Event Management of Festival of Libraries

Cost of designing layout, look & feel of the entire Festival of Libraries (FoL) event with special focus on the main event area, Mock up Library space, Techno exhibition, Exhibition of Cartography, Calligraphy, Cursive Writing, Tribal Fonts & Scripts:, designing of four major sections viz. (i) Podcast, (ii) Human Library, (iii) Authors Space and (4) Digital Libraries.session and meeting spaces, logistics, visual design, publication design etc. all together to give the entire exhibition space an international standard aesthetically taking into consideration all requisite requirements and other related facilities for successful management and organization of FoL.

Inauguration/Valediction Space Fabrication, setting up, and operation of the stage of size 48-50 ft long x 30-32 ft. wide for the inauguration and valediction programs including installation of LED wall background of size 30-32' long x 12 ft. height mounted on 4 ft. height platform on the stage whose height is 5 ft. along with tables, table cloth, best quality chairs for VVIP inauguration as per protocols, podiums (min. 2 nos.) with necessary decoration, lighting and top quality audio systems without any echo for the function. The work would also involve the creation of visuals for the programs performed on this stage, cueing them as per plan and flawless operation of the system. It includes the necessary lighting for the stage also. Necessary barricading using brass poles and red rope for the D-area of the stage and other barricade requirements wherever warrented. The decoration on the interior surfaces of the partitions created for the inaugural/valediction space should have library-like look. This should include furnishing of VVIP lounge to be created alongside the inaugural/valediction space as per standard protocol requirements Scope of work also include meeting the requirement of security agencies of VVIPs.

supply and setting up of following for inauguration/valediction space

Two seater sofa sets

Single Seater Sofa

Chairs - metal frame with cushion and white cover

Creation of Drawing Room/ Library space Experience zone of size of around 800 sq. m. with wooden structures, transparent wooden partitions, etc.

1.8 m. height x 1200 length x 450-500 depth library showcases from inside and fixing of visuals on the outside walls.

Preparation of dummy books of around 250 books per category on 16 different categories for displaying in the lilbrary rack shelves

Creation of Podcast area set up as per requirement (other than the partition walls and flooring) including all furnishing, displays, IT infrastructure etc. all complete as per approved design.

Creation of Human Llibrary set-up as per requirement (other than partitions, flooring and Library showcases) including Providing of required number and variety of chairs used in library / reading environment (approx. 8-12 varieties totalling to around 100+ chairs) for the duration of exhibition on rentals; Providing required number and varieties of reading lamps /library lights/fixtures on rental basis

Creation and furnishing of all requirements for Author's Corner set up as per requirement (other than partitions and flooring)

Creation of Digital Library set up as per requirement (other than partitions and flooring) including digital displays, physical displays, furnishers, touch screen kiosks etc. all complete as per approved design

Laying of 3 mm thick non-woven plain/printed carpet 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

Technical Works other than stage:

PA system for Conference room; for Round Table room; Children's Activity room; workshop areas; and general announcement in the venue

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

Event projectors (short throw) min. 5000 lumen and above

Providing of UPS of appropriate capacity for the telepromptors, desktops etc.

Supply and setting up of LED TVs/monitors of size 42" / 55"

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.

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

Setting up of a Media Room with all necessary equipment and handling of media related querries

Graphics printing and fixing:

Printing and installation of Flex in Star media

Printing and installation of Flex in Star media on one side and white flex media/ emulsion paint finish on the other surface of the wooden frame which is covered with 6 mm ply/MDF board on both sides.

Printing and installation of Flex in Star media in 1" x 1" MS tube frame on one side

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

Printing of vinyl medium with matt lamination and fixing at venue

Printing and fixing of vinyl prints on 2 mm or 3 mm foam board/pvc sheets and installing at site

Printing on canvas media and fixing it on wooden frame and fixing it at exhibition venue.

Printing on fabric and installing the same at venue.

Creation of selfie points - 3D type

Creation and setting up of exhibition on Callilgraphy including supply of display cases (Size around 4' x 2' x 2.5') covered with acrylic/glass etc. as per approved design covering a space of around 2000-3000 sq. ft.

