RFP for Event Management of India Art Architecture and Design Biennale 2023

Cost of designing layout, look & feel of the entire (IAADB) event with special focus on the inaugural event area, 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 IAADB. Agency will be required to onboard reputed agencies/personnel identified by the MoC in order to achieve required quality of designing.

GERMAN HANGER - for 1000 pax with 2 color drapping and platforming & Airconditioning/ Air circulation and general lighting for a period of 4 days to be ready by night of 5th Dec 2023 in one of the lawns at Red fort with necessary Power backup for VVIP event - quote lumpsum amount

Charges for continuing the hanger at 2.01 for another 6 days i.e. till 15th December 2023

Opening ceremony cultural programme for 60-90mins with a theme on Art & Architecture with necessary sound & light technicals

Inauguration Space Fabrication, setting up, and operation of the stage of size 48-50 ft long x 30-32 ft. wide for the inauguration program including installation of LED wall background of size 40-42' 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 space should have aratistic look and feel. This should include furnishing of VVIP lounge with VIP toilets to be created alongside the inaugural space as per standard protocol requirements Scope of work also include meeting the requirement of security agencies of VVIPs

Setting up of Workshop areas of 5mx5m with MAXIMA STRUCTURES and MAXIMA PARTITIONS wall of 30m along with 10 food stalls of 10'x10' with necessary fabrication and power boards from 9-15 December 2023

Two seater sofa sets

Single Seater Sofa

Chairs - metal frame with cusion and white covers

Creation of pandal with waterproof cover, wooden platform and covered on sides with necessary entry/exit opening/doors at required locations. Final size may vary and will be communicated at the time of execution.

Providing of E-carts for movement inside redfort from Main gate to Exhibition barracks and event area for VIP guests and curators etc. for the period of 8 days

Décor of 4m wide outdoor passages outside barracks towards event area with decorative hangings, creating shadows of letters/shapes on the pathway cloth draped metallic frames in different colours, artistic drapings etc., Arch gates, props etc. (excluding flag poles)

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 and isntalltion at various points across Delhi NCR

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

Mounting of artwork (to be provided by the centre) on wooden frame of size 2" x 1.5" and mounting in location

Laser / CNC cutting on MDF / PVC /Plywood/Metal sheet as per design and installation at venue as per directions.

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

Organising Curators and artist meet at Bangalore & Mumbai for with PR & Media coordination, venue and food/snacks attangements etc, for 180 pax

Press conference at new delhi where PR media , hi-tea and other necessary arrangements at NGMA

PA system for workshop area and general announcement Activity room; workshop areas; and general announcement in the venue ( total 2 areas)

LED (approx. 10' x 6') walls at other locations with necessary base, power and cabling etc.

Providing of Power backup for all 7 days for outdoor décor lighting and hanger area including of operation, fuel etc.

Providing power back-up for exhibitions 2 sets (one at B4 Barrack and other at A1&A2 Barracks) for powering the exhibitions for 9 days inclusive of operation, fuel etc. using 50+ KVA gensets

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 mounted on wooden frame for the duration of event

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

High tea (Qty to be got confirmed by EMA before the event)

Working Lunch with 1 sweet dish (Qty to be got confirmed by EMA before the event)

Creation of Lounge (covered with curtain from public view) for organizers and providing tea/coffee and snacks arrangement throughout the day for around 200 persons on an average with dedicated butlers to serve food any time and manage the space all the time. Coupen based service to be provided.

Organising Networking dinner for 500 pax. at one of the Lawns with tentage, food, 4 pc. Band and other necessary requiremnts like lights , sound etc.

Locker arrangement at the entry points for depositing mobile phones, keys etx with required manpoweer and tag system

Baricading

CREATION of VIP MOVING washrooms (to be confirmed before sourcing)

Branding of the Student Biennale at Lalit Kala Academy with Flex on 1" x 1" MS tube frame with back cover

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

Distribution of Invites by the medium of Courier (1000 no.) or hand delivery for VVIP guest in Delhi NCR ( 200 no.)

Master of Ceremony (Male / Female) for VVIP program

Master of Ceremony (Male / Female) for other programs

Provising ushers for all events days to coordinate backstage management, guest realtions and venue help desk along with hotel desk

Translations for opening ceremony and inauguration event for a peiod of 4hrs of 4 internaitonal languages like german, french, Chinese etc.along with translation rooms, 100 people translation sets etc. as required for technical setup

Providing profressional Singer for national anthem during inaugural event along with necessary technical requirement

Sign language professional for the inaugural event with necessary technical requirement

Supply of tables of size 4' x 2' or 5' x 2.5' 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 covering A1, A2 and B4 barrack exhibiton spaces, inaugural space, workshop areas etc/. with necessary monitoring control station with personnel for monitoring.

