Tender For Appointment Of An Event Management Agency,Empaneled Under Category A By The Department Of Tourism, For The Management Of The Goa Ai Tech Conclave 2026 And Seva Sankalp Abhiyan
Tender Value
Ref. Documents
Estimated cost
Bid Submission
22 Sep 2026
11 days left
EMD
Ref. Documents
Bank guarantee accepted
Document Fee
8000
Non-refundable
Tender Type
Online
Tender Overview
Organization
Tender ID
Competition Type
NCB
Bidding Type
Tender
Location / State
goa → Goa
EMD Exemption
Not Available
Quantity
Not Available
Website
Contact Person
Address
Project Description
Tender for Appointment Of An Event Management Agency,Empaneled Under Category A By The Department Of Tourism, For The Management Of The Goa Ai Tech Conclave 2026 And Seva Sankalp Abhiyan
BOQ
| Sl. No. | Item Description |
| 1 | Developing overall Concept & Content generation, Designing Artwork on the said content. The concept designs and matter shall be utilised for developing all required creative for branding, print, digital, electronic and social media advertising, Information Booklet, etc. Planning the entire event flow and event structure to suit the requirement of the event. |
| 2 | Travel : |
| 3 | Booking of Air tickets of the VIPs and special invitees for the conclave |
| 4 | Coordination of air travel for the 10 vip guests, including flight schedule tracking, seat coordination and liaison with airlines wherever required. |
| 5 | Fast track / lounge coordination at departure and arrival airports for VIPs |
| 6 | Local Transportation : |
| 7 | Arrangement of Transportation for the pick up and drop of the delegates from the airport and all the logistic requirements of the event. Including local travel. Vehicles to be arranged for 3 days which will be available round the clock along with well trained and well mannered drivers. And placards with each driver. |
| 8 | a) Cars VIPs, speakers, senior officials: premium sedans / suvs |
| 9 | b) Setting up Dedicated transportation back end team with coordinators for entire management and logistic assistance for all the delegates for a smooth operation. |
| 10 | d) Arrangement of site seeing for the delegates and their accompanies in an AC bus along with guide and assistants. Including snacks and lunch. For 2 days |
| 11 | Welcoming the guest at the Airports and railway stations with flowers by 2 hostesses at 4 locations along with refreshment for all the staff deployed at respective locations. |
| 12 | Proffesional Photographers and videographers at the airports At 2 locations for two shifts |
| 13 | Accomodation : |
| 14 | Providing accommodation for the VIPs in 5 star property along with all necessary required arrangements. Details: 10 RoomsWith welcome and Checkin assistance.Duration : 3 Days & 3 NightsAll Meals included. |
| 15 | Venue booking : a) Banquet Hall for the conferences |
| 16 | b) Lawns for the Gala dinner |
| 17 | Providing accommodation for the Invitees in 4 star / 3 star property along with all necessary required arrangements. Details: 10 RoomsWith welcome and Checkin assistance.Duration : 3 Days & 3 Nights |
| 18 | To facilitate the participation of 30 renowned fratenity experts as speakers for the conference ( along with their travel, stay and all other expenses. ) |
| 19 | To facilitate the participation of 4 national speakers and Promotional Material for database |
| 20 | Setting up customized Registration Desk with conference branding at the venue with necessary furniture and requirements which includes 02 table and 04 chairs. Along with 2 trained executives for assistance. for 2 days |
| 21 | Proffesional Photographer and videographers team at the Hotel at 3 locations for 3 shifts. Including their meals and refreshment |
| 22 | Inaugral Function |
| 23 | Customised Stage Setup with carpet ( 24x16 ) |
| 24 | Side wings |
| 25 | Steps |
| 26 | LED wall riser with masking |
| 27 | LED wall stage riser skirting |
| 28 | Stage skirting |
| 29 | Hall entrance customized box pillars with printing & mounting. |
| 30 | Podium branding with printed vinyl on foam (5mm) |
| 31 | Tech Console with black cloth on frame |
| 32 | Que Managers |
| 33 | Sofas for VVIP |
| 34 | VIP Chairs |
| 35 | Teapoys |
