Ministry Of External Affairs Tender

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Ministry Of External Affairs - MEA Tender

Services
Other Consultancy Services
Consultancy Services
Eprocure
Opening Date14 Feb 2022
Closing Date7 Mar 2022
Tender AmountRefer Documents 
Notes
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Description

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Documents
Terms of reference / request for proposal for selection of Event Management Companies for empanelment
Report Missing Document

BOQ Items

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Simultaneous Interpreters(Language wise)

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Consecutive Interpreters (Spanish/German/French/Russian/Arabic/Chinese)

1

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Translators

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word processor operator in foreign language

1

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Document Control Officer

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Hall Supervisor

1

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Ushers

1

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Escorts

1

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Liaison Officers

1

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Foreign language speaking ushers

1

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Proof Reader

1

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Collator

1

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Car Hailers

1

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Assistants at hotel/airport/venue etc

1

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Teleprompter operator

1

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Messengers

1

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Office Boys

1

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Help Desk Staff

1

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Technician for lights

1

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Technician for Sound

1

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1

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Video Jockey

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Housekeeping staff

1

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Car valet

1

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Technical team to create virtual meeting links, coordinate/oversee technical arrangements and manage hardware and equipment for the virtual meeting

1

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Document-II: Equipment Required

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IT Equipment

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Branded Desktop Computer (Dell, HP etc.) with UPS and Networking (cabled/wireless) as per following minimum specification:- I-5 Processor, 8 GB Ram, 500 GB HDD, TFT Monitor 19" with speakers, Mouse, Keyboard, DVD writer, latest MS Windows Operating System, MS Office, Norton Antivirus or equivalent)

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Laptops (Dell, HP etc.) as per following minimum specification:- I-5 Processor, 8 GB Ram, 500 GB HDD, DVD writer, latest MS Windows Operating System, MS Office, Norton Antivirus or equivalent)

1

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Mobile Phones with pre paid connection

1

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Telephone with fixed line

1

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Dongles with high speed internet

1

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HDMI Cable

1

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Fax Machines (HP/Canon/Samsung)

1

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Lights (with cabling):

1

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Metal halides

1

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Strip lights

1

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Diffused lights

1

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Follow Spot

1

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Moving heads

1

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Halogen

1

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Par cans

1

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LED Par

1

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Profile Spot

1

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Programming board (4 channels)

1

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Dimmer Board

1

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Trussing:

1

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Goal Post Truss (with masking)

1

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T-Stands

1

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Power Supply (Silent Genset/UPS)

1

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Generator/UPS 2.5 KVA

1

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Generator/UPS 5 KVA

1

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Generator 62.5 KVA for 8 hrs shift (Including, diesel, transportation & cabling)

1

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Generator 125 KVA for 8 hrs shift (Including, diesel, transportation & cabling)

1

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Generator 250 KVA for 8 hrs shift (Including, diesel, transportation & cabling)

1

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UPS 62.5 KVA

1

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UPS 125 KVA

1

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UPS 250 KVA

1

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Junction Box & Cables

1

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Smoke Machines

1

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Smoke Machine ½ litre

1

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Jumbo Smoke Machine

1

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Smoke Machine (haze)

1

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Office Equipments

1

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Black & White Laser printers with 20 pages per minute printing capacity-Canon/Samsung/HP

1

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Black & White Laser Printer (Integrated Printer with scanner) with 20 pages per minute printing capacity.)-Canon/Samsung/HP

1

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Color Laser Printer (Integrated Printer with scanner) with 20 pages per minute printing capacity.)-Canon/Samsung/HP

1

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Scanner -Canon/Samsung/HP

1

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Photocopier (Black & White- Heavy Duty) with capacity 25 pages per minute -Canon/Samsung/HP

1

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Photocopier (Color – Heavy Duty) with capacity 20 pages per minute -Canon/Samsung/HP

1

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Paper/CD Shredder Capacity 6 sheet per minute

