Request for Proposal for the Selection of an Event Management Agency (EMA) for Rajasthan IT Day-2023 to be organized in Jaipur (Rajasthan)

Total cost of completed entire event management (As per the Scope of Work)

Description of Work / Item(s)

Water Proof Aluminium Hanger with wooden flooring, carpeting, decorative cloth ceiling, masking and air conditioning

Water Proof Aluminium Hanger with wooden flooring, carpeting and air conditioning

Water Proof Truss structure of size 10'x100'x12' with sufficient lighting

One VVIP lounge area within Aluminium hanger with sufficient Lighting and Air Conditioning

Water Proof Aluminium Hanger open from all sides to be used as prewaiting area

Water proof Non-AC Iron Dome Structure setup with all sides fencing with 5' height Iron Zali with carpeting & sufficient lighting

Water Proof Pagoda of Size 30’x50’ with Decorative Cloth Ceiling, carpeting, sufficient lighting with Cloth Masking of 10’ height. Sample image as under:

Glass Door setup at entry/exit gates [8x8 ft.]

Queue Manager

Set up of Mozo barricading

Octonum enclosure with door (lock and Key) and ceiling to store distribution material safely

Octonum setup (3x3 mtr) with door (lock and Key) as store

Octonum Setup (2x1 mtr.)(changing cabin)

Octonum Setup (3x12 mtr.) closed on 3 sides for Back Office

Octonum set up (2x3 mtr.) closed on 3 sides facia

Octonum set up (2x2 mtr.) closed on 3 sides facia

Octonum set up (6x3 mtr.) closed on 4 sides (with AC setup) with one door for keeping vegetables & milk products fresh

Interview room (15x10 mtr.) with 25 tables & 10 banquet chairs

Pathways and double pipe/cycle/barricading across seating area for controlled crowed movement

Water Proof Canopy/Pagoda 20'x20'

Carpet Red/Grey

VIP Dining Area

Iron /Truss Structure Welcome Gates

Water Proof truss/dome structure for 7D truck of 14' height

Truss Structure

Registration and Help Desk Counter

Jute mat/Footmat

Green Net Carpet

Cloth Masking

Parking Barricade- with Baans Balli

Old Carpet

Pipe Pandal (15'x20')

Flex printing with (pasting on wooden wall/Iron Frame)

Vinyl Print pasted on sun board

Printing & Distribution of Badges - Name/Details/ printed with good quality Jackets each badge uniquely numbered with QR Code

Design, Printing & Deployment of Satin cloth Flags 4’ X 3’ on 13’ pole height

Design, Printing & Deployment of Vertical Flag sets ( 2 nos of size 6’X3’)

Placards/Name plates

Printing and framing of certificates with name of participants printed (Multi colour printing on minimum 240 gsm paper, Frame size approx. 14” x 11” )

Car Pass Sticker

Program detail (A4 Size, Both Side, Multi Colour)

Invitation Card with envelop (A5 Size, Multi Colour)

Food Coupon (approx 12-16 in A4 size coloured perforated)

Paid Food Coupon I (for INR 50/- each, Red Colour approx 12-16 in A4 size coloured hologram on each toekn perforated )

Paid Food Coupon II (for INR 50X2- each, Blue Colour 12-16 in A4 size coloured hologram on each token perforated )

Company Slips (A4, 75 GSM, Both side printing, in three colours – 20,000 Yellow, 10,000 Green, 10,000 Pink)

Poster Printing (A3 size one side, Multi Colour)

Company Guideline Handout (A4 size, 75 GSM, B&W)

Interview Slips A4 Size(Per sheet 3 perforated slips)

Student Handout

Newspapers Flyers printing & sending to designated locations

Seating arrangement signage

Notepad (20 sheets, Single Line/ Blank sheets, A5 Size/14 cm x 22 cm, hard cover & back, White Comb Binding, 70 GSM or higher)

Pen (Good Quality Gel Pens)

White Board Marker (Black) with Cloth Duster

Plastic Folder (A4 Size, L shape)

Kit Bag (for Hackathon Participants, mentors, jury, recruiters & speakers)

Round Neck T-Shirt with printed Logo and Message (Front & Back)

