Limited RFP for Selection of an Event Management Agency ( EMA) for Inauguration of

Amount

Havan at Foyer Area

Havan Kund, Havan Samagri and Pandit for Havan Rituals

Centre Thematic Setup of Size 10m x 10m for Havan Rituals

Wooden Chairs

Cocktail Tables for Hi-tea arrangements

Buffet Counters with frill for Hi-Tea arrangement

Q Managers

Floral Decoration at Foyer Area (High Quality Fresh Flowers (Cosmos Flower, Gaillardia Flower, Zinnia Flower, Dahlias Flower, Peonies Flower, Fox Brush Orchids Flower, Tulips Flower, Gloriosa Lily Flower, Pineapple Lily Flower, Rain Lily Flower, Flower, Roses- different colour, Carnations Flower, Birds of paradise). Theme of Floral Decoration to be presented in technical presentation.

2.6mm LED Screens of size 16' x 12' for the various locations with sound facility

Riser of size 12' x 4' x 2'6" with branding and side black masking for LED

Sound System of Havan Rituals for 200 pax with mics

Digital Photographers for Havan

Digital Videographers for Havan

Genset for other LEDs and other requirements, including distribution 50 KVA along with Diesel

Hi-tea arrangements, including tea/coffee, snacks, etc. from a reputed 5-star hotel

Main Event Area/Auditorium

2.6mm LED Wall of size 100 ft x 35 ft for stage backdrop

LED Riser: 100' x 4' x 6 inches high with ply on top, carpet , Setup in the main Auditorium.

Scaffolding Structure for LED Support 100' x 24'

Flower Decoration on Stage.

Thematic Wall of size 20 ft x 35' x 2 numbers on both side of LED Wall, including necessary scaffolding

Hiring of show running Team and technical team- Show running of the entire unveiling and launch ceremony including technical coordination and on-stage flow

Additional Lights for FOH - Moving heads 32, Wash - 24, RGB LED -24

Techrider for Culture Artist and other artists

Sofa Seat (high-end) mix of 1,2-,3- and 5-seater sofas

Mozo barricading/fencing

High platform for media, console and camera etc.

Mozo barricading in front of stage in D shape for Hon’ble PM

Lightening of lamp by VIP

Q Manager

Genset for main stage LED, including distribution

(250 KVA+125 KVA Genset 375 KVA with Diesel UPS for main stage LED 375KVA

F&B Area

Buffet counters with Masking & Frill 5Rft

5' Round tables with 8 banquet chairs with high-quality Linen

Cocktail tables

Flower Decoration in both food courts

Glass Water Bottles - Minimum 200 ML

Hi-tea arrangements, including tea/coffee, snacks, etc. from a reputed 5 star hotel

Media Lounge

Media Lounge to be constructed in hangar with air- conditioning, platform, new carpet, lighting, electrical outlets, The lounges to have acoustic walls, ceiling, pantry with serving facility and storeroom

Power Back-up DG for Media Lounge with Diesel 300KVA

VIP Toilets for Media Lounge

Facility for Live telecast of the Inaugural, Valedictory and sectoral

sessions in the media lounges.

Workstation with seating arrangements, electric sockets

Sofa Seating (2+1+1-seater)

Centre Tables

Chair for round table sitting

Round Tables

Pigeonhole Rack

Laptop/Mobile charging Stations

Computers for media workstations with B/W , Color A4 size printers

Stationary for Media Lounge

Decoration

Florals in different area (High Quality Fresh Flowers (Cosmos Flower, Gaillardia Flower, Zinnia Flower, Dahlias Flower, Peonies Flower, Fox Brush Orchids Flower, Tulips Flower, Gloriosa Lily Flower, Pineapple Lily Flower, Rain Lily Flower, Flower, Roses- different colour, Carnations Flower, Birds of paradise).

Logo Theme Flags

Appropriate landscaping with plants across the event venue, ensuring overall ambience decor.

Gallery Showcasing NEO Bharat Theme

Setting up for a special thematic showcase / gallery area for VIP walkthrough, depicting journey of IICC and India milestones. Displays to include 3D cutouts, printed panels, AV screens, Plasma screens, and tech engagements arranged in aesthetic manner. Theme should be revolving around NEO BHARAT.

Carpeting in open area/Foyer area

Coir Carpeting (new) and maintenance of the carpet to be done. Red Carpeting (new)in Pathways/approach routes taken by VVIP ,VIP's within convention centre and outside the venue, inside DMRC 15000 Sqft

Thematic Gate

Main Thematic gate of length 60- 80 ft and height 30-40 ft. The gate should be made using different material like wood, POP, fibre, raisins, brandings, flex, acrylic, and outer cut letterings, high quality paint and material finishes, metal works depicting the theme proposed.

Small gates depicting the theme of length 20-30 ft and height 12-16 ft. The gate should be made using different material like wood, POP, fibre, raisins, brandings, flex, acrylic, and outer cut letterings, high quality paint and material finishes, metal works depicting the theme proposed.

Emergency/ miscellaneous Services

Control room for fire, disaster management etc. In form of a hangar and general lighting for officers for various services.

Medical Hangar with air- conditioning, platform, new carpet, lighting, electrical outlets, acoustic walls, storeroom, and toilet Facility. Provision for partition for patient rooms (10 nos.), seating arrangement (05 tables, 20 chairs) for medical, support staff and reception area.