1

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Paper/CD Shredder (heavy duty) Capacity 12 sheet per minute

1

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Switch board and power points For 20 x 20 set up

1

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Internal wiring for set up For 20 x 20 set up

1

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Photocopy Paper per ream (white)

1

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Photocopy Paper per ream (Color)

1

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Mobile charging units Set of 04

1

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Extension boards (04 plug)

1

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Audio/Sound Equipments (With cable)

1

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Microphones (Table) (Shure/Senheiser or equivalent)

1

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Mike (Cordless) (Shure/Senheiser or equivalent)

1

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Earphones (Headset)(Shure/Senheiser/JBL or equivalent)

1

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Collar Mikes (Shure/Senheiser or equivalent)

1

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Gooseneck Microphones (Shure/Senheiser or equivalent)

1

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Sound system with 2 speakers (Bose/Panasonic/Sony/JBL or equivalent sound system)

1

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Sound system with 4 speakers (Bose/Panasonic/Sony/JBL or equivalent sound system)

1

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Sound system with 12 speakers (Bose/Panasonic/Sony/JBL or equivalent sound system)

1

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PA Systems (one linear Array) (Bose/Panasonic/Sony/JBL or equivalent sound system)

1

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PA Systems (All in one linear Array) (Bose/Panasonic/Sony/JBL or equivalent sound system)

1

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Delay Speakers

1

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Amplification system

1

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Interpretation system (Infra-red based) sound system (for simultaneous interpretation) -8 channel/ Auditel Rate (per day, per unit)

1

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Interpretation booth (Booth size 6ft x 6ft x8ft)-Bosch or equivalent

1

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Digital Infra-red based interpretation cordless unit (head phone) (Compatible with Interpretation system)

1

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Audio Mixer (32 Channels)-Yamaha/Soundcraft or equivalent

1

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Audio Mixer (48 channels)-Yamaha/Soundcraft or equivalent

1

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Audio Mixer (64 channels)-Yamaha/Soundcraft or equivalent

1

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Sound recorder, Tabletop Video Conferencing mic and headphone integrated with the sound system,Audio interface device with requisite accessories

1

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Video/Display Equipments

1

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Projector Screen with stand 5’x7’

1

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Projector Screen with stand 6’x8’

1

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Projector Screen with stand 8ft x 11ft

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Projector Screen with stand 10ft x 13ft

1

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Projector Screen with stand 12ft x 16ft

1

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Projector Screen with stand on tripod (8x6 feet)

1

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Teleprompter with software-TV screen type

1

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Teleprompter with software-Glass Reflector type

1

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LED Screen panel -2.8 mm (rate per sq feet)

1

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LED Screen panel -3 mm (rate per sq feet)

1

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LED Screen panel -6 mm (rate per sq feet)

1

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LED Screen panel -9 mm (rate per sq feet)

1

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LED Screen panel -12 mm (rate per sq feet)

1

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LED TV 32”-(LG/Sony/Samsung)

1

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LED TV 42” (LG/Sony/Samsung)

1

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LED TV 50” (LG/Sony/Samsung)

1

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LED TV 55” (LG/Sony/Samsung)

1

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LED TV 65” (LG/Sony/Samsung)

1

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Lazer Pointer

1

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Touch Screen interactive Panels( Per sq feet)

1

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Video Mixer

1

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Software for video mixing and control of virtual meeting platform with branding

1

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Display Monitors

1

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Jimmy Jib (for media and DD)

1

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HD Switcher

1

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10000-12000 Lumens HD 3D Projector-(Benq/Sony/Canon/Epson/LG)

1

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20000-22000 Lumens HD 3D Projector (Benq/Sony/Canon/Epson/LG)

1

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Short throw projector – upto 10000 Lumens (Benq/Sony/Canon/Epson/LG)

1

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LCD Projector (3500 Lumens) (Benq/Sony/Canon/Epson/LG)