| 36 | Table tops |
| 37 | Podium |
| 38 | Classroom sitting arrangement for 450 delegates |
| 39 | Providing media platform with cover of size 16 x 8 ft |
| 40 | Audio ( With Backup setup ) |
| 41 | 3PA D&B Sound with amplification & processing |
| 42 | D&B Powered speakers for stage reffrence monitors |
| 43 | Allen and Heath SQ7 Digital Sound Board (32 in)+16 out on rack) |
| 44 | Cordless handheld mic |
| 45 | Cordless headset mic |
| 46 | (8) Hollyland solidcom clearcoms |
| 47 | Pioneer XDJ RX3 (2 channel all in one DJ system) |
| 48 | BSS AR-133 DI box |
| 49 | Sound Engineer |
| 50 | Supply and setup of 10 nos cordless mikes |
| 51 | Lights ( With Backup setup ) |
| 52 | 19 degree LED Profile light (200 watt) |
| 53 | 54 bulb, 3 watt warm white waterproof led par |
| 54 | 54 bulb, 3 watt RGBW waterproof led par |
| 55 | Sharpy beam (17R - 350 watt) |
| 56 | Tiger touch 2 DMX 4096 controller |
| 57 | T truss (max 2mts wide X 3mts high) |
| 58 | Winchable light stands |
| 59 | Basic Light designer |
| 60 | AV technical ( With Backup setup ) |
| 61 | P3 LED panels (500mm x 500 mm) |
| 62 | 50\\" LED TV on stage front comfort view stand for stage preview monitor |
| 63 | 55\\" LED TV on tall stand for delay monitoring |
| 64 | VD Wall 605s processor |
| 65 | RGBlink CP3072 Pro live 4K switcher with multiview (3 SDI, 3 HDMI, 2 VGA, 1 CV) |
| 66 | 22.5\\" LED console preview monitor |
| 67 | Resolume on PC for LED wall |
| 68 | Laptops |
| 69 | Linetek HDMI Splitter (1:4 HDMI Splitter) (1 required per output that needs to be split upto 4 display devices) |
| 70 | USB Capture HDMI 4K Plus |
| 71 | Magewell Pro Convert HDMI Plus (HDMI to NDI) |
| 72 | Magewell Pro Convert for NDI to HDMI |
| 73 | Luminex Gigacore 12 Network Switch for NDI |
| 74 | DSan Perfect cue w/ 3 button remote |
| 75 | Visual artist |
| 76 | 2 LED TVs with live feed for the dignitaries on the stage |
| 77 | 125KV Generator for Sound, Lights & LED wall ( With Backup ) |
| 78 | Welcome performance - Ganesh vandana and traditional dance |
| 79 | Bouquets for welcoming |
| 80 | Emcee For conference |
| 81 | Bouncers |
| 82 | Dj for Ambience music |
| 83 | Photographer |
| 84 | 3 videographers with live mixing,Video edit in 30 mins post speech on whatsapp |
| 85 | Video editor |
| 86 | Floral Runner for stage front and podium |
| 87 | Female ushers / Hostesses |
| 88 | Lamp lighting with accessories & florals |
| 89 | CXO Round table meeting setup for 30 pax |
| 90 | Compere for event (2 full days) |
| 91 | 4 Breakout Halls : Conference Setup : |
| 92 | Customised Stage Setup with carpet ( 20x16 ) |
| 93 | Steps |
| 94 | LED wall riser with masking |
| 95 | LED wall stage riser skirting |
| 96 | Side Wings |
| 97 | Stage skirting |
| 98 | Hall entrance customized box pillars with printing & mounting. |
| 99 | Podium branding with printed vinyl on foam (5mm) |
| 100 | Tech Console with black cloth on frame |
| 101 | Que Managers |
| 102 | Sofas for VVIP |
| 103 | VIP Chairs |
| 104 | Teapoys |
| 105 | Table tops |
| 106 | Tables and chairs for the Well infront of the stage |
| 107 | Podium |
| 108 | Sitting arrangement for 100 VIP delegates |
| 109 | Audio ( With Backup setup ) |
| 110 | 3PA D&B Sound with amplification & processing or similar |
| 111 | D&B Powered speakers for stage reffrence monitors |
| 112 | Allen and Heath SQ7 Digital Sound Board (32 in)+16 out on rack) |
| 113 | Cordless handheld mic |
| 114 | Cordless headset mic |
| 115 | (8) Hollyland solidcom clearcoms |
| 116 | Pioneer XDJ RX3 (2 channel all in one DJ system) |
| 117 | BSS AR-133 DI box |
| 118 | Sound Engineer |
| 119 | Supply and setup of 10 nos cordless mikes |
| 120 | Lights ( With Backup setup ) |
| 121 | 19 degree LED Profile light (200 watt) |
| 122 | 54 bulb, 3 watt warm white waterproof led par |
| 123 | 54 bulb, 3 watt RGBW waterproof led par |
| 124 | Sharpy beam (17R - 350 watt) |
| 125 | Tiger touch 2 DMX 4096 controller |
| 126 | T truss (max 2mts wide X 3mts high) |
| 127 | Winchable light stands |
| 128 | Basic Light designer |
| 129 | AV technical ( With Backup setup ) |
| 130 | P3 LED panels (500mm x 500 mm) |
| 131 | 50\\" LED TV on stage front comfort view stand for stage preview monitor |
