Appointment Of Event Management Agency For Providing Concept, Design, Erection, Maintenance And Management Of Goa Pavilion And Allied Activities At The Global Maritime India Summit, 2023 At Pragati Maidan, New Delhi- 1 Providing concept, design, erection, Production & Management of Goa Pavilion and allied activities which include structural Fabrication, Carpentry with required material and other related work including transportation of materials etc. The Stall should be designed attractively in three-dimensional mode using cardboard, wood and other permissible material and should essentially reflect a proper Goan décor and ambience with a professional, business type lay out, conducive for conducting Buyer – seller meetings and with effective branding. Agencies must get the final stall design approved from the Department before the event considering toopen.Agencies must also contact respective organizers for understanding the area, layout and stall dimensions to be assigned to Goa pavilion. The stall design must specify the dimensions for each element in the hard copy, considering 2 and 3 sides open/ island. Agencies must also contact respective organizers for understanding the area, layout and stall dimensions to be assigned to Goa pavilion. - Area - 100 Sq. Meters `- Amount towards the Space booking will be paid by the Department 2 Production of the Information Counters –10 Nos. for co-Exhibitors 3 Individual storage place for all participants / co-exhibitors as well as a larger, covered storage area. 4 Visible fascia for all co-participants and all on ground support. 5 The scope of work will cover electrical fittings in the Stall and in all booths of co-exhibitors as per requirements, as well as Daily Cleaning/ housekeeping of the Stall during the course of the Summit. 6 The work will include construction of the Stall at site well in time, maintenance activities during the period of the exhibition and dismantling of the Stall after the event within the defined timelines given by the organisers. 7 Visitor’s book has to be arranged at the entrance along with facility for collecting visitor’s cards. 8 Transportation of all the publicity materials from Goa to the event venue and back, inclusive of packing and forwarding, arranging display of material at the exhibition venue. 9 Arranging one counter fully equipped with LED T.V. minimum screen of 53 inches or more 10 A space with adequate chairs, sofa and centre tables for arranging meetings and liaising with the buyers should be arranged in the stall. 11 Setting up of a VIP Lounge and Arranging tea, coffee, Drinking Water & Goan Local delicacies like cashew nuts, Bibinca, Dodoletc for VIP’sat the stall for all event days. 12 Designing and printing of 15000 high quality four colours brochures with four pages. The content for the same will have to be approved by Director, Information and Publicity. These booklets are to be distributed for Business visitors to the Goa Pavilion 13 Distribution of 2000 nos. of jute/ canvas bags branded with Government of Goa logo, to VIP visitors, Bureaucrats from other states, Guests, Media etc depicting event name and date etc. 14 Distribution of 1000 branded pens / Caps with Government of Goa Logo to be distributed to General public visiting the Goa stall. 15 Arranging Souvenir / Gift Hampers (500 nos.) to be gifted to VVIP visitors / Delegates, Media visiting theGoa Pavilion 16 Installation ofCCTV Camera, Fire extinguisher, Appointment of Security Personneletc. 17 Arrangement of sufficient Manpower: Hostesses, Volunteers, Housekeeping on all event days, Pantry services, Pantry equipments on daily basis, Arrangement of Bouquets on all event days for VVIP guests Refreshment for VIPs 18 Arrangement of entry passes, Identity cards etc.to Staff, VVIP, VIP’s protocol during Event days 19 Photography & Videography of the Event 20 Agency should procure all requires permissions from the organising authority. However Department may co-ordinate and facilitate the same 21 The power supply requirements, Water Supply connection, cabling arrangement etc. for the Goa Pavilion, including arrangement of the Gensets as per the requirement during the production / construction of the Goa Pavilion& also during the event days 22 The Agency will have to provide adequate dustbins to every unit in the pavilion and collect the garbage periodically (minimum thrice daily) and dispose the same at an appropriate place approved by the authorities at Pragati Maidan. The entire responsibility of the garbage management will be that of the agency 23 The agency will have to manage the Business Meet/ Seminars/ Workshopsetc. if any at the Goa Pavilion besides any other activity that can be suggested by the agency at the Pavilion 24 The Event Management Agency should engage a local PR agency to have good coverage of the event & interaction if required. Arrangement of the Press conference with Hi Tea for the Print & Electronic Media 25 Production of 3-4 minutes Video covering and showcasing the activities of the Department to be played at the exhibition 26 After the event is over a detailed Report along with achievement, photo coverage and video coverage of the event & brochures (hard & soft copy), kit bag, souvenir item, etc.has to be submitted to this office. 27 Miscellaneous cost if any 28 Agencies Fees/ Commission