1

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LCD projectors (6000 Lumens) -(Benq/Sony/Canon/Epson/LG)

1

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Digital Light Projector (DLP)- 2500 Lumens (Benq/Sony/Canon/Epson/LG)

1

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DLP Projector- 3500 Lumens (Benq/Sony/Canon/Epson/LG)

1

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DLP Projector- 6000 Lumens (Benq/Sony/Canon/Epson/LG)

1

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DLP Projector- 10000 Lumens (Benq/Sony/Canon/Epson/LG)

1

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Masking screen (with frame and fabrication)

1

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DVD Player (Sony/LG/Samsung)

1

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1

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Audio-video distribution box with 20 outputs -(BNC/XLR Out)

1

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Switcher/Splitter

1

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Scan converter

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Digital Video Photography-HD quality

1

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Digital Still Photography-HD quality

1

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Recording of the conference, both audio and video with 3 cameras, along with live feed to adjacent viewing halls including live web streaming-(Audio+Video+Web streaming and live feed to adjacent hall)

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High resolution PTZ video conference cameras in integrated form along with tripod stand

1

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Video MCU for integration of camera feeds and content sharing

1

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Other Equipments

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Tea & Coffee Vending Machine – Material charges on actual prices

1

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Refrigerator 165 ltr. – Material charges on actual price

1

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Hot & Cold Water dispenser with RO system (water and glasses)

1

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Wooden Podium with light

1

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Air conditioning units-2 tonnes

1

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Air conditioning units-4 tonnes

1

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Ceiling fan -Standard Size

1

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Stand pedestal Fan-Big size

1

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Heater/Blower-Big size

1

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Golf carts-6 seater

1

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Golf carts-8 seater

1

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Document- III: List of services/items (indicative) required for Summits/Conferences

1

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Printing (with logo of the event supplied by MEA)

1

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Invitation Cards (with embossed emblem) (Hand made premium paper 350 GSM)-17 cm x 12 cm

1

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Invitation Cards (with embossed emblem) (Glossy finish premium paper 350 GSM) 17 cm x 12 cm

1

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Invitation cards with Envelopes both side print in colour (Hand made premium paper 350 GSM)-17 cm x 12 cm

1

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Invitation cards with Envelopes both side print in colour (Glossy finish premium paper 350 GSM)-17 cm x 12 cm

1

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Invitation cards with Envelopes both side print in b/w (Hand made premium paper 350 GSM)-17 cm x 12 cm

1

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Invitation cards with Envelopes both side print in b/w (Glossy finish premium paper 350 GSM)-17 cm x 12 cm

1

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Invitation cards with Envelopes one side print in colour (Hand made premium paper 350 GSM)-17 cm x 12 cm

1

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Invitation cards with Envelopes one side print in colour (Glossy finish premium paper 350 GSM)-17 cm x 12 cm

1

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Invitation cards with Envelopes one side print in b/w (Hand made premium paper 350 GSM)-17 cm x 12 cm

1

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Invitation cards with Envelopes one side print in b/w (Glossy finish premium paper 350 GSM)-17 cm x 12 cm

1

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A5 Size Conference note pads - 25 sheets -Premium quality paper 80 GSM

1

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A4 Size Conference note pads - 25 sheets -Premium quality paper 80 GSM

1

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Conference Spiral notepads A5 Size – 50 sheets -(Premium quality paper 80 GSM)

1

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Information Booklets (24 pages)-With embossed emblem- A5 Size 200 GSM

1

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Information Booklets (24 pages)-Without embossed emblem-A5 Size 200 GSM

1

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Information Booklets (48 pages)-With embossed emblem

1

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Information Booklets (48 pages)-Without embossed emblem

1

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Telephone Directories (16 pages)-With embossed emblem

1

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Telephone Directories (16 pages)-Without embossed emblem

1

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Printing of book (100 pages) -A5 Size

1

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Printing of book (150 pages) -A5 Size

1

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Printing of book (200 pages) -A5 Size

