Event Management of World Robot Olympiad Nationals To be organized from 5 and 6 September, 2025 At GMR Arena Hyderabad

Stage Set-up (as per details given below)

Setting up of one single stage for two days for inaugural ceremony and the award ceremony of WRO with facilities as given below: a) Strong stage of size 36'x24'x4'(ht.) with even surface made of plywood b) LED Wall 24x10 feet mounted on a raised pedastal of appropriate height with side panels of 6' width and of matching height with branding c) providing of tables and best quality sofas for the dignitaries for the inaugural and award ceremonies with necessary flower decoration. d) Providing appropriate stage lighting for the bright and brilliant appearence of stage e) Providing of podium with necessary branding with flower decoration. f) Placing of the PA system as quoted elsewhere in this document to be located appropriately to use the same for the programmes. g) providing rugged stairs on both sides with necessary carpet and railing on both sides.

Emcee - Female for 2 days : Fluent English and Hindi Speaking (without MTI)

Venue Setup - Setting up the venue as per drawing enclosed for reference. Coushioned Chairs with Nylon Stretch Covers

Tables size 6'x2' and height 2.5 feet fixed with 3 mm thick particle board for flat and even surface. Further draped with white fabric on top and frills on the sides.

Tables Szie 4'x2' and height 2.5 feet with flat and even surface top fully draped with fabric on top and frills on the sides

4 ft high metal pipe barricading on which branding will be fixed on both sides, as per requirement. (item measured in running length in ft.)

Octonorm Maxima Stalls with Facia 2 m. x 2 m. x 8 ft. high with one side open and 3 sides closed, one 4' x2' t x 2.5' ht. table with top cover and frill plus 2 chairs with nylon cover

Octonorm Maxima Stalls with Facia 2 m. x4 m. x 8' ht stall with 4 m side open and three sides covered, one 4' x 2' x 2.5' ht. table with top cover and frill plus 3 chairs with nylon cover

Providing and operation of 5A electical point in the for each team in the pit areas, judges rooom, scoring room, VIP Room, buffet area and each Octonorm

Providing and managing mobile charging stations at different locations

Providing of electical extention boards (Anchor or equivalent) with 4 sockets on various locations (The powerboards are on supply basis and will remain property of the centre)

Providing English-speaking, sophisticated, dressed in traditional attire female ushers/hostesses to manage guests and VIPS on site and for support during the inaugural and closing ceremony

Stage management for inauguration, valedictory, awards and closing ceremonry including arrangement for lamp for lamp lighting ceremony.

Proving of 5 ft Round Tables and chairs with nylon stretch covers

Best Quality 2 seater sofa with glass tables in front including flower decoration on the tables

Generator backup for all components of the stage, sound, stage light, audio & video recording systems and PA system with operator and consumables for 2 days

Providing, laying and fixing of brand new carpet at designated areas

Providing, laying and fixing of single use carpet at designated areas

Proving, installing and operationalizing of two tower type Air Conditioners in the Judges room for 2 days - total 5 ton capacity

Octonorm partition (for creating VIP lounge) (measured in running meters of 8' height)

Graphics and Printing Best quality Vinyl Prints (matt) duly pasted on 3mm thick sunboard and fixing the same at different locations as requirement

Standees/display boards made of Star Flex Printing and mounted with wooden/metal frames as per required sizes and installing them at the identified locations - Single Side Printing

Standees/display boards made of Star Flex Printing and mounted with wooden/metal frames as per required sizes and installing them at the identified locations - Both Side Printing

Providing of printed ID Cards alongwith pouch and lanyard as per identified categories

Printing of Stickers on Vinyl media as per requirements in various sizes and fixing at different locations

Printing and fixing of Hanging Scrolls - Fabric Printing - 7x3 feet

Printing and supplying of A4 size colour certificates on 300 GSM paper

Audio & Visual LED Wall 10' x 6' mounted on 4 ft height pedestal with necessary connections to provide live feed of the events happening at differnet locations.

Providing and installation of 55 inch LED monitor with stand and necessary connection to provide a live feed of the event.

Video Shoot on HD cameras (6 cameras) on stand / mobile along with operators to cover the different segments of the event with reliever for continous operation throughout the competition for onsite live viewing with all necessary equipment, mixres, switchers etc. as required. Nessary guidance will be provided by the organizer for items to be covered.

Providing the system for live streaming on YouTube and Meta on the portals of the organiser on both days

JBL or Equivalent Central Main PA system complete for proper announcements of instructions and sounds with clarity throughout the venue (in all areas in the main hall and pre-function area, Judges' chambers, dining space, etc. and stage as per venue with a minimum of 6 cordless mics - Sennheiser or equivalent

Additional speakers to be placed in desiganted rooms at the venue connected to the main PA system. JBL or equivalent

PA system (including all equipment) for local announcements with 4 cordless mics each of JBL / Sennheiser or equivalent makes for RoboMission, RoboSports and Future Engineers event locations.

Walkie-talkies for Organizers for communication (other than what is required for Event Management teams)

Dedicated 100 MBPS Internet suitable for live streaming as mention in 4.05

Food and Beverages Arrangement, supply and placement of 200 ml water bottles at various locations in the venue for free distrbution to all participants and visitors. Bisleri, Kinley or Aquafina or equivalent.

Providing full time espresso coffee machine with fresh coffee beans and Tea stall inside the main venue (including servers and operator) at three locations (Judges Room, VIP Room and Scoring Room) for unlimited dispension of tea/coffee to participants/ organizers/ judges/volunteers etc.

Manpower & Staff Providing adequate housekeeping staff in proper uniforms throughout the event for cleaning of all areas of the venues including dedicated staff for toilets. Consumables, cleaning fluids, dusters, brooms, buckets etc as required shall also be arranged by the event management company. (minimum 10 persons + additional manpower for washrooms)

Providing Security Guards with proper uniforms from 5 PM on 4th September till the end of the program on 6th September. (8 persons per day of 12 hr. shift)

Agency Charges Charges for provding 2 carpenter, 1 fitter and 10 labourers for exclusive use of organizer for loading, unloading, handling and storage of moderately heavy game items and for assitance in setting up, dismanteling, unpacking and repacking of items to and from Gurgaon.

Event management charges inclusive of setup, dismantling, removal of all elements installed for the event and vacating the venue, transporation, supervision, reporting and communication and crew, electrician, misc and incidentals.