Creation and setting up of exhibition on Cartography including supply of display cases (Size around 4' x 2' x 2.5') covered with acrylic/glass etc. as per approved design covering a space of around 2000-3000 sq. ft.

Creation and setting up of exhibition of Archival Material including supply of display cases (Size around 4' x 2' x 2.5') covered with acrylic/glass etc. as per approved design covering a space of around 2000-3000 sq. ft.

Creation and setting up of exhibition of Manuscripts and Tribal Fonts including supply of display cases (Size around 4' x 2' x 2.5') covered with acrylic/glass, digital displays etc. as per approved design covering a space of around 2000-3000 sq. ft.

Printing of Collaterals (after getting the designed approved for all components covered under item no.1 of this BOQ) such as Creatives, Invites, Passes, Car Stickers, Flyers, badges & Tags, folders, posters and Others

Artists - Master of Ceremony (Male / Female)

Artisits - Engagement of Authors for Authors' Corner

Setting up of Stalls

Creation and setting of wooden stalls duly paint finished in approved colour scheme using emulsion paint, title board,1- table, 2-chairs, one power point, 1-dust bin, 4 lights of size 4 m. x 3 m. (Payment to be made on the basis of measurement of stall footprint measured in sq. m.)

Creation of 8' ht. /12' ht. wooden partitions with both sides fixed with 6 mm thick ply/mdf boards finished duly paint finished in approved colour scheme with necessary lighting as per site conditions.

Supply of extra tables of size 4' x 2' with necessary top covering with white cloth for the duration of event for round table, workshop areas, F&B areas etc.

Supply of extra banquet chairs with necessary covering with white cloth in Conference Room, Round Table Room, Activity area, Workshop area

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 and delegate dining space.

CCTV camera system for the entire area with necessary monitoring control station with personnel for monitoring.

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 backlit flex panels with necessary LED back lighting for the duration of event.

Housekeeping of the venue for entire period.

"Logistics (includes coordination) and providing 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 bills duly certified.) "

Engagement of Agency such as DAAKROOM / Pick aBook/ Book Cafes etc. and organizing various educational programs - pre event, during the event and post event - to inculcate the habbit of library going to school children. Brief details of activities are provided in the Scope of Work document.

Promotion of the event through

Outdoor & Billboards

Digital marketing

Security of the event - with special focus on the caligraphy, cartography, archival material & Manuscripts and Tribal Fonts exhibitions

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

High tea

Working Lunch with 1 sweet dish

Coffee & Tea with cookies arrangement through the event for all

Mementoes (to be decided in consultation with the organizers)

for VVIPs (around Rs. 5000/-)

For Speakers, Panelists etc. (around Rs. 2000/-)

For registered delegates (around Rs.500/-)

Creation of Lounge (covered with curtain from public view) for organizers and providing tea/coffee and snacks arrangement throughout the day for around 100 persons on an average 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 for inaugural and valediction programs, speakers, panelists and other VIPs etc. for the entire event

Installation of view cutters using metal trusses and curtains of non-transparent fabric for the visible areas for VVIP function in the route from Gate No.4 till Hall No.5 entry (in case of requirement only)

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

Supply and distribution of conference kit and goodies worth around Rs. 500 for distributing (with prior approval of the authorities) to the Registered participants etc.

Event Management Company Charges which include, hiring charges of professionals/designers/experts; required number of volunteers, RSVP personnel, floor managers, PR & media team, etc.; all logistics, planning andproduction of components as per the design read with scope of work; creation and manning of help desks, media corner and registration counters including all necessary gadgets like laptops/desktops, printers, internet connections, photocopier machines etc.; coordination with the Ministry of Culture and RRRLF all through; transportation of all materials to and ffo to ITPO (Conference 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; insurance of the event; etc. It should also include administrative Charges towards obtaining all mandatory permissions from different authorities and providing the same to ITPO and other organizations as per requirement. 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.

MERAKI Communications Pvt Ltd