Selection Of Event Management Agency For Fabrication Of The Stall Of West Bengal Tourism At Allen Park Along With Various Related Works On The Occasion Of Christmas Festival - 2025, Kolkata-West Bengal

Selection of Event Management Agency for Fabrication of the Stall of West Bengal Tourism at Allen Park along with various related works on the occasion of Christmas Festival - 2025- 1 Erection of Stall at Allen Park (The Stall will remain close on 24th, 25th December, 2025 ) 2 Conceptualisation of Design, layout and erection of the stall of West Bengal Tourism tentatively from 20.12.2025 to 30.12.2025. The stall must be prepared within 20th December, 2025 or earlier if required. The stall will remain closed on 24th and 25th of December, 2025 3 Space of 240 Sq. ft. (one side open) [30 ft (Back wall) X 8 ft.(Side wall) X 8 ft (Height) ](CYMA)All the panels (minimum to be used for displaying the Creative to be prepared by the West Bengal Tourism will be backlit/ translit. (Soft copy of the creative for panels will be provided for this end)Mat/carpet should cover the entire pavilion area. All kind of electrical fixtures like spotlights, halogens, power plug sockets for proper illumination of the stall 4 Decorative items in accordance with the theme of Christmas Festival may be used. The entire area should be accessible and visible.Display of LOGO of Experience Bengal and Biswa Bangla and Kolkata Christmas Festival at conspicuous places. 5 Material transportation charges, storage, material disposal charges, insurance, security charges for the stall/ material, cleaning charges, dismantling charges of the stall will have to be borne by the agency 6 Putting up of 2 [two] 42’ LED TV with Pen drive compatibility. Agencies have to collect the inputs to be displayed on these screens from the Department. The agency may transport the TV from the stall to any place each day on security reasons. 7 Proper reception with sufficient furniture viz. Lounge sofa with center table, brochure rack, potted plants, dust bins, drinking water dispensers etc. 8 One illuminated desk with lock and key facility; Visitors Book & Card Holder Pot. 9 Arrangement for Daily cleaning and clearing (2 Nos. per) of the site and handing over the possession back to the concerned authority in proper order once the event is over latest by the date stipulated by the authority 10 Walkie Talkie Communication services provided along with 6 handsets on hire basis in order to communicate between the officials of Tourism Department assigned only on the inaugural day at Allen Park 11 Refreshment & Tea/Coffee for 10 days (except 24th and 25th of December, 2025) 12 Provision for tea/coffee with biscuits @ Rs.20/- to the tourism officials and guests as and when required during the event. Each day tea/ coffee for the attending officers (daily 30 and day of inauguration for 100 officers /officials including coffee/tea vending machine) 13 Provision for water 250 ml per day 48 nos. to the tourism officials and guests as and when required during the event. (daily 48 nos. and day of inauguration 240 nos.). 14 Provision for refreshment @ Rs.250/- to the tourism officials and guests as and when required during the event. Each day refreshment for the attending officers (daily 15 and day of inauguration for 100 officers /officials). 15 Manpower & Transportation for 10 days 16 Deployment of 2(two) nos. of hostess/host to man the pavilion & for distribution of publicity brochures from 1 PM to 9.00 PM throughout the period of the festival 17 Deployment of maximum 8(eight) small non-AC cars per day from 20th to 30thDecember, 2025 (except 24th, 25th) for the attending officers(Payment will be made on actuals) 18 Press Conference for 1 day 19 Backdrop: - 10 ft X 5 ft 20 Standees: - 4 ft X 8 ft (10 nos.) 21 Adequate Furniture (Chairs with cover for 50 persons and one Table with frill for the Officers along good quality chairs) 22 Arrangement for adequate light and Good quality sound system with cordless microphones (4) 23 Flower arrangement for decoration 24 Refreshment for 150 pax @ Rs 150/- each including tea/coffee, biscuit including coffee/tea vending machine. 25 Provision for tea/coffee with biscuits @ Rs.20/- to the tourism officials and guests (160 nos.) as and when required during the event including coffee/tea vending machine. 26 Provision for water 250 ml for 144 nos. to the tourism officials and guests as and when required during the event. 27 Hostesses for welcoming the press/delegates 28 Invitation Card with Envelops, Sticky Nameplate & ID Cards (Cards to be inserted within envelope and nameplate stickers to be put on card by agency) 29 Invitation Card Specification: (for Invitees)Size: 6”X8.5”Quantity: 600 pcsBoth side printed on 300 GSM Art Board(Cards to be inserted within envelope and nameplate stickers to be put on card by agency) 30 Printed Envelope with size: 6”X8.5”Quantity: 600Pcs130 GSM Art Paper(Cards to be inserted within envelope and nameplate stickers to be put on card by agency) 31 Sticky Nameplates Specification: (for invitees)Size: 3.5” x 2”Quantity: 400 pcsOne side Printed on 120 GSM Sticker Paper(Cards to be inserted within envelope and nameplate stickers to be put on card by agency) 32 ID Card Specification: (For Organizers, Officials, Photographers, Vendors, volunteer and Social & Digital Media handlers) Size: 3.375” x 2.125”Quantity: 300 pcsBoth side printed on 300 GSM Art Board 33 Parking StickerSize: 3” x 3”Quantity: 200 pcsOne side Printed on 120 GSM Sticker Paper 34 Cultural Programme at Allen Park for 4 daysProgramme will be held on 26th to 30th December, 2025 35 Approx 3 performers along with band and musicians will be performing on each day.Arrangement of reception with good quality Uttorio for all the performers. The samples of the Uttorio should be pre approved 36 Provision for tea/coffee @ Rs.20/- (Total-120 nos.) including tea/coffee vending machine 37 Provision for water 250 ml (Total-120 nos.) 38 Provision for refreshment @ Rs.150/- (Total-120 nos.) 39 Two Thali Girls with decorative thali and tika 40 Two dedicated Nodal Officer from the end of the agency 41 Programme Schedule 42 Designing, Printing (Digital) and Supply of Minute-to-Minute programme of Kolkata Christmas FestivalSize:29.5 CM X 21 Cm (A4)Quantity 2000 pcs Glossy good quality art paper 2 pages both side four colour printing folded 43 Documentation for entire work, HD quality Still Photographs (20 HD quality Still Photographs per day) and video All along with the Raw Files of Press & Stage Backdrop, Invitation Card and Envelope must be supplied in a 1TB Hard DrivePayment of bills is subjected to the quality of Photos and the Videos. 44 Govt. taxes as applicable

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