Request for Proposal for Selection of Event Management Agency for Organising Ground Breaking Ceremony for Invest UP PICUP Bhawan Lucknow

Amount

Overall Venue Development

Overall theme development and execution for GBC 5.0 ,Master plan of the entire event site, which includes ambience décor for the ceremony, indoor and outdoor venue, VVIP Lounge, camp office, temporary installations, arch gates, entry/exit, walkways, registration counters, seating plan, F&B area etc.

Provision of multi-cam system at Ceremony hall for live relay & short film display in all halls of the venue Jupiter, Mars, Saturn,Mercury,theme pavilion and other screen installed inside & outiside of the venue for live relays using controllers, switcher and necessary fixtures for smoothing functioning and recording of the content.

Arrangement of outdoor P 3.9 LED screens along with heavy duty platforms riser with anchoring for outdoor venue. (Tentative Size- 20ftx12- 2 Nos at entry gates of venue, 16 ft x 8 ft 4 Nos. at inside venue)

Arrangement the High speed internet connection through dedicated wi-fi connection, preferably through optical fibre to be given in each hall, registration area, media lounge,organiser office etc, distrbuted all over the venue

The agency shall be responsible for arranging power supply, power distribution, and adequate lighting at the venue, ensuring the required volume of electricity is available throughout the event duration — including pre-event fabrication and post-event dismantling. The agency must provide 100% power backup via generator, with all fixtures controlled from sub-distribution boards/panels, and include all necessary materials such as wires, DB/SB panels, conduits, hardware, and labour, as directed by the Engineer-in-Charge. All electrical installations — including panels, distribution boards, and wiring — must be properly covered and protected to ensure complete safety and security. A Load Distribution Panel and automatic changeover system of adequate capacity shall be provided to manage both main and sub-distribution requirements for the event. Cabling shall be installed neatly using wire managers or equivalent methods, as per the directions of the Officer-in-Charge.

Providing VVIP Golf cart along with driver in proper uniform and charging facility for entire event days to be deployed as per the directions of the department.

Provision of operation of exisitng golf cart,providing driver in proper uniform,developing charging infrastructure,branding of invest up etc.

Laying and Fixing of New Non-Wooven syntethic carpet for the entire venue for the connecting passages for all the halls, entry exit and wherever required as per the directions of the department.

Pagoda Structure 3m x 3m

Pagoda Structure 5m x 5m

Pagoda Structure 6m x 6m

Led Tv 55 inch

Installation of Iron Tunnel

Installation of Wooden Tunnel

Installation of Truss Tunnel

Curtains for view cutter

Providing and fixing of levelled rigid stage setup with the help of Scaffold structure to be erected on iron structure at 3ft-4 ft. height including all T & P, labour for proper fixing of it as per direction and approval of department.

Provision of thematic pathway decoration as per the theme and design proposed by the agency near gate number 1 entry , to be approved by the department

Provision of digital PA system for Entire Venue to be controlled from the security room

Provision of Photography with Videography for all over venue for the entire duration of the event days.

Installtion of view cutter with the help of iron truss of 10ft -12ft height and cloth with propoer grouting and heavy base plates. To be installed as per the directions of the department

GROUND BREAKING CEREMONY HALL

Installation of German Hanger/Equivalent proposed structure of appropriate size for the ceremony, with proper fascade and air conditioning as per the designs proposed by the agency in the presentation. The Structure will be completely weatherproof and with adequate number of entry exit points including emergency exits. General lighting will be part of the Structure, structure will be pillarless from inside,to be executed after the approval of the department.(Tentative Size 40m X 75 m)

Installation of single ply wooden platform inside German Hanger/Equivalent proposed structure to be executed after the approval of the department.(Tentative Size 40m X 75 m)

Fixing of new non-wooven carpet on wooden platform inside German Hanger/Equivalent proposed structure to be executed after the approval of the department.(Tentative Size 40m X 75 m)

Providing and fixing of customized fabricated levelled rigid stage setup with the help of Scaffold structure to be erected on iron structure at 4 ft-6 ft. height and step in left,right and centre as per the design and theme proposed by the agency with carpeting,proper stage seating, podium, dias setup,landscaping and flower decoration in the D-Area including all T & P, labour for proper fixing of it as per direction and approval of department.(Tentative Size- 20ftx 100ft)

Conceptualisation and execution of the Ground breaking launching ceremony with all the necessary items and fixtures as per the theme and design proposed by the agency and approved by the department

Providing and fixing of customised and thematic LED backdrop and necessary electrical cabling and data tramission system,UPS for backup as per the design and theme proposed by the agency and approved by the department.

