Event Management of International Museum Expo-2023 in Hall No. 2 and 3 GF in ITPO, New Delhi

Cost of designing the entire Expo with special focus on the main event area and exhibition of Hero Objects from different museums of the country to transform it into a museum space, Techno exhibition, Book cover exhibition, mascot design, special entry gates for exhibitions, conservation labs, session spaces, logistics, visual design, publication design etc.

Fabrication, setting up and operation of the dias of size 70'-80' x 30-40' size with necessary décor for VVIP inauguration, installation of LED wall background of entire stage length with height of above 12'/4 m., tables, table cloth, best quality chairs, podiums (min. 2 nos.) with necessary decoration, lighting and best audio systems for the function, interior decoration of the entire inauguration / meeting space to provide museum experience and all other related works

supply and setting up of following for main event area i.e. inauguration/meeting space"

Two seater sofa sets

Single Seater Sofa

4' dia round table with table cover, small flower vase with flowers (to be changed daily)

Chairs - metal frame with cusion and white cover

Fabrication, setting up of display stands/cabinets for the Hero Objects Exhibition, design and execution of the display of information panels etc. in this area

Approximately 2 m x 2 m size pedestal appropriate to the object for display of Hero objects

Digital display of Hero Objects in LED/LCD screens (min. 55" size) for the duration of exhibition.

Creating ambiance display in entire Hero Exhibit Exhibition area with necessary and appropriate lighting to highlight objects and its importance.

laying of 3 mm / 4 mm thick non-woven carpete of approved colour on the floor of entire Hall No.5 exhibition space

Laying of 3 mm non-woven red carpet in defined areas for VVIP movement

Design, Production and setting of attractive special entry gates inside the expo hall for various sub segmented areas such as Techno Corner, Conservation Lab, etc.

Technical Works other than stage:

Event Area PA system

LED (approx. 10' x 6') walls at other locations

Event projectors (short throw) min. 5000 lumen

Other area PA systems

event area technical lighting

Sypply and setting up of LED TVs/monitors of size 42" and above

Supply and setting up of desktop computer systems/laptops for duration of event

Providing electrical supply through addl. power boards to various locations including stalls other than stage requirement.

A4 size laser printer with stationary

Photo copier machine (heavy dury)

Walkie-talkie system with required number handsets for quick coordination with necessary permits

Graphics printing and fixing:

Printing and installation of Flex in Star media

Printing and installation of Flex in Star media in kailwood frame with 6 mm ply/MDF board backing

Printing and installation of Flex in Star media in 1" x 1" MS tube frame wihout back cover

Printing and installation of Flex in Star media in 1" x 1" MS tube frame wih both side printing

Printing and fixing of vinyl prints

Printing and fixing of vinyl prints on 5 mm foam sheet/pvc sheets and fixing at site

Printing on canvas media and fixing it on 1" x 1" MS tube frame and fixing it at exhibition venue.

Printing on fabric (back to back) and installing the same at venue.

Printing and providing standies /panels of 3' x 6' size for the duration of event

Creation of selfie points - 3D type

Creation and supply of display cases (Size around 4' x 2' x 2.5') covered with acrylic/glass

Collaterals such as Creatives, Invites, Passes, Car Stickers, Flyers & Tages and Others

Artists

Master of Ceremony (Male and Female)

Cultural show one on each day of 60-90 min duration inclusive of Taravel, lodging and boarding of artists

Setting up of stalls with Octonorm materials

Creation and setting of stalls with necessary panelling, title, ,1- table, 2-chairs, one power point, 1-dust bin, 4 lights using octonorm structures of size 3 m. x 3 m. or above

Creation of 8' ht. panelling using octonorm structures with one light per panel

Supply of extra tables of size 4' x 2' with necessary top covering with white cloth for the duration of event.

Supply of extra banquet chairs with necessary covering with white cloth

Supply and setting up of 4' dia tables with 6 chairs per table with both table and chair covered with white cloth in F&B area

CCTV camera system for the entire area

Videography and Photography of the entire event, post production and supply of (a) all raw footage in appropriate size portable media, (b) edited version of the summary of the program in the form of a film with necessary narration and highlights of durations 1 min., 5 min. and 30 minutes and (c) Photographic curated print out albums 3 sets

Fabrication, printing and providing LED backlit panels with necessary LED back lighting for the duration of event.

Supply, coordination and management of manpower for successfully organizing the event with necessary traininig prior to the start of event and throughout the event:

Volunteers

Supervisors

Floor managers

RSVP team

PR & Communication

Housekeeping personnel (Male / Female)

Hospitality for the identified guests - includes coordination, transport arrangements to pick-up and drop for guests in Delhi NCR. Hotel facilitation services to be provided, if required. (Charges towards Hotels, outstation transport by official means by Rail/Air to be paid at actuals on production of certified bills.)

Light and Art Installations at the venue as per specifications given in Annexure - 5A

Helpdesk - Creation and manning the same

Promotion of the event through

News paper advertisements

Outdoor & Billboards

Digital marketing

Miscellaneous

Security of the event - especially the Hero Objects exhibition

Website application design and management, registration of invitees - online and onsite etc. with necessary badges, linyards, folders, kits etc.

Food and Catering for dignitaries, invitees

Breakfast

Lunch

High tea

Dinner

Food for the EM team and volunteers

Breakfast

Lunch

Evening snack

Creation of Lounge for VIPs and providing food and beverages with dedicated butlers to serve food any time and manage the space all the time

Touch Screen Monitors of 42" with display consoles along with necessary computer systems and software for playing content.

Administrative Charges towards obtaining all mandatory permissions from different authorities and providing the same to ITPO and other organizations as per requirement. (Charges paid to organizations will be reimbursed as per actuals on production of Bills/Receipts)

Floral decoration of stage, venue, bouquets etc. for the entire event

Fabrication and installation of Mascots as per approved/provided designs

Creation of partition of 4 m. height x 70 m. length using Octonorm for the duration of exhibition to separate Hall No. 3 and Hall No.4 of ITPO.

Fabrication and installation of wooden frame covered with thick dark coloured cloth on both sides

Design and fabrication of following items as per requirement or design

Vertical display racks

fabrication and setting up of 3D backdrops, free standing structures etc. in wooden media duly paint finished.

24 mm thk 4' x 8' covered with fabric etc. for display for conservation lab

4' x 8' x 2.5' (ht.) tables for conservation lab

Branded franchise like printed T shirts & Caps etc. for the event

Event Management Company Charges which include, all logistics, planning andproduction of components, coordination with the Ministry of Culture all through, transportation of their materials to and for ITPO (expo venue), manpower costs involved in installation and dismantling of the exhibition components, food and travel of their labor, hiring cost of trucks, holding cost of trucks, the rentals towards parking spaces for their materials and trucks, housekeeping of the venue for the entire event etc. Any other item/s of work or component that is not included in this BOQ and necessary as per the designs of the agency may be included in the Lumpsum cost.

ITE India Pvt Ltd

paras art studio

SHOWCRAFT PRODUCTIONS PVT. LTD.