 2023 i.e. for 17 days)

Speakers Tops – JBL/RCF/ D&B/Adamson (Next-generation line array system that delivers flagship loudspeaker technology in a compact, lightweight solution for mid to large-size touring applications and high-end fixed installations) •Minimum Power Handling: 1,300W peak / 650W RMS •Minimum Frequency Response: 52 Hz–20 kHz (-10 dB); 65 Hz–20 kHz (-3 dB) •Maximum SPL: 125 dB

Speakers Subs - JBL/RCF/ D&B/Adamson • Deliver class leading performance in a variety of applications . • Minimum Power Handling: 2400W Peak, 1200W Program, 600W Continuous • Minimum Frequency Range: 28Hz-150Hz • Minimum Frequency Response: 45Hz-150Hz • Maximum SPL: 129dB (Peak) • Amplification options: Passive

Center Fills Speakers - JBL/RCF/ D&B/Adamson • Studio monitor sound quality in a line of premium two-way multipurpose cabinets featuring point and shoot flexibility, uncompromised sound quality and the patented D2 Dual Diaphragm Dual Driver use. • Minimum Power Handling: 1000 W Continuous, 4000 W Peak • Minimum Frequency Range: 42 Hz - 21.5 kHz • Minimum Frequency Response: 58 Hz - 20.0 kHz • Maximum SPL: 134dB (Peak)

Monitors - JBL/RCF/ D&B/Adamson • Two Way Audio Monitors • Minimum Power Handling - 800W Peak, 600W RMS • Minimum Frequency Range: 60 Hz - 20.0 kHz • Minimum Frequency Response: 70 Hz - 20.0 kHz • Maximum SPL: 133dB (Peak)

Corded Microphones - SHURE (XLR SM-57/58) / Sennheiser

UHF Cordless dual diversity digital Microphones - SHURE SM-58/ Sennheiser

Floor Boundary Line Microphones Shure/ Crown/ Sennheiser

Podium Goose Neck Microphones - Shure/ Sennheiser 24"

Head mics

Digital Sound Mixer 32 Channels, 8 Bus, 4 AUX Console, Echo/Reverb/Delay by-pass filter graphic equalizer etc. - Sound Craft / Venue / Allen & Heath / Yahama

Drum Kit Mics - SHURE

CD/ MP-3, Cassette Player and Laptop having software of all format of international standard features (For playing recorded music and recording the complete Programmer daily in CD - Model of CD/ Cassette Player Pioneer/ Sony / Phillips Model of Laptop HCL/Dell/ Lenovo/ Acer/ HP/ Apple

DJ Console - Pioneer CDJ2000 Nexus or similar Backline for main stage set up

Keys/Guitar Amp - Hartke

Keys/Guitar Amp – Roland

Keys/Guitar Amp Fender Twin Reverb

Keyboard Synth - Motif

Drum Kit - 5 Piece Pearl Drum Kit

Drum Shield

Keys Guitar Stands

Notation Stands

iii. Chaupal-I Lights plan & set up (from 3rd Feb 2023 to 19th Feb 2023 i.e. for 17 days)

LED Par RGBW Light (54*3W) - SGM/EVL/Osram

LED Par Light (54*3W) - SGM/EVL/Osram

Sharpy - SGM/EVL/Martin

Moving Head Wash - Martin Mac Aura

Halogen

Follow Spot - Long Throw

Light Controler - Avolite pearl / SGM

Haze Machine / 3000W Smoke machine - Power 220v - 50Hz power consumption 2 KW Max Tank capacity 1.5 Ltr Warm up time 15 minutes approx.

Professional Light Designer

Aluminum Box Truss - 40ft x 40ft x 25ft Height (500 MM x 500 MM)

iv. Chaupal-I Video set up & Solution (from 3rd Feb 2023 to 19th Feb 2023 i.e. for 17 days)

LED Screen (including LED riser, Led processor etc). required 40ft x 12ft - P3 outdoor waterproof alongwith graphic designing and operation of LED Walls with camera live feed.

Watchout Server – Dataton

Laptops - A minimum screen size of 14 inches with minimum Intel core i7, 16 GB RAM, 500 GB HDD, windows 10 OS based, Minimum of MS Office 2016, built-in camera and antivirus or similar

Switcher - Barco Screen Pro Switching System or similar

TFT Monitors 21 Inch

v. Power management solution - Genset and back up

Hiring charges for Silent Genset - 125 KVA soundproof of standard make (including Junction box, automatic changeover, earthing and cabling).

Running charges for Silent Genset - 125 KVA Including Fuel Cost as per meter reading to be paid on hourly basis to be paid as per log book (4 to 5 hour per day)

vi. Hotel Rajhans Light & Sound, Trussing, lighting system, LED Video wall, setup & management for multiple locations (all international brands with redundancy built in) (For VVIP lunch/dinner- 5 Days as per requirement)

Speakers Tops – JBL/ RCF/ D&B/ Adamson • Next-generation line array system that delivers flagship loudspeaker technology in a compact, lightweight solution for mid to large-size touring applications and high-end fixed installations. • Minimum Power Handling: 1,300W peak / 650W RMS • Minimum Frequency Response: 52 Hz–20 kHz (-10 dB); 65 Hz–20 kHz (-3 dB) • Maximum SPL: 125 dB

Speakers Subs – JBL/ RCF/ D&B/ Adamson • Deliver class leading performance in a variety of applications . • Minimum Power Handling: 2400W Peak, 1200W Program, 600W Continuous • Minimum Frequency Range: 28Hz-150Hz • Minimum Frequency Response: 45Hz-150Hz • Maximum SPL: 129dB (Peak) • Amplification options: Passive