T-Shirt (Polo Neck) with printed Logo and Message (Front & Back)

Medal with Ribbon for IT Run

Memento

Trophy (for 1st, 2nd & 3rd place winners of Hackathon)

Bluetooth Neckband

Wireless Gaming Mouse

Digital Webcam

Pen Drives (64GB)

Pocket Folder for Dias (4 pages/ single fold (with spine), Paper: 280 GSM NE White, size: 18.2” x 12 Open; 9”x 12” Close (approx.), printing: 4 Colour (Single Side))

Wireless Bluetooth Speaker

Tablet

Power Bank

Coffee Mugs (with printed Logo)

Air Conditioning (approx 1 ton per 100 sqft)

Air Conditioning -3 Ton Tower AC

Spike Busters (15 amp/5 amp) with min. 4 socket

Laptops Wi-Fi enabled with mouse

Multi-Function Printer

Scanner

Photo Copier

QR Code Reader

Web Cam

Indoor LED wall (3.0P) of various size with switcher and necessary cable connectors, laptop, 4’ Wooden riser with flex/ cloth masking at designated place

Outdoor LED wall (5.5 P) of different size 4’ Riser/ Wooden riser with flex/ cloth masking, Laptop with connectors at designated place

Plasma/LED TV size 42” with power Source

Large size LED wall of size approx 12'X48' mangled by watchout

Plasma/LED TV 50 inch or higher with stand/wall mount

LED TV - Touch - 47 inch with masking/stand

LED TV- 98 inch- 4K with masking/stand

LED Screen Hang/Slanter System for 6x24 ft screen size mange by watchout

Riser for Operating Audio/Video Console with masking

Exhaust Fan Setup of 15’’ to 18’’

Pedestal Fan

Dish TV Connection

Halogen & Metal Pole

Presenters

Walky-Talky with chargers

Digital Display Panels

LED Metal

Apollo Light

LFD TV Size 42' (Seamless Plasma)

LED/Plasma TV of size 65” with masking and stand

LED/Plasma TV of size 55”

LED/Plasma TV of size 75” with masking and stand

Jumbo Cooler

Watch-out systems

Switcher/Video Mixer

LED Parken

High Quality Multimedia Projector

All in one Computers with internet

Wooden flooring (height 4 inches) with Carpet

Wooden Stage setup of size 32'X60' of approx 5’ height with carpeting with two stairs with hand rail

Wooden Stage setup with carpeting of size 16'X24' of approx 8’ height with two stairs with hand rail

Riser of size 10x10 ft with raised floor of 8’ Height for Photographer with carpeting &stairs

Stages of size (10x20 ft raised floor of 2 ft with stairs with carpeting

Stages of size (16x24 ft of approx 4 ft height with two stairs and 6 Dias Chairs with carpeting

Stages of size (12x16 ft of approx 1 ft height with carpeting and podium

Wooden flooring (height 4 inches) with old Carpet

Wooden flooring with Carpet (of various heights ranging from 4' x 18')

D shaped Stage Setup of approx 20 ft radius with barricading with carpeting

Side Wall Wooden Paneling (10 ft. Height)

Special/ Thematic stall(s) setup for Startup Bazaar

Special Pavilion setup with Exhibition Area

Selfie Zones

Alaphabet or any other MDF Cutouts (to work as selfie zones) across the venue

Curved Design Tunnel/Any other Setup at the venue

3D Painting on Road

Wooden Structure with special shapes (slanters etc.)/3 D with vinyl pasting eco solvent

Acrylic signages with backlight effect

Media/Photography stage of 12" and 18" heights with carpeting

Flower Vase

Fresh Bouquet For VIP

Fresh Bouquet (Normal)

Planters for Decoration

Fresh Flower Decoration

Garland Decoration

Balloons (at the stalls)

Welcome Plants with Pot (Small size)

Exhibition tables of size – 3’x2’ with Cover

Head Table (with covers) setup for 6 persons on 1' raised floor with Dias Chairs

Head/Coffee -Table (with covers) setup for 30 persons at stage with Dias Chairs

Tables of size – 6’x2’ with cover

Small Exhibition tables (2'x1')

