Request for Proposal (RFP) for Selection of an event management agency for Conceptualizing, Designing, Fabrication, Installation, Dismantling and Management of Uttar Pradesh Diwas 2026 (24 to 26 January 2026)

Designing of Pavilion: Conceptualisation of the pavilion design including detailed layout planning, customized fascia design, and thematic development. Scope includes 3D rendered views, high-quality walkthrough video, and design revisions as per client feedback. Deliverables to align with branding guidelines and exhibition space requirements, ensuring optimal visual impact and functional flow.

Fabrication and Execution of Exhibition Stall: Complete on-site fabrication of the exhibition stall including wall panelling, raised flooring, Black Tiles Flooring in Startup Area and installation using high-quality materials such as plywood and stainless steel (SS),. Scope includes structural framework, surface finishing, and detailing as per approved design, ensuring durability, aesthetics, and timely completion of execution.

LED Video Wall Supply, installation, and operation of high-resolution LED curved wall (indoor-rated) Screen Must be P1 Series suitable for continuous display of audio-visual content. Includes integration with a compatible DVD player/media player, necessary wiring, mounting structures, and testing. System to support looped playback, ensuring uninterrupted content delivery throughout the exhibition duration. (Per Day Rental Rate Charge Basis)

Digital Printing on Frontlit and Backlit Vinyl Media: Design, printing, and installation of high-resolution graphics on frontlit vinyl media using eco-solvent/UV inks. Scope includes creative design development, printing, edge finishing, and mounting on suitable frames or structures. Cost to cover complete execution including material, labor, and installation at site as per approved layout and dimensions.

Anamorphic Display with content (Screen Approx. Size 150 Sq Feet) .

Lighting Arrangement for Exhibition Stall: Supply and installation of complete lighting setup across the exhibition stall, including spotlights, ambient lights, and decorative fixtures as per design. Scope includes provision of power sockets, electrical wiring, cabling, connectors, and distribution boards. All fittings to be tested and compliant with safety standards for uninterrupted power supply.

Provision of Water, Tea & Coffee Dispensers with Support Staff: Supply and maintenance of water, tea, and coffee dispensers with capacity of approximately 200 cups per day. Includes daily replenishment of consumables, support staff for beverage service, and housekeeping personnel for cleanliness and upkeep of the service area throughout the exhibition duration. All equipment to be regularly sanitized. (Per Day Rental Rate Charge Basis)

Furniture Items on Rental Basis: Supply of furniture on rental basis including tables, chairs, counters, and sofas as per stall design, delivered, installed, and maintained for the event duration.

Round Glass Tables

Meeting Chairs

Reception Chairs

Sofa (2 Seater)

Brochure Stand

NotePad and Pen

Dustbins

Digital Standees (Size 6'*2')

Photography & Videography for Entire Exhibition Period with Live Feed Setup