Videography and Photography of the entire event at Red Fort (for Main Biennale) and at Lalit Kala Academy (for Student Biennale), 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 of 9 days (except exhibition floors) by providing dustbins at necessary locations as per site requirement.

"Logistics (includes coordination) and providing transport arrangements to pick-up and drop for guests of Main Biennale and Student Biennale in Delhi NCR. Hotel facilitation services for the guests of 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.) (Number of guests to be confirmed from organizers and payment to be made on actual guests attended only)

Coordinating charges for ticket bookig of 10 international guests and 50 local guests of Main Biennale and Student Biennale along with hotel arrangements to be done (Charges towards Hotels, outstation transport by official means by Rail/Air to be paid at actuals on production of bills duly certified.) Names of persons and number of days of hotel stay to be got approved before booking. Ceiling of hotels is Rs.7500/- + GST and air tickets to be booked through GoI approved agencies such as IRCTC, Balmer & Lawrie or Ashoka Tours and Travels only.

Outdoor & Billboards (quote only transport and installation charges for outdoor only here. Cost of printing and framing will be covered under serial No. 10.03 )

Public Relations & Digital marketing for Main Biennale and Student Biennale by engaging reputed organizations like such as Monsoon Malabar, Fetch, Longform etc. involved in marketing of art related field. Minimum quantities for digital marketing are: a) WhatsApp - 5 cr. (India) b) Influencers - 25 Nos. c) Twitter trending - 8 Nos.

Website application design and management, registration of invitees - online and onsite etc. with necessary provision for printing of participation certificates at venue.

Momento for the Chief guest in sync with theme of event

for VVIPs (around Rs. 5000/-)

For curators, artists etc, (around Rs. 2000/-) & Panel speakers (Contents

For registered delegates (around Rs.500/-)

Supply and distribution of tote bags duly printed with logos having PR kit (consisting of badge, notepad, folder, pen and pencil) and goodies worth around Rs. 500 for distributing (with prior approval of the authorities) to the Registered participants etc.

Angvastra for VIP guests during inaugural and other ceremonies

Touch Screen Monitors of 42" with display consoles along with necessary computer systems and software for playing content.

Floral decoration of stage, venue, bouquets for inaugural program and bouquets for speakers, panelists and other VIPs etc. for the entire event.

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

Printing of minor publications like brochures, event itenary, booklets etc., 10 page both side print brochure-4000, leaflets-5000, Printing of Messages on thick paper on different Binennale themes mounted on 2oo mm long stick to be carried by the visitors -10000 nos.

Poster printing 5000 no. and distribution across Delhi NCR and other cities at 100 no. galleries , art colleges etc.

Security of the event & workshop area for a period of 8 days

Setting up of tentage of size 20 m x 20 m. with wooden flooring and side covering and electrical connections and lighting for holding workshops

Providing and fixing of coloured films of different colours on vertical glass surfaces as per directions at site

Providing and fixing of flag posts (made of class A MS pipes duly paint finished in approved colour and finish) with flags made of fabric with logos printed on it.

Installation of view cutters of 10 ft. height as per requirement at site

Decoration of identified trees with lighting and other art interventions as per directions

Making and fixing of wooden ramps with railing at different locations at site as per requirement

Providing and fixing of sliding toughened Glass double door (12 mm thick) for an opening of approx. 6' wide x 9' ft height and covering the balance opening above with wooden panelling at the entrance to the A1 Barrack as per requirements.

Independent Pagoda Tents with three sides covered in for Art Flea Market of size 3 m. x 3 m. For 8 days. Colourful decoration to be done on them using fabrics.

Wooden flooring of sufficient strength over metal frame for the stalls for 8 days

Paintinig of already painted surfaces in plastic emulsion paint as per site requirement

Drinking water facilities at all locations where tentage/ facilities are created with sufficient mineral water and disposable cups

Service charges for On-boarding of MoC/NGMA identified agencies for commissioning of Public Art installations and coordination for installation of them at different locations in the Red Fort with necessary lighting etc.. (Actual cost of installations shall be reimbursed based on submission of bills separately)

Creating a 30 -60 Sec. video clip on the Biennale by 8/12/2023 for showing at different venues.

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 and production 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 NSC, Delhi all through; transportation of all materials to and fro Red Fort (venue); manpower costs involved in installation and dismantling of the 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 Red Fort and other organizations as per requirement.

paras art studio

paras art studio