Center Table

White board (4x8) with stand along with marker and duster

White board (4x6) with stand along with marker and duster

White board (3x4) with stand along with marker and duster

Round Table [with covers] with 8 Banquet chairs (White Cover) each

Banquet chairs with cover

2 seater sofa

3 seater sofa

Single Seater Sofa

Sofa Cum Bed along with Bedsheet & Pillow

Mattresses with Bed Sheet

Steel Shelf of Height approx 4x8 with 4 Shelves

Pillow with Cover

Dohar Sheet

Large size mirror setup

Plastic Chairs

Hanger Stand for Changing Cabins

Full size Mirror for Changing Cabins

Stools for Changing Cabins

Fascia of each company outside the Octonum structure

Dias Chairs

Coffee Tables

Exhibition Chairs

Breakfast (19 to 20 Mar) as per Menu (a)

Dinner (18t o 20 Mar) as per Menu (e)

Refreshment (working lunch) (18 to21 March) as per Menu (d)

Refreshment (19 to 20 Mar) for Hackathon as per Menu (b)

Lunch Packet (19 to 21 Mar) for Recruiters as per Menu (c)

Set up of Water Station with disposable glasses across event venue

Setup of Tea, Coffee Counter

Cycle tea vendor setup across event area (Tea in earthen cups) (19-21 Mar)

Refreshment Kit (Biscuits, Juice, Chips and Water Bottle)

Water Bottle 200 ML

Water Bottle 500 ML

Hotel Room A Category Single Occupancy

Hotel Room A Category Double Occupancy

Hotel Room B Category Single Occupancy

Hotel Room B Category Double Occupancy

Hotel Room C Category Single Occupancy

Hotel Room C Category Double Occupancy

Printing Stationery A4 Size

Printing Stationery Legal

Large size Dustbins [Green and Blue ]

Small size Dustbins [Green and Blue ]

Flying Insect Killer

Fire Extinguisher -A, B, C Class

Fire Extinguisher -K Class

Fire Extinguisher -Foam Based

Auto Hand Sanitizers Machine with Sanitizer/Sanitizers

3 Ply Mask

Sanitary Napkins for Girls/Women

Emergency Light

Chemical toilets with toiletries and good quality towels with proper arrangements of water

Big Size umbrella

Crane for Video Recording - JIMMY JIB

Flags

Digital Clock of size 4'x1'

Finish Line strip

Kilometer Demarcations

Red Flag Vehicle at the end of run

Staple & Punching Machine

Scissors

Bowls with 10 assorted toffees (to be refilled after every 6 hrs)

Bucket (big) with mug

Bowls for collection of visiting cards

Camera Stand

Support Staff - Supervisor

Support Staff - Executives - Male

Support Staff - Executives - Female

Physio Therapists

Marketing Executives for Promotions

Volunteers

Bicycle Volunteers

Female Ushers

Escorts on bike

Harley bike group escorts

Bouncers - Male

Bouncers - Female

Security Guard - Male

Security Guard - Female

Drivers for Valet Parking

House Keeping & Cleaning Staff 24x7 basis

Serving / Attending Staff for VIP lounge Hackathon teams and delegates/ guests/ candidates

Zumba Trainers

Anchore (Hindi/English)

Podium with Goose neck Mic necessary cable connectors with three side Vinyl/Flex branding

1 Set Consists (4 Monitor 15", 1 Amplifier, 1 Mike, 2 Cordless Mike)

Set2 ( (2 TOP, 1 Amplifier, 1 Mike, 2 Cordless Mike, 1 Mobile Speaker)

Set 3 ( 2 Top, 2 Bass, 4 Monitor, Live Mixer, 4-5 Mikes on stand, Different cables for Instrument out to Mixer, Electric points)

Set 4 ( • 12 Pairs of Line array on 10 T Truss Stand equally distribute in a 70000 Sq Feet area, 2 Pairs of Bass speaker, 6 Stage Monitor, 8 Mike, 4 Mike Cordless, Amplifiers, 8 DI Box, Venue /Sound Craft of equivalent 32 Input and 16 Aux out Digital Mike Mixer with Perfect operator, Sound Boosters, Media Box, 2 Goose Mike, 2 Sound Engineers)

Set 5 ( 2 speakers 12” on stand with amplifier)

Set 6 (Karaoke system)

Cordless mic

Sound System with 4 cordless mike

Innova for Local travelling 12 Hrs 120 Km basis per day.