1

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Printing of book (100 pages) -A4 Size

1

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Printing of book (150 pages) -A4 Size

1

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Printing of book (200 pages) -A4 Size

1

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Parking labels

1

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Mini Booklets for Programs (premium quality)-100 GSM 25 Pages

1

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Files/Folder covers (cobra file)

1

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Letter heads-A4 Size 100 pages (100 GSM)

1

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Letter heads-A5 Size 100 pages (100 GSM)

1

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Documentation (Rate per page in b/w and colour)

1

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Documentation (Rate per page in colour)

1

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Tags for Folders

1

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Docket (for A4 size paper)

1

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Foot markers (country name wise –without logo)

1

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Bottle Branding

1

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Tent cards for meeting room - Printed with Country name & logo

1

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Conference Kits (with logo of the event supplied by MEA)

1

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Premium VVIP delegates bag (43cm x 30 cm)-Leather

1

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Premium VVIP delegates bag (43cm x 30 cm)-Leatherette

1

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Premium delegates bag 36 cm x 26 cm- -Leatherette

1

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Normal delegate bag 36 cm x 26 cm- Leatherette

1

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Pen drive (with branding)-32 GB

1

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Metal key chain/ Lapel pin (Steel)-Golden colour with branding

1

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Metal key chain/ Lapel pin (Steel)-Silver colour wih branding

1

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Metal key chain/ Lapel pin (Steel)-Bronze colour with branding

1

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Metal key chain/ Lapel pin (Brass)-Golden colour with branding

1

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Metal key chain/ Lapel pin (Brass)-Silver colour wih branding

1

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Metal key chain/ Lapel pin (Brass)-Bronze colour with branding

1

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Standard Parker ball Pen with event logo (Parker or equivalent)

1

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Outlook Traveller Guide to India - Latest edition

1

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High end Silver pen with event logo for HoS/HoG (Parker or equivalent)

1

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Premium notebook with watermark (100 page-A5 Size)-100 GSM paper with 300 GSM cover page (Matt/Glossy finish)

1

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Premium delegates handbook (50 page-A5 Size)-200 GSM paper with 300 GSM cover page (Matt/Glossy finish)

1

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Branding, Backdrops & Signage

1

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Pole Branding-High flex

1

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Pole Branding-Vinyl

1

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Hoarding-High flex

1

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Hoarding -Vinyl

1

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Backdrops-High flex

1

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Backdrops -Vinyl

1

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Backdrops -Acrylic

1

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Backdrops - Eco-friendly PVC free fabric media (190 GSM)

1

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Backdrops- high quality ecosolvent printing on opaque(300 GSM)

1

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Backdrops - high quality ecosolvent printing on star flex (300 GSM)

1

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Backdrops - Eco-friendly PVC free canvas media (300 GSM)

1

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Direction panels-High flex

1

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Direction panels -Vinyl

1

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Direction panels -Acrylic

1

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Direction panels -Digital

1

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Direction panels -LED

1

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Signages -High flex

1

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3600 Signages -Vinyl

1

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3600 Signages -Digital

1

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3600 Signages -Backlit

1

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360 degree Signage (42” Plasma - 4 in nos)

1

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Masking-Cloth

1

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Masking-Flex

1

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Masking-Vinyl

1

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Flags (premium cotton) 6feet x4 feet

1

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Flags on Table (print on Synthetic Cloth with stand)-7”x 4”

1

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Flags on Car (print on Synthetic Cloth)-10”x6”

1

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Welcome arches on approach roads/alighting points

1

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Hoardings at round-about (high flex)

1

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Digital print Backdrop (high flex)

1

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Standees

1

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3D logo/Emblem

1

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View cutters-MDF

1

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View cutters-Vinyl

1

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View cutters-Cloth

1

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Country Plates for lunch/dinner

1

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Name Plates for lunch/dinner

1

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Placards

1

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Car labels

1

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Scrolls (silk)