Center Fills Speakers – JBL/ RCF/ D&B/Adamson • Studio monitor sound quality in a line of premium two-way multipurpose cabinets featuring point and shoot flexibility, uncompromised sound quality and the patented D2 Dual Diaphragm Dual Driver use • Minimum Power Handling: 1000 W Continuous, 4000 W Peak • Minimum Frequency Range: 42 Hz - 21.5 kHz. • Minimum Frequency Response: 58 Hz - 20.0 kHz • Maximum SPL: 134dB (Peak)

Monitors - JBL, RCF, D&B, Adamson • Two Way Audio Monitors • Minimum Power Handling - 800W Peak, 600W RMS • Minimum Frequency Range: 60 Hz - 20.0 kHz • Minimum Frequency Response: 70 Hz - 20.0 kHz • Maximum SPL: 133dB (Peak)

Corded Microphones - SHURE (XLR SM-57/58) / Sennheiser or similar

UHF Cordless dual diversity digital Microphones - SHURE SM-58/ Sennheiser or similar

Podium Goose Neck Microphones - Shure/ Sennheiser 24" or similar

Head mic

Digital Sound Mixer 32 Channels, 8 Bus, 4 AUX Console, Echo/Reverb/Delay by-pass filter graphic equalizer etc. - Sound Craft / Venue / Allen & Heath / Yahama or similar

CD/ MP-3, Cassette Player and Laptop having software of all format of international standard features (For playing recorded music and recording the complete Programmer daily in CD - Model of CD/ Cassette Player Pioneer/ Sony / Phillips Model of Laptop HCL/Dell/ Lenovo/ Acer/ HP/ Apple

vii) Rajhans Pool Side Lights plan & set up (For VVIP lunch/dinner- 5 Days as per requirement)

LED Par RGBW Light (54*3W) - SGM/EVL/Osram or similar

LED Par Light (54*3W) - SGM/EVL/Osram or similar

Moving Head Wash - Martin Mac Aura or similar

Light Controler - Avolite pearl / SGM or similar

Professional Light Designer

Aluminum Goal-Post Truss - 80 running ft goal post truss (500 MM x 500 MM)

viii. Power Management solution - Genset and back up (For VVIP lunch/dinner- 5 Days as per requirement)

Hiring charges for Silent Genset 62.5 KVA soundproof of standard make (including Junction box, automatic changeover, earthing and cabling).

Running charges for Silent Genset 62.5 KVA Including Fuel Cost as per meter reading to be paid on hourly basis to be paid as per log book (approximate 2 to 3 hour per day)

VI) Audio Visual Coverage of Mela event (From 2nd Feb 2023 to 19th Feb 2023 i.e. for 18 days).

Photographers Digital Still Photography in HD format with atleast 21 Megapixels Camera or equivalent (Canon/ Nikon D-750 or similar/ above quality cameras) a team of professional Photographers (wearing uniform dress code) a) For Overview Photography b) To Shoot and compose the photo set of important schedule of complete event date wise, VVIP Visit, VIP Visit, different activities by said guests/tourist, Stalls of Crafts Persons, Performers and photogenic tourist and so on. c) Raw Data (Softcopy) of all Digital Photography will be in tiff format in high resolution with all required digital enhancement like JPEG in Hard Disk and Photographs on DVD whenever required (for VVIP/VIP and guests) will have to be provided

Videographers a) Video film shoot with full 4k Cameras (Sony/Canon or similar/ above quality video-cameras) Team consisting of professional Video Photographers (Wearing uniform Dress code) b) To shoot, edit and compose the video film set of important schedule of event date wise, VVIP visit, VIP visit, different activities by said guest, Stalls of Craftsperson’s, Performers and photogenic tourist. c) Raw Data (Softcopy) of all Videography will be provided in Hard Disk and Videography on DVD whenever required (for VVIP/VIP and guests) will have to be provided.

Drone Shoot of Overall Mela Area

VII) Hiring of Agency for Installation of LEDs and Centralized Managing of the System

Outdoor LED video wall Solution P-3 on existing Unipole/ Scaffolding with a complete installation, commissioning and maintenance during mela period. Size required is 18ft x 10ft (All Live Telecasts on all Screens) - Outdoor Speakers - Amplifier - Media Player - Outdoor Cabinet Air Conditioner - Rack Frame with Power Distribution - Servo Stabiliser - Communication Interface Device - 5 Port Network Switch -Other Accessories including wires upto power backup.

Outdoor LED video wall Solution P-3 on temporary platform 3ft high with black masking with a complete installation, commissioning and maintenance during mela period. Size required is 18ft x 10ft (All Live Telecasts on all Screens) - Outdoor Speakers - Amplifier - Media Player - Outdoor Cabinet Air Conditioner - Rack Frame with Power Distribution - Servo Stabilizer - Communication Interface Device - 5 Port Network Switch -Other Accessories including wires upto power backup.

To increase the size of existing unipoles structure from 12ft x 8ft to 18ft x 10ft by providing additional MS supporting Members to make it stable for 7 no.s of unipoles.

Centralized control for complete content management solution with a log for providing the working of the LED’s - Content Management - Video Wall Management for all LED's - Complete Wiring and Other Accessories

VIII) Content required for the digital marketing and for the promotion of the event. • Minimum 24 teaser of SCO countries of not less than one minute, Opening film and Closing film for complete event of Surajkund Crafts Mela 2023.

C S DIREKT EVENTS & EXHIBITIONS PVT LTD

Oaks Management Consultancy Pvt Ltd