Etios/Dezire for Local travelling 12 Hrs 120 Km basis per day.

E-Rickshaw

Low Height Float as Shuttle Cart

Golf Cart (White)

Tempo Traveller (min 14 seater)

Etios/ DeZire (on 250 KM per day basis)

Innova (on 250 KM per day basis)

Etios/ DeZire (Extra KM)

Innova (Extra KM)

Etios/ DeZire (Extra Hrs)

Innova (Extra Hrs)

AC Deluxe Buses 45 Seater from four district (namely Alwar, Dausa, Jaipur, Jhunjhunu & Sikar) of Jaipur Division (Min 250 Km per day incl. Toll, Taxes & Night Charges)

AC Deluxe Buses 45 Seater ( Extra KM)

AC Deluxe Buses 45 Seater ( Extra Hrs.)

AC Deluxe Buses 45 Seater for Local Jaipur transportation min. 12 hrs. 120 Km. Basis

Mini truck of size Tata 407 (including packing, loading & unloading) – To transport equipment’s/ material (incl. toll tax & night charges)

Photographer

Videographer

Drone Camera

62.5 KVA DG Set (with Diesel & Operator)

125 KVA DG Set (with Diesel & Operator)

LAN Cable (CAT-6)

OFC (one Pair)

UPS 1 KVA

Master: Main entrance Design (Including Facia, Back, Pillars, Sides) for 4 gates

Master: Dome Design (Front, D, side, pillars)

Master: Wall Treatment (Main design-domain wise)

Master: RGKS & Innovation Hubs stone laying ceremony Panel, backdrop (Jaipur, Jodhpur & Kota)

Master: Main Design (Facia Design Per Domain)

Master: Main Stage Backdrop

Master: 3D installation Design/Raw Space Design

Master: Standees (Main)

Master: Signage's Design (Main)

Master: Memento Design

Master: T-shirt (both round neck & polo) Design (Including front, back, arm)

Master: Lanyard/Badges Design (Main)

Master: Car Pass

Master: Food, Paid Coupon Design

Master: Print Media Design (Full page)

Master: Handouts

Master: Invitation (Card & Envelope Design)/ e-Invite

Master: Pole bunting

Master: Minute to Minute Agenda

Master: Certificate design

Master: Pocket Folder Design for Dias

Master: Hoarding

Master: Panels/ Posters

Master: Logo

Master: Story for Drone Show

Adaptation: Main entrance Design (Including Facia, Back, Pillars, Sides) for 4 gates

Adaptation: Dome Design (Front, D, side, pillars)

Adaptation: Wall Treatment (Main design-domain wise)

Adaptation: RGKS & Innovation Hubs stone laying ceremony Panel, backdrop (Jaipur, Jodhpur & Kota)

Adaptation: Main Design (Facia Design Per Domain)

Adaptation: Main Stage Backdrop

Adaptation: 3D installation Design/Raw Space Design

Adaptation: Standees (Main)

Adaptation: Signage's Design (Main)

Adaptation: Memento Design

Adaptation: T-shirt (both round neck & polo) Design (Including front, back, arm)

Adaptation: Lanyard/Badges Design (Main)

Adaptation: Car Pass

Adaptation: Food, Paid Coupon Design

Adaptation: Print Media Design (Full page)

Adaptation: Handouts

Adaptation: Invitation (Card & Envelope Design)/ e-Invite

Adaptation: Pole bunting

Adaptation: Minute to Minute Agenda

Adaptation: Certificate design

Adaptation: Pocket Folder Design for Dias

Adaptation: Hoarding

Adaptation: Panels/ Posters

Adaptation: Logo

Adaptation: Story for Drone Show

Impressive Events Hub Pvt. Ltd.

Chandra Entrepreneurs Pvt. Ltd

Impressive Events Hub Pvt. Ltd.

Chandra Entrepreneurs Pvt. Ltd