Event Management Services for United Nation Forum for Forest Country Led Initiative meeting in Dehradun

Amount

Airport Arrangement

Helpdesk At Dehradun Airport

Manpower at Airport for the assistance (Min. 2 Nos)

Event Branding at Helpdesk (10x12)

Placard with events's name/logo (20x30 cm)

Venue Arrangement

Floral and foliage decoration of convocation hall - (for 02 days, 26 and 27 Oct) , Floral Rangoli 10ft - 2nos

Floral and foliage decoration at other two Bilateral meeting halls and common places(for 02 days, 26 and 27 Oct)

Carpeting of the Plenary meeting hall

Stage Backdrop at Convocation hall(40ft. x 20ft.)

Riser for LED (40'x2'6") with fascia Branding

Dias Table & chair for 10 Pax

Sitting Arrangements(Table setup) of Various Countries as Per UN guidelines (Board Room Style Seating along with name plate & Electrical point for charging )

Chairs for Delegates (Black office chair )

Name plates /tent card with event branding,Country Flag, glasses, 500ml Glass bottle,Tray , 2 Bowls (Nuts & Toffees)

Teleprompter setup for Dias

Conference Mic for Each Delegates

P3 LED Wall for Stage Backdrop with facility of video conferencing system (36ft. x 16ft.)

Delay LED screens with platform inside Convocation hall for participants (8ft x 6ft)

Audio/Video arrangements in plenary meeting hall,( from 26 to 27 October) with Q/A system. The videography during the meeting should capture the discussions by the chair and the delegates (automated video capture and still photo capture)

Sound: Installation of K2 Lacoustics or equivalent line Array Sound system with Monitors , Subs for 125 guest,Amplification System,Delay Speakers,Audio Mixer (32 channels),Video Mixer from Master Video,Laptops for console and podium,Switcher/Splitter,Audio Output Box, Sound engineer ,Console with Masking (24’x4’),Podium mike -2 nos

Lights: Installation of technical lighting using 40 warm Led Par , 40 Led par, 6 Profile lights, 8 blinder , intelligent light -32 , 01 AV light board , Dimmer with required cabling, Light Designer (Including Technician and maintenance during the event)

T Truss for Lights

Name plates /tent card with event branding,Country Flag glasses, 500ml Glass bottle,Tray , 2 Bowls(Nuts & Toffees)

Seating arrangements for 30 no. of delegates in common areas ( sofa, central table , flowers ) 26 and 27 October

Master of ceremonies ( Anchoring for 26 and 27 October during entire session)

Registration desk (4 Nos)

Registration Team

Badges 13x9cm

Lanyard

Branding (Buntings, banners, scrollers, etc. of appropriate sizes at various locations at the venue, as well as throughout the FRI Campus using appropriate eco-solvent printing materials)

Designing, printing and installation Selfie point banner ( 10x15 feet)

Designing, printing and installation of banners - Hoarding of 10x5 feet ( locations: Dehradun Airport, outside Dehradun airport)

Designing, printing and installation of Banner ( 6 x 10 ft) - Brandis Gate- Landscape pattern

Designing, printing and installation of Banner (4 x 6 ft )- Trevor Gate and Kaulagarh Gate- Landscape pattern

Designing, printing and installation of Signages ( 5 x 2 ft) Portrait pattern- Double sided- on street poles- From Kaulagarh Road gate and Brandis Gate to ICFRE Via Botanical Garden Road

Designing, printing and installation of Standee ( 2X 2.5 Feet)- Airport, Outside auditorium, Meeting places, stall

Designing, printing and installation of Banner (4 x 16 ft )

Registration Kit for delegates - Good quality Canvas Bags, branding of Pen, writing pad, branded water bottle with logo, program schedule, ID cards

Kit for press and media ( Canvas Bag containing pen, notepad, programme brochure)

Exhibition

Installation of Octornam counter (Size 10ft*10ft) with facia, Table, chairs, Electrification with power switches in stalls and LED Light

LED/digital Display (Size 60cm) in stalls with 3 computers

Signages with QR Code of publications

Video Recording

Video recording for event alongwith videographer

Show Running devices and accessories

High end computer/workstation with minimum 12 GB Graphics Card, 32 GB RAM, 1 TB SSD, Capture Cards with power backup and accessories