1

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Paging Boards for Airport (high flex)-12”x14”

1

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Registration Desks at Hotels and other venues (manned by at least two persons)

1

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Mobile/Baggage Counters at the venue

1

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Media Platform with Red Carpet

1

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Branding enroute from airport-hotel-Hyderabad House. (Branding shall display photographs of different sizes of the incoming dignitary on poles with test “Swagatam” in Hindi followed by ‘Welcome’ in the national language of the visiting Hos/HoG. 40 facing the Visitor on departure saying Bon Voyage and Thank You for your visit at the airport Stretch - Size (Maximum permissible on poles).

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Illuminating Banners/Branding at Night

1

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Electronic/Digital Display of Photo/banner at select locations - LED Screen panel

1

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Cultural Welcome at the airport. (conceptualisation and organization of 5-10 minutes of cultural Welcome wt dance and music performance by a group of artist (at least 12) with setup, including backdrop and sound system at the airport on arrival of HOS/HOG.

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Wooden Case with black masking for Viewing Screen/LED of 50 inch

1

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Wooden Case with black masking for Viewing Screen/ LED of 55 inch

1

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Wooden Case with black masking for Viewing Screen/ LED of 65 inch

1

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Stand for 50 inches LED Screen

1

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Stand for 55 inches LED Screen

1

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Stand for 60 inches LED Screen

1

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Stand for 65 inches LED Screen

1

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Stand for 70 inches LED Screen

1

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Flags and Name Plates

1

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Flag pole-Steel

1

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Flag pole-Iron

1

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Flag Pole with stand/base-Brass

1

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Flag Pole with stand/base-Chrome

1

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Cluster flags

1

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Banner flags

1

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Table flags - 6” x 4”

1

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House Flag-6’ x 4’

1

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Post Flag - 3’ x 2’

1

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Car Flag- 9” x 6”

1

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Chopper Flag

1

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Name plates/country plates-Acrylic

1

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Name plates/country plates-Vinyl

1

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Name plates/country plates-Metal

1

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Carpets and Flooring

1

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Carpet Synthetic 4mm

1

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Carpet with pasting/Handling

1

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-

... More
Premium Carpet Loop Pile

1

-

-

... More
Premium Carpet Cut Pile

1

-

-

... More
Premium Velvet Plush

1

-

-

... More
Premium woven Carpet/Rugs

1

-

-

... More
Anti skid carpet

1

-

-

... More
Red carpet for VIP/VVIPs

1

-

-

... More
Floor Lamination 1.5 mm

1

-

-

... More
Wooden tiling/floorings 8 mm

1

-

-

... More
Wooden skirting

1

-

-

... More
Linoleum skirting

1

-

-

... More
Linoleum Flooring

1

-

-

1

-

-

... More
Bollards (Steel)-With branding

1

-

-

... More
Bollards (Steel)-Without branding

1

-

-

... More
Bollards (Plastic)-With branding

1

-

-

... More
Bollards (Plastic)-Without branding

1

-

-

... More
Steps 3 ft wide-10”x6”

1

-

-

... More
Steps 6ft wide- 10”x6”

