RFP for Professional Conference Management Services

Amount

Venue – Meeting Spaces and Guest Rooms

• Arrange for the event in a five-star waterfront hotel in Kochi, India • Negotiation of rates for meeting spaces and guest rooms, terms and conditions on cancellations with the hotel: minimum charge, cost of cancellation, % of reservation, and number of days prior to the event start, • signing of contract with the Hotel, • Monitoring the room inventory so that ISI is not liable for room cancellations/room retentions Drawing up menus for conference packages (lunch and dinner, refreshments (tea, coffee, snacks) • • Arranging room upgrades/ complimentary rooms (minimum 10 nos.)/ arranging rooms of self-paid participants of the conference at the conference rate. • Free airport transfers (minimum 10 nos.)

Pre-Conference Secretariat

• Corresponding with participants regarding their room booking dates (including separating dates paid by ISI and dates paid by guests themselves), dietary restrictions, flight information, tours and sightseeing, and special requests • Mailing brochures/announcements as required • Prepare & email pre-arrival brief

Visa Assistance and Government Permissions

• Obtain necessary clearances from relevant ministries of the Government of India • Guiding participants on the visa application process for obtaining a conference visa including sending supporting documents like invitation letters.

Airport Reception & Transfer

Delegates to be received and transferred to the hotel as required including early arrivals.

Transport - Venue and Social Functions

Draw up transport plan for the entire event and reserve required number of coaches/cars for airport transfers, social functions, sightseeing as may be required by ISI..

On-Site Registration

Pre-printing and Distribution of pre-printed badges Badges – non plastic Lanyards -satin, double dog-clip, branded with name of conference

Social Evenings (Two Gala Dinners)

Coordination with social evening venue/s for finalizing the menus, and organizing the food service. • Arrange appropriate entertainment including one dinner on cruise boat

Set up of audio visual equipment

Set up Audio-visual facilities of international standards in all the meeting rooms (provide list of audio-visual equipment with per day cost of hire).

Other Onsite Tasks

• Setting up of Signage – standees, backdrop etc • Testing Audio Visual set-ups/Office equipment like computer/printer and photocopier in the office room • Desks for registration, enquiries, travel, speakers • Flower arrangements • Provision of stationery for the conference sessions (writing pads, pencils etc)

Photography & Video filming

Video recording and live streaming of the Policy Day (1/2 day) + 4 plenary sessions (2 hours each)

Management Fee

• For coordination of all the activities listed above

IndeBo India Pvt. Ltd.

Indo Asia Leisure Services Limited

Attitude Events Private Limited