Providing and fixing of light system including but not limited to Led Parcan ,Profile,sharpiee,moving head and follow spot etc. to installed on aluminium truss structures with proper electrical cabling, UPS for backup and controller setup on console for the entire inaugral hall, as per the theme and design proposed by the agency and approved by the department.

Providing and fixing of Sound system including but not limited to Side Fills,Stage monitors,Cordless Mic,Headset mics Sennheiser,Podium Mic,Sound Mixer,Amplifier Mixture,Snake Cable,Fibre Optic installed on aluminium truss structures with proper electrical cabling, UPS for backup and controller setup on console for the entire inaugral hall, as per the theme and design proposed by the agency and approved by the department.

Provinding and fixing of fully functional Simlatanous Interpretor system with booth, transaltion devices,power system, transalator Hindi to English, and other necessary equipments. (Tentative for 100 Pax)

LED delay screens with scaffolding riser structure with proper electrical cabling, data transmission system and masking,controlled from the console and to be installed as per the theme and designs proposed by the agency and approved by the deparment. (Tentative Size- 12ft x 8ft)

Installation of Teleprompter setup on main stage with proper electrical cabling and data transmission method to be installed as per the protocol of the chief guest and directions of the department.

Providing good quality Banquet chairs with cover and bow,colour to be approved by the department.

Providing good quality 2 seater sofa seating, colour to be approved by the department.

Providing good quality VVIP chairs,colour to be approved by the department.

Mojo barricating inside hall

Velvet rope que manager/Bollards inside hall with A4 Size name plate.

Providing and fixing of 2 level- Media riser - levelled rigid stage setup with the help of Scaffold structure to be erected on iron structure at 4 ft and 2ft height with provision of 2 steps including all T & P, labour for proper fixing of it as per direction of officer-in-charge

Providing and fixing of Camera riser - levelled rigid stage setup with the help of Scaffold structure to be erected on iron structure at 4 ft height with provision of 1 step including all T & P, labour for proper fixing of it as per direction of officer-in-charge

Providing & Making of Executive Lounge for VVIP with air conditioning wooden flooring, side walls of Ply, concealed ceiling light and drapery curtain sofa sets, coffee table, entrance gate as required inside lounge.Approximately size 15 x15 ft. with attached separate bathroom of size 5 ft. x 2.5 ft. approximately as per proposed theme and design by the agency and approved by the department

Providing and fixing of latch free platform for photo-op ,5 tier (6inch,12inch,18 inch,24 inch,30 inch) height and depth of 12 inch of each step and total width of 16 ft, to be installed with wooden platform, carpet and MS-scaffold structures including all T & P, labour for proper fixing of it as per direction of officer-in-charge.

JUPITER HALL CONCLAVE

Provision of Live relay of main ceremony on existing LED and sound system of Jupiter hall, if required enchancement of the same as per the directions of the department.

MERCURY HALL CONCLAVE

Provision of Live relay of main ceremony -Installation of LED Screens of appropriate size (18*10) at Center Stage, Head Table & Chair for 20 pax, 50 Tent Cards with Names, tabletop flower arrangement, sound system System with stage monitors with adequate numbers of cordless/collar mics. Emcee-01

MARS HALL CONCLAVE

Provision of Live relay - LED Screens of appropriate size (18*10) at Center Stage, Head Table & Chair for 20 pax, 50 Tent Cards with Names, tabletop flower arrangement, sound System with stage monitors with adequate numbers of cordless/collar mics. Emcee-01

EARTH HALL CONCLAVE

Arrange Office for the organisers (fit for 100 people, with 10 desktop computers, internet connection, 3 high-speed MFP printers with cartridges, and tea and coffee vending machine). To be ready and handed over to Invest UP at least 7 days prior to the event and to remain functional 3 day after the event.

LED Screens of appropriate size (18*10) at backdrop of Center Stage, Head Table for 20 pax, 50 Tent Cards with Names, tabletop flower arrangement, sound System with stage monitors with adequate numbers of cordless/collar mics. Emcee-01

A4 Printer with cartridges and Paper for event days

SATURN HALL

Arrangement in Media lounge (at Saturn hall) with at least 30 workstation with desktop computers, internet connection,2 MFP printers and 3 dedicated staff to handle all the IT related issues and also arrangement of sofa, centre table etc.