| 132 | 55\\" LED TV on tall stand for delay monitoring |
| 133 | VD Wall 605s processor |
| 134 | RGBlink CP3072 Pro live 4K switcher with multiview (3 SDI, 3 HDMI, 2 VGA, 1 CV) |
| 135 | 22.5\\" LED console preview monitor |
| 136 | Resolume on PC for LED wall |
| 137 | Laptops |
| 138 | Linetek HDMI Splitter (1:4 HDMI Splitter) (1 required per output that needs to be split upto 4 display devices) |
| 139 | USB Capture HDMI 4K Plus |
| 140 | Magewell Pro Convert HDMI Plus (HDMI to NDI) |
| 141 | Magewell Pro Convert for NDI to HDMI |
| 142 | Luminex Gigacore 12 Network Switch for NDI |
| 143 | DSan Perfect cue w/ 3 button remote |
| 144 | Visual artist |
| 145 | 2 LED TVs with live feed for the dignitaries on the stage |
| 146 | 125KV Generator for Sound, Lights & LED wall ( With Backup ) |
| 147 | Bouquets for speakers |
| 148 | Emcee For conference for 2 days |
| 149 | Security personel |
| 150 | Dj for Ambience music |
| 151 | Photographer |
| 152 | 3 videographers with live mixing,Video edit in 30 mins post speech on whatsapp |
| 153 | Video editor |
| 154 | Floral Runner for stage front and podium |
| 155 | Gala Dinner & Cultural Program |
| 156 | Special indoor décor Setup for the gala dinner |
| 157 | Box truss of size |
| 158 | Drapery with fabrics for the truss |
| 159 | Carpeting the entire platform |
| 160 | Setting up of a stage with carpeting |
| 161 | LED screen Backdrop for the stage |
| 162 | Supply and set up of VIP buffet tables with covers and necessary props |
| 163 | VIP Sitting arrangements for dinning ; round tables, chairs and covers for 300 pax |
| 164 | Venue décor and photo ops based on Goan theme. Along with railing, chandeliers, mannequins etc |
| 165 | Flower arrangements for stage, passage, tables |
| 166 | D&B flying sound sytem with all arrangements or similar |
| 167 | Lights for the stage and ambience lighting for the venue |
| 168 | 125KV Generator for Sound, Light & LED wall ( With Backup ) |
| 169 | Photographer |
| 170 | Videographer |
| 171 | Entertainment program for gala night with Live bands and dance performances with local and national artists |
| 172 | Emcee For Cultural programme |
| 173 | Dj with Controller |
| 174 | Setting up AC Green rooms with all necesaary arrangements |
| 175 | Que managers |
| 176 | Media Briefing Room |
| 177 | Stage with carpet |
| 178 | Steps |
| 179 | Stage setup with table chairs etc |
| 180 | Stage skirting |
| 181 | Backdrop with flex printing and mounting |
| 182 | Entrance with branding panels |
| 183 | Console with masking |
| 184 | Sound system as per requirement |
| 185 | Lights as per requirement |
| 186 | Stationary |
| 187 | Sitting arrangements for 100 people |
| 188 | 125KV Generator for Sound, Light & LED wall ( With Backup ) |
| 189 | Photographer |
| 190 | Videographer |
| 191 | Exhibition Area |
| 192 | Design, fabricate and errection of 30 exhibition booths, including power, internet, furniture and signage per booth |
| 193 | Carpeting of the area |
| 194 | 125KV Generator for Sound, Light & LED wall ( With Backup ) |
| 195 | Designated refreshment outlet for providing F&B |
| 196 | Branding and screens / LED walls |
| 197 | AC German hanger/similar waterproof and fireproof structure with platform and carpeting with branding from all sides |
| 198 | Experience Zone |
| 199 | Setting up theme experience zones, including interactive health tech demonstrations and AI powered games |
| 200 | 125KV Generator for Sound, Light & LED wall ( With Backup ) |
| 201 | Dedicated area and display infrastructure for AI Hackathons 100 problem statements from 35 government departments |
| 202 | Food Arrangements |
| 203 | Providing Breakfast, lunch and hi tea for 2 days |
| 204 | Setting up VIP Lunch arrangements for 2 days |
| 205 | Providing Premium VIP dinner for the Gala Dinner of 300 pax |
| 206 | Providing F&B / coffee stall throughout the day at the event |
| 207 | Refreshment of support staff, volunteers, technical crew,security personel and other deployed manpower for 2 days at the venue |
| 208 | Arrangements of refreshment and food for 3 days at various locations outside the venue |
| 209 | Police , traffic, fire department, Drivers and Support staff |
