|
| 1 | The Event Management has to ensure planning, execution, coordination related to organization of all the events of the International Conference. |
| 2 | Ambiance creation with component details. 1. Welcome theme based pillar gates at the Main Gate, Alighting point, Auditorium and Millet Promotion event area.2. Whole venue to be lit up properly. 3. Flags of different colours with NIFTEM logo on the pillars of the campus. 3. Flower decoration for the inaugural function on Main Gate, Alighting point, Auditorium, Multi-purpose Seminar Hall, Seminar Hall, Millets Promotion Event Hall along with bouquet. 4. Entire Millets Promotion Event Hall area is to be decorated to provide ethnic look in line with the theme of the Conference with cloth triangular Jhandis, Kite, dropdowns lanterns/umbrellas, Colorful Drapes, serial lights, Signages, standees, buntings, banners, Box Type Hoardings of size 5 ft x 5 ft and height 10 ft (at least 6 Nos.) etc. 5. Red Carpet from the Main road in the campus to the Auditorium, Millets Promotion Event Hall,VC Secretariat, Multi-purpose Seminar Hall, Seminar Hall and all venues. 6. PA system with speakers in entire venue for public announcement. 7. White Metal Lights; LED Parcan Lights, LED Serial Lights; Halogen Lights, etc. as per requirement. 8. 2 Guards in traditional dress for the inauguration function. 9. Shahnai Vadak for the inauguration program |
| 3 | Arrangement of VIP Sitting room, Water and water bottles, welcome cards, roses.Procure all the necessary clearances and make arrangements for the security protocols of the VIP movement during the event.Coordinating with relevant agencies for getting requisite permission, NOCs and approval for various activities like power/water supply, firefighting arrangements, traffic authority, security, visa approvals, insurance and other such activities. |
| 4 | Millet Gallery (Acrylic Sandwich board) with geographical locations on Indian Map with original grain produces. |
| 5 | Arrange for Conference kits (bags) with appropriate mementos/delegate kit to be given away to VIPs, delegates, student guests, media personnel etc. at the Event as per instruction of various Session Incharges. |
| 6 | Decoration of stage in the Auditorium for inauguration cultural evenings and valedictory functions. Decoration of Multi-purpose Seminar Hall, Seminar Hall and Millet Promotion area and dais with fresh flowers / flowers arrangements in consultation with officers incharge along with arrangement ofMineral Water Bottles (200 ML) for Dais and Name plates at the Dias as per the direction of the officer incharge. Lightening lamp and Statue of Goddess.Backdrop, VIP seating, master of ceremony etc.Arrange all article required for inauguration cultural evenings, valedictory functions, Technical session etc. as per the suggestions of Officer Incharges. |
| 7 | Millet Promotion Event area: The German hanger with either one or 2-3 Nos. Aluminum structure with Air Conditioned, waterproof and fire retardant sheet should be strong enough to sustain high speed wind/rain pressure. The hanger structure should cover 100 stalls with carpet area of 6000 sq.mt. Stalls of size 2m x 3m (30 Nos.), 3m x 3m (50 Nos.), 4m x 3m (10 Nos.), 5m x 3m (5 Nos.) and of size as per requirement (5 Nos.). Passage of 4 m. (at least) in between the line of stalls/stands with entry and exit gate.Different country flags with poles (Height 15 ft) in front side of the Millet Promotion event area.Millet Exhibition Stall: Stalls with computerized lettering on vinyl cutting name fascia in English/Hindi Language with flag numbering. Prefab octonorm system Stallsof the same colour in each stall, 6 LED light (each of 18 Watts), one octonorm table for counter of the same colour, two black cushioned chair with arms, a plug point for computer, one mayur jug with cold water facility (20 Ltr.) on per day basis and one new Dustbin. Laying & fixing of laminated carpet in the entire passage of indoor hall including the stalls/stands area. Ornamental plants, flower decoration, cleanness and maintenance etc. Ceiling/pedestal fans are required to cover up the entire area of stalls/stands/passage. Fire extinguisher. Industrial Cooler with the provision of water facility on daily basis – 10 Nos.Good Quality Visitor Book with Pen at the entrance.Dust bins (25 Ltr.) at various places. |
| 8 | Designing and printing of posters, banners and all other branding material as required on site for showcasing innovators exhibits and display area for proposed design of NIFTEM. Branding related to outer display such as fascia, side walls, hanging posters, standees etc. as required at the venue and at the gates or roads leading to exhibition should be provided.Arrangements for banners, badges, fliers, pamphlets, program brochures, Conference and exhibition guide etc. in conjunction with the theme provided by Media Partner and produce a final print.End to end invitee management including printing of cards, inviting the participants for various events and workshops, follow-up, maintaining the invitee database etc. |
| 9 | Complete PA System and video recording of inaugural function, plenary session, other sessions, and programmes various venues and in Millet Promotion events along with provision of playing instrumental music during the exhibition, cookery shows, food festival etc. Drone system of recording wherever required.i. Hanging Speakers, and Big speakersii. Microphone HIFI - fixed with stand and cordless microphones |
| 10 | Provision of 5 Full HD4K LED Televisions (55 inch) along with stand with individual remote for all days. |
| 11 | 6 Nos. Podium with NIFTEM logo and speaker name in display |
| 12 | Welcome & Collage Standees (10 Nos of size 3 ft x 6 ft); Direction Panels of size 3 ft x 3 ft; Tower Type standees for branding- 5 Nos, etc.Placement of billboards, hoardings, road maps and flags around the Institute, Delhi and Sonepat and obtaining necessary permissions/clearances from respective authorities. |