Provision of Live relay of main ceremony-LED Screens of appropriate size (18*10) at Center Stage & sound System with stage monitors with adequate numbers of cordless/collar mics. Emcee-01

VENUS HALL

Arrangement the Exhibition space of 45 octonornm stalls to showcase products/offerings,with individual branding, table,chairs,carpet, necessary fixtures, light arrangements and power points. (Tentative Size-3m x 3m)

NEPTUNE HALL

Arrangement the Shells scheme exhibition space for 75 ODOP artisans and their product, with individual branding,table,chair,carpet, necessary fixtures, light arrangements and power points. (Tentative Size-3m x 3m)

THEME PAVILLION HALL

German hangar of size 30m x 35 m made of imported aluminium hangars with base plate that are anchored to the ground and covered with blackout PVC fabric that is fire retardant. The hangar structure should be able to withstand wind speed up to 100 KMPH. The hangar will be completely weatherproof and airconditioned with adequate number of entry exit points including emergency exits. General lighting will be part of the hangar, will be pillarless inside.

Installation of single ply wooden platform inside German Hanger/Equivalent proposed structure to be executed after the approval of the department.

Laying and Fixing of New Non-Wooven syntethic carpet for the dining area structures and wherever required as per the directions of the department.

Conceptualisation, design, 3D visualization, fabrication, and turnkey execution of Invest UP Theme Pavilion at GBC 5.0 — highlighting sectoral achievements, PM Gati Shakti, and investment opportunities. Work includes pavilion inner structure fabrication (wooden/eqivalent framework, modular panels, flooring, fascia),outer fascade of the structure, branding and graphics, lighting, digital and interactive elements (LED walls, touchscreens, AV system, digital kiosks, projection/holographic display), content development, installation, event-time operation & management, and dismantling after event. Complete in all respects as per designs,concept and specifications proposed by the agency and approved by the department.

CENTRAL AREA

Execution of theme based installation of exisitng central area which shall include but not limited to branding,fabrication,carpeting, display of artisians etc. as per the designs proposed by the agency and approval of the department.

SANITATION ARRANGEMENTS

Providing, installation, upkeep and management of portable toilets/chemical toilet.

Providing, installation, upkeep and management of vanity vans/toilet van for VVIPs.

Providing, installation, upkeep and management of container toilet

Arrangement the Housekeeping and other O&M services including, deployment of manpower, dustbins, consumables for the exisiting toilet block etc during the event.

VENUE BRANDING

Design, Print, Production & Place of Standee and flex with frame

Providing and Fixing of Customized arch gate at Gate no.1

Providing and Fixing of Customized arch gate at entry gate no.2

Providing and Fixing of Welcome gate at gate no. 3 for the Hon’ble Chief Guest

Providing and Fixing of Arch gates on roads near around the venue

Arrangement of the Customised Special installations as per the theme proposed by the agency for photo opportunity. Execution of the same shall be done as per the approval and directions of the department.

Printing and Installation of Vinyl

Printing and Installation of Vinyl with 5 mm Sunboard

REGISTRATION

Registration area at the entrance of the venue with at least 14 registration counters of 5*5 feet each,with covered space for que with que managers, waiting area, air cooled and other necessary services & support to run the registration process. Queue managers to be deployed in front of each registration counter.

Registration area at a venue identified by Invest UP with at least 4 registration counters of 5*5 feet each, with covered space for que with que managers, waiting area, air cooled and other necessary services & support to run the registration process. Queue managers to be deployed in front of each registration counter.

Handle the entire registration process, both online and onsite, Facilitate the process of badges printing through software and hardware support with at least 2 Nos. at every counter.

Provision of Hand-held and Static QR Code Scanners, at Venue Halls, F&B Area, Exhibition Area, Lounges/Offices,Manpower Support for Scanning.

Design, print & production of delegate badges with card size 120*90 mm of HDP/PVC material 600-800 micron thickness, multicolour printing of card and HDP lanyards of 20 mm with four colour event logo print. All delegate badges are QR code Enabled.

Design, print & production of Normal badges with card size 120*90 mm, multicolour, printed on 300 GSM paper and HDP lanyards of 20 mm with four colour event logo print. All Normal badges are QR code Enabled.

COLLATERALS

Design, print & production of Three leaf Invitation Card with Envelope.

Design, print & production of Car Pass Stickers

Design, print & production of food Coupons

Design, print & production of VVIPs food coupon

Design, print & production of Glass tent cards

Shawls for Hon’ble Chief Guests

Design & produce s.s metal plate with engraved printing size of 12 inch *16 inch packed in wooden box, design and sample to be approved by the department

Design, print & production of 32 GB Pen drives with printed logo and preloaded content provided by the department.

Print & produce compendium booklet of 100 Pages Each

Provide 10 post-event albums with videos & photographs in Hard drive.

Jute Bag with Prinitng of Invest UP Logo

ODOP Gift

ODOP Gift Coupons

Anga Vastra

File Folder

Media kit- Folder,Notepad,Pen,Pencil

PROVIDING OF EVENT STATIONARIES

Notepad

Pencil

Whiteboards

Flipcharts

Markers, Duster, Staplers with pins etc

Event guide Printing & Produce of these particulars in conjunction with the approved theme and produce a final print.