| 210 | Supply and arrangement of water for all for 3 days |
| 211 | Branding |
| 212 | Standees with flex / fabric printing & mounting at all the hotels, airports, all venues. |
| 213 | Providing and Errection of special Pole pennants of size 6x3 printed on both sides around the venue and at various locations and on the route between airport to venue |
| 214 | Specially designed Welcome Wall to be placed at the entrance of hotel |
| 215 | Branding panel with printing & mounting at various locations as per requirement |
| 216 | \\"Goa AI Tech Conclave\\" 3D letters for photo op with lighting |
| 217 | Customized Box Gates at the entrance |
| 218 | Specially designed custom made registration counter |
| 219 | Providing and fixing temporary hoardings of size 8x10 around the venue and at various locations across the state and on the route between airport to venue |
| 220 | Customised Signages of size 6 x 3 |
| 221 | Designing and printing of Parking Slips with self-adhesive (Colour coding and area to be consulted before printing) |
| 222 | Providing customised RFID / QR access Cards with Lanyards |
| 223 | Deligate Kits and gifting |
| 224 | Providing welcome/ delegate kit for all participants with bag, notepad, pen, event colleteral, lanyard and branded merchandise |
| 225 | Providing Premium curated gift hampers for the 15 VIP guest featuring Goan heritage products, packaged and personalised. |
| 226 | Special mementos for keynote speakers, panellists and MOU signatories |
| 227 | Branded Merchandise/ prize for the hackathon winners and exhibition award recipients |
| 228 | Providing hampers for the media |
| 229 | Goa heritage gift hampers specially curated with goan traditional produce, spices, millets etc presented in a special cultural display pack. |
| 230 | Traditional Kunbi shawls |
| 231 | Ambience light for branding and décor of the venue |
| 232 | Volunteer / Manpower Arrangements: ( 3 Days ) |
| 233 | Female Ushers with uniform traditional dresscode |
| 234 | Well groomed male coordinators with uniform formal dresscode |
| 235 | Supply of customised event branded Stationary: Baggage tags, booklets, files, pen, notepad etc |
| 236 | Supply of customized Lapel Pins |
| 237 | Setting up back end camp offices / control rooms for the conference along with all the necessary equipments like laptops, printers, photocopy machines, stationary etc for 4 days |
| 238 | Providing high speed internet connection for the whole event and dedicated lines at 3 locations for 3 days |
| 239 | Providing photography and videography sharing setup with AI software for face recognition and with QR codes and necessary requirements and services |
| 240 | Providing back end AV management team for all 2 days for live feeds. |
| 241 | Setting up a special meeting room/ VIP lounge for the for 3 days with all necessary arrangements at the venue |
| 242 | Providing CCTV cameras for survelaince along with a control room setup for centeralised monitoring |
| 243 | Providing Walkie talkies for coordination and communication |
| 244 | Housekeeping services during the event and post event with cleaning, collecting and sagrigating of garbage for disposal. Along with providing dustbins at various location as per the requirement. |
| 245 | Media , PR, influencer, stakeholder engagement |
| 246 | Providing Support for the social media team/PR team with real time content from the ground |
| 247 | To facilitate the participation of representatives from recognised national media organisations ( all expeneses of travel, accomodation, meal included) |
| 248 | Report and documentation |
| 249 | Consolidated feedback report from delegates, VIPs and the client committee |
| 250 | Final documentation of photos and videos , post event summary Please Enable Macros to View BoQ information |
AI Tender Summary
Tender Timeline
Sep 11, 2026
11:30 IST
Tender Published
Tender notice published.
TodaySep 22, 2026
17:00 IST
Bid Submission Deadline
Online submission via eProcurement portal.
Upcoming · 11 daysSep 22, 2026
Bid Opening Date
Technical bids will be opened and evaluated.
Upcoming · 11 daysTender Documents
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