Video Production (PMW 300 And Equivalent )

8 Camera's Setup ( All Cost Included with Manpower)

3 Nos - RHS of Round Table Sitting

3 Nos - LHS of Round Table Sitting

2 Camera – PTZ Camera's

Black Magic Video Mixer- 1 ATEM 4K Production quality Embedded in the Show Running console

Skilled manpower for Video Production

Unintrrupted Internet Services with separate backup for 2 days (26, 27 October)

30 Mbps Dedicated internet Lan-1 Line (1:1) ratio - 15 Mbps Dedicated Internet Lan- 4 Lines (1:1) ratio with required switcher router for caping the bandwidth

Internet Services - Wifi Zones ( Main Event Area )

300 Mbps Wifi Zone with 3 Distribution Points

Internet Services - Wifi Zones ( Prefunction Area and Vip Zone)

300 Mbps Wifi Zone with 2 Distribution Points

SECRETARIAT OFFICE

Internet (Wi-Fi and LAN) at least 100 Mbps bandwidth

Photography & Videography

Photography & Videography for 3 days (26, 27, 28 October)

Session Tea Area at Conference venue

Hi- Tables with linen & florals

Buffet table with Frill & Necessary power requirement for Tea/coffee.

Hanger for F&B and Cultural Performance at Mango Grove Garden

The Air-conditioned hangar made of high quality aluminium extrusions with base plate that are anchored to the ground and covered with blackout PVC fabric that is fire retardant. The hangar structure(high quality) should be weatherproof and airconditioned, Platform and new carpet, with adequate number of entry & exit points with doors including emergency exits. General lighting will be part of the hangar. The hangar will be pillarless inside. The hanger will be used for lunch, hi-tea, dinner and cultural performances for 2 days (26th & 27th October)

Main Thematic gate of length 32ft and height 16ft. The gate should be made using different material like wood, POP, fiber, Sun fabric, raisins, brandings, acrylic, and outer cut letterings, high quality paint and material finishes, metal works depicting the theme proposed.

Stage for cultural program – 40(L) x 32(W) x 3(H) cft – four way truss with carpet and masking with two entries + Light sharp, with LED light, with flood light and spot light.

Stage Backdrop

Installation of EAW/JBL or equivalent line array sound system with delay speakers, 06 stage monitors, 08 subs for 150 pax, required amplifier, 32 channel digital mixer, (Including technicians and Maintenance of the system during the event duration.)

Round Table & Table Linen with florals

Chairs

Sofa Seat with Coffee tables & Florals

Agency is required to setup two Green Rooms (350 sq feet each) around the Hall which would include- Mirrors, chairs, tables, water bottles etc.

Branding (Hanger fascia & Inside the hanger including Side wall & Back wall) (No flex to be used)

Buffet tables with Frill

Service Kitchen (Including Lights , Tables , carpet, Plug points etc ) approx 1500sqft

Miscellaneous Services on 26th & 27th October

Housekeeping staff Male & Female (1 supervisor, 4 Female ,12 Male ) with Consumable Items like phenyl, room freshner, hand wash, soaps etc

Security Personal Deployment

Stage for Cultural Evening on 27th October at Residential hotel

Stage for cultural program – 40 x 32 x 3 ft3 – four way truss with carpet and masking with two entries + Light sharp, with LED light, with flood light and spot light + JBL Sound system with line array, speaker soft and cordless mic 4nos with stand, adequate lighting, fog machine

venue decoration with flowers, lights and candles

Thematic Stage Backdrop (36ft x 12ft)

Branding at the venue appx Cutouts & Thematic Installations (5ft x 2.5 ft) (No flex to be used)

Power & Genset

Agency has to arrange their own suitable genset according to the Equipments.

Bennett Coleman & Co. Ltd.

E-Factor Experiences Ltd.

Crayons Advertising Pvt. Ltd.

DEEPALI DESIGND AND EXHIBITS PVT LTD

Expro Events and Exhibits

MERAKI Communications Pvt Ltd