Fliers

Pamplets

Brochure

FOOD & BEVERAGES AREA

Arrangement the temporary infrastructure at the outdoor venue - German hangar of size 30m x 35 m made of imported aluminium hangars with base plate that are anchored to the ground and covered with blackout PVC fabric that is fire retardant. The hangar structure should be able to withstand wind speed up to 100 KMPH. The hangar will be completely weatherproof and air conditioned with adequate number of entry exit points including emergency exits. General lighting will be part of the hangar, will be pillarless inside. Indira Gandhi Pratishthan – 4 units, (1 VVIP enclosure with silver service,2 General enclosures ).

Installation of single ply wooden platform inside German Hanger/Equivalent proposed structure to be executed after the approval of the department.

Laying and Fixing of New Non-Wooven syntethic carpet for the dining area structures and wherever required as per the directions of the department.

CATERING - Provision of lunch and dinner of mixed menu with multi-cuisine options along with proper catering arrangements of 5- star category is to be made as per following schedule:

Special High tea

Lunch Silver Services

Lunch Buffet

Food packets for security officials/staff on the day of the event and food packets for exhibitors/media/other staff during each day of exhibition

Arrangements of Breakfast,Lunch, 2 Tea/coffe with snacks & Dinner (with Drinking water) for at least 150 person (War Room) for at least 7 days deployed by Invest UP at Event Site.

Ensuring running tea coffee with cookies and snacks at four locations (300 people each)

WATER UTILITIES

Water bottle of 200 ml each as per FSSAI standard

Water bottle of 1L each as per FSSAI standard

Refillable jars of 20 lt. each along with dispensers on the days of the event as per FSSAI standard

AIRPORT LOUNGE & HOTEL HELPDESK

Providing and fixing of Lounge at Lucknow airport of 150 sq. mt. (with sofa seating, tables, coffee table,display rack, refrigerator and supply of drinking water, tea/coffee with snacks, lighting and air conditioning). Also installation of GBC dedicated helpdesk and manning, upkeep, general cleaning of the lounge and the helpdesk.

Providing and fixing of Hotel Help desk for GBC with table,chair,backdrop,standees, and manning, upkeep, of the helpdesk.(Tentative Qty - Approx 20 Nos.)

SECURITY & FIRE

Security Personnel Deployment-Provide security guards at most important locations of the entire event venue, entry/exit gates, main hall, lunch area, camp offices, lounges, etc.

Baggage Screening Gadgets as per the requirement of the venue,event and directions of the officer incharge

Personnel Screening Gadgets like HHMD,DFMD as per the requirement of the venue,event and directions of the officer incharge

CCTV Installation as per the requirement of the venue,event and directions of the officer incharge with proper control room setup with preview screens.

Installation of Cloak Room of size 5mx5m with necssary furniture and fixtures alon with operations of the same as per the directions of the department.

Installation of Cloak Room of size 5mx5m with necssary furniture and fixtures alon with operations of the same as per the directions of the department.

Arrangement of Long Range Walkie Talkie.

Installation of Female frisking booths of standard size with necessary fixtures to be installed as per the directions of the deparment.

Arrangement of Fire Cylinder ABC type dry powder ,fire marshal,fire tender, etc. pre,during and post event as per the requirement of the venue.

CITY BRANDING

Design, Print, Production & Place of Billboards.

Design, Print, Production & Place of Hoardings.

Design, Print, Production & Place of Signages.

Design, Print, Production & Place of standees for Enroute (6 x 3)ft.

BARRICADING WORKS

Mojo barricating

pipe barricating

Balli Barricating with iron/plastic mesh

Bamboo barricating with cloth

MANPOWER SUPPORT

Providing Uniformed and well-dressed Ushers.

Providing manpower for event management personnel.

Providing manpower for Hospitality Management personnel.

Onsite registration and helpdesk personnel

FURNITURE & Fixtures

Round table

Single seater

Double seater sofa

Revolving Chair

Glass round table

Central Table

Side table

Octonorm Table

Exhibition Cushion chair

Boss Chair

Octonorm Panelling

Octonorm Door with Locakable Facility

Almirah

Round Cocktail high tables with cloth and frill

Buffet Tent tables with cloth and frill

Pedastal Fan with proper cabling

Industrial Cooler with proper cabling

Plug Point with proper cabling

Almirah

Lallooji and Sons (BID ID -5670400)

Expression 360 Services India Limited (BID ID -5670721)

Gobananas (BID ID -5657984)