Power Back-up DG for Control Room and Medical Hangar 50 KVA with Diesel

Event branded Pagodas (3X3 sqm) for various purposes consisting of two tables and four chairs including platform, carpet, dustbin, and electrical points.

Branding

Buntings, banners, scrollers, etc. of appropriate sizes at various locations at the venue, as well as throughout the prominent places of New Delhi using appropriate eco-solvent printing materials, hoardings, key locations shall be updated by EMA

Digital Signages for the different areas

Flex iron mounted of different sizes in the venue, outside venue and within DMRC route using appropriate eco-solvent printing materials 50 Nos

Logo of IICC needs to be installed at various locations inside the venue of various sizes, using different material like wood, POP, fibre, acrylic, and outer cut letterings, high quality paint and material finishes, metal works etc of different sizes. 8X4 ,12X08,20X12.

General Lighting

For the entire event venue on light poles, each light pole having of 150 Watts metal halide/LED light/RGB light Rates will be inclusive of wiring from the source to consumption point through underground cabling.

Collaterals

Invitation Design & Cards printing with QR code

Car Stickers

Shuttle Stickers

Badges 2 sided printed with punch hole on 2 sides & Lanyards for Organizers, Delegates, Artisans.

Badges & Lanyards for Volunteers / Working Team

Golf Carts

6-Seater Golf cart with driver and charging facility.

Shuttle Buses Electric or CNG , 20 seater or above

Innova Crysta Cars

Parking Area & Management

Parking area to be created for 2000 cars in the designated zones per site layout with proper markings, signages, control booth, Tin Barricading, lighting, and manpower to control the traffic movement.

Event branded Gate (24 ft. X 18 ft.) for different parking areas

PA System for announcements in Parking Area

Manpower

Emcee who would be proficient in Hindi and English, Artist Management, logistics and etc.

Visitor Management including hostesses, volunteers, helpers, stage coordinators, hospitality managers, etc. Provide uniformed and well-dressed ushers on the days of the event.

Photography & Videography

Complete photography setup (3 Nos), videography setup (5 Nos) using high end cameras with HD live mixing unit, 36 out audio video DI box

Live streaming of the entire event, live relay across all the areas with provision for Live feed.

Multi Camera Videography with Zip Crane

Digital Photographers

Digital Videographers

Security Arrangements

Supplying, Installation and Maintenance of Door Frame Metal Detector Machines for entry points, for the entire event duration at the venue, as approved by the Security Management Plan,

Supplying, Installation and Maintenance of Handheld Metal Detector Machines with adequate manpower for entry points, for the entire event duration at the venue, as approved by the Security Management Plan.

Supplying, Installation and Maintenance of Walky-Talky for the entire team, for the entire event duration at the venue, as approved by the Security Management Plan.

Supplying, Installation and Maintenance of Baggage, Thermal Scanners Scanning Machines with adequate manpower for entry points, for the entire event duration at the venue, as approved by the Security Management Plan.

Frisking booth for females with curtains

Complete coverage of venue with moveable and zoomable CCTV cameras with monitoring setup.

Human Resource Deployment

Security Personnel with uniform for 24x7 surveillance Male & Female

Housekeeping Team

Sanitization and Pest Control of the complete Convention centre & Foyer area ,3 times in a day, 3 days before the event

Toilets

Bio-chemical toilet (Male & Female)

Safe Room

Safe room for VVIP around the stage at inaugural hall which would include Sofas, Chairs, Teapoy tables, Flower decoration, water bottles, platform, carpeting. (100 Sqm)

Installations

Installations (490 Sqft) to serve as a photo opportunity; well- integrated on the theme of the event and to be erected at the most suited location at the event venue, for maximum engagement, Locations needs to be mentioned in the presentation

Miscellaneous

Wheelchair

Stone Plaque

Sitting arrangement for All the halls (Carnation, Laburnum, Meeting rooms at 3rd floor Aster Hall, Petunia Hall, Tulip Hall, Zinnia Hall, Daffodil Hall, VVIP Lounge, Furniture Lobby area Furniture, Auditorium area Furniture, Green Room & Artist Room Furniture, etc) - 2000 Pax

Green Room

Mirror in the room for artists

Table

Chairs

Cloth Hangars

Social Media Publicity

1 Content development as required by the authority 2. Creation of event specific pages / handles on Social media 3. Developing social media strategy in accordance with the approved branding and publicity plan

VC AV Requirement for Hon'ble PM

Hardware (H.323/SIP) Videoconferencing System configuration. Make: Videoconferencing equipment like Cisco / Poly / Panasonic or equivalents

Dedicated lease line of 100 mbps with 100 mbps dedicated backup with a different ISP Provider

Suitable Interface converters to connect camera with Videoconferencing systems through HDMI Input supporting 1080p60/1080p30

Multiple Professional Full HD Video Cameras with live mixing setup

Photographers

Live Mixing Setup

Console Setup, including tables, chairs, black masking

Stone Plaque

PAVILIONS AND INTERIORS INDIA PVT LTD

DEEPALI DESIGND AND EXHIBITS PVT LTD

Expro Events and Exhibits