| 13 | Poster presentation area: 3.5’ x 4.5’ poster boards (100 Nos.) with stands and board pins. Printing of the posters as per the need of the presenters. The session has to be arranged on the Corridors specified for this purpose with carpet, decorations of ornamental plants and flowers. The poster boards are handed over to NIFTEM after the event. |
| 14 | Cookery show and Millet Recipe Competition: Size 30’x20’x1½’ in height made of wooden platform with new brand laminated synthetic carpet with needle punch of blue/red colour; 2 tables of 15’x3’ with table cloth and frill in front.Gas Chullah and Induction cooktop, wash basin, sink, water supply, exhaust, fridge, power points, kitchen items set (Microwave, Gas Stove, Gas Lighter, Sink & Washbasin, Display Stand-Table Top, Disposable Display Plates, 2 litter SS bowl, Mixer 5 Liters capacity, Grinder with Jar-750, Chef Apron and Caps, Water Mugs, Electric connections-Backdrop, Mike & speaker), Cookery set (2 Ltrs bowls, ladles, spoons, Mixing Spoon big size, Pooni, Knife, Chopping board, Peelers, Taba, Pans) etc. for 15 chefs to demonstrate their cooking skills and creativity. Name plates at the Dias for chefs.Round Tables with 4 chairs (15 sets) for guests to taste and give feedback and interact with chefs on millet dishes. Food serving sets, water bottles, Washbasins, hand wash etc. Cordless microphones, lights & fans, AC for chefs and visitors. Video recording and display of demonstration in the area. Decoration of stage and dias with freshflowers / flowers arrangements. |
| 15 | Food Festival : 6-8 Pagoda Style Food Stalls in front of Cookery show event for the Culinary Experts. The size of each Pagoda style food stalls would be 3m x 3m water proof Pagodas with 1 table, 2 electrical power points, lights - tube light & focus lights, etc. and eating area in front of food stalls with rectangular long serving tables (4 ft height) with daily changeable plastic sheets with frills, cooking facility inside of each stall as in Cookery show and Millet Recipe Competition, etc. Adequate space between stalls for free movement of visitors. Uniform Facia with NIFTEM Logo, Name of participating team on each stall indicating name/name of food item. |
| 16 | Success Story Video Shows: Collection of videos of successful millet entrepreneurs from various sources, and their shows on HD LED Televisions, and in millet promotion event area. |
| 17 | B2B, B2C, G2G, G2C Meeting Lounge / Technology transfer Pavilion: Front side open Pavilion of 100 sq mts.One large LED TV wall, LED Sandwitched Display of 5 ft x 3 ft for display of schemes of Ministry / About NIFTEM with photographs.Reception area with table & two chairs, Air conditioned room with 8 seater Sofa sets, centre table for seating of VIP Guests. Well decorated Lounge with lights.The meeting lounge with 5 Tables 4 cushioned good chairs for each table. Well decorated with flowers and ornamental plants. Lighting and carpet in the area.Good Quality Visitor Book with Pen, separate Pantry with provision for Tea/coffee arrangement & Drinking water (200 ml bottles) for guests.Media Coordination, Press meet, press release longue with all arrangements and decorations. |
| 18 | Registration Desk: One Octonom Style Office room for Registration of participants - 100 sq ft size with light, electric points, chairs, tables, sofas, fans and almirah for executing work. The stall is required to be covered from the top by sheets of shade on iron frame and provision for closing the stall from the front side.3 Help Desks for all participants at various venues. |
| 19 | Medical facility: One medical room of 150 sq. ft with arrangement for placing emergency medicines, emergency numbers display, nearby hospitals etc.A table with 3 chairs, Doctor sitting desk with chair. A patient cot with curtains, drinking water and washing water facilities. One Ambulance with driver during the period of Conference. |
| 20 | Good Quality CCTV Head Moving Cameras of HD Quality complete with monitoring system and recording backup for entire 3 days (with control room setup and responsible Monitoring team) in the Millet Promotion Event Area. |
| 21 | Chemical Toilet block with 2 gents, 1 ladies and 1 for physically disabled with necessary tap fittings and fixtures including washbasin with the provision of water tanker on the top having the capacity of 1000 Ltr of water on daily basis, doors (with key and lock system) with provision of water flow. Electrical fitting with bulb for sufficient light in toilet area as well as way to toilets. Movable Toilets blocks. |
| 22 | Shoes Cleaner, Tissue paper boxes, Liquid soap stand, mirror, easy massager chair, Foot massager at needed places. |
| 23 | Decoration of food serving area for VIPs, delegates. Arrange for food stalls/ Food Court (for exhibition) and catering on all days of the event for approx. 1000 people. |
| 24 | Transport and travel : Support/provide information on bookings for accommodation and that of travel all the incoming delegation from India and aboard.Ensure local conveyance, shuttle buses and cars from airport or hotels or Jahangirpuri metr station to and fro during the event. Set up facilitation counters and digital kiosks at the airport and Railway station to provide a smooth experience to all participants. |
| 25 | Optional: Create a sense of inclusivity and participation along with “buzz” about the International event in the months leading up to the actual event. The agency may suggest the tentative plan for the pre-launch activities such as Curtain raiser event (proposed to be organized one month in advance) and related financials as an optional item. If it is selected, the agency will be executing the pre-launch activity |