1

-

-

... More
Queue manager

1

-

-

... More
Platform and Stage

1

-

-

... More
Wooden Platform 4 inch height

1

-

-

... More
Wooden Platform 6 inch height

1

-

-

... More
Wooden Platform 1 foot high

1

-

-

... More
Wooden Platform .5-2.51 feet high

1

-

-

... More
Wooden Platform 3 foot high

1

-

-

... More
Wooden Platform 4-5 foot high

1

-

-

... More
Wooden Platform 6 foot high

1

-

-

... More
Wooden Standard Podium

1

-

-

... More
Acrylic Standard Podium

1

-

-

... More
Scaffold Structure for Stage and Backdrop support

1

-

-

... More
Access control

1

-

-

... More
Coloured Badges (Laminated)-03 standard sizes

1

-

-

... More
Coloured Badges (PVC)-03 standard sizes

1

-

-

... More
RFID Cards

1

-

-

... More
RFID Reader

1

-

-

... More
Lanyard-With logo

1

-

-

... More
Plastic Pouch

1

-

-

... More
Baggage Scan Machine

1

-

-

... More
Facilitation at Airports

1

-

-

... More
Receive and see off-Per person deputed

1

-

-

... More
Baggage-Per person deputed

1

-

-

... More
Airport Counter (Location - Meet n Greet area) Space provided by GMR-(Rate inclusive of 1 table, 2 chairs, 2 manpower, 1 standee)

1

-

-

... More
Furniture Items

1

-

-

... More
Sofa - 1 Seater (Leather)

1

-

-

... More
Sofa - 1 Seater (Leatherette)

1

-

-

... More
Sofa - 1 Seater (Fabric)

1

-

-

... More
Sofa - 2 Seater (Leather)

1

-

-

... More
Sofa - 2 Seater (Leatherette)

1

-

-

... More
Sofa - 2 Seater (Fabric)

1

-

-

... More
Sofa - 3 Seater (Leather)

1

-

-

... More
Sofa - 3 Seater (Leatherette)

1

-

-

... More
Sofa - 3 Seater (Fabric)

1

-

-

... More
Sofa - 4 Seater (Leather)

1

-

-

... More
Sofa - 4 Seater (Leatherette)

1

-

-

... More
Sofa - 4 Seater (Fabric)

1

-

-

... More
Sofa (For VIPs) (full upholstery)

1

-

-

... More
Wooden Arm Chairs for Headtable with leatherette finish

1

-

-

... More
Wooden Arm Chairs with High Back Rest

1

-

-

... More
Banquet Chairs with covers

1

-

-

... More
Round Tables with Cover (Underlay & Overlay)

1

-

-

... More
Director Chair for Office

1

-

-

... More
Office Chairs

1

-

-

... More
Normal Chairs (for delegates)

1

-

-

... More
Special Chairs (VIPs)

1

-

-

... More
Chair cover

1

-

-

... More
Sofa cover

1

-

-

... More
Centre Table with Glass Top & Steel frame

1

-

-

... More
Wooden Centre Table

1

-

-

... More
Computer Table

1

-

-

... More
Banquet Table with Frill (standard size)-Rectangular

1

-

-

... More
Banquet Table with Frill (standard size)-Round

1

-

-

... More
Wooden Table with Laminate Finish

1

-

-

... More
Cocktail Table with Glass Top

1

-

-

... More
Cocktail Table with Cloth overlay

1

-

-

... More
Hangar Structure

1

-

-

... More
Pagoda Structure – Aluminum Structure with Fire Retardant Roof and Side Cover (5m x 5m)

1

-

-

... More
Hangar Structure – German Made, aluminum Structure with Fire Retardant Roof and Side Cover

1

-

-

... More
Ceiling/Roof – normal and weather proof

1

-

-

... More
Glass Door

1

-

-

... More
Wooden door

1

-

-

... More
Canopy structure

1

-

-

... More
Mobile Toilets (Standard size)– VVIP (with toiletries)

1

-

-

... More
Mobile Toilets(Standard size) – Normal (with toiletries)

1

-

-

... More
Decoration-Floral arrangements

1

-

-

... More
Rangoli (Indian Flower-Marigold/Rajnigandha/Rose petals/chrysanthemum petals) (High Density)

1

-

-

... More
Headtable Setup ( Flowers-Glads/zerberas/Carnations/lillies/Orchid/Heiconia) (High Density)

1

-

-

... More
Potted/ wall planters

1

-

-

... More
Borders/ floral walls

1

-

-

... More
Bouquets

1

-

-

... More
Potted plants

1

-

-

... More
Bonsai

1

-

-

... More
Flowers for meal tables

1

-

-

... More
Central arrangements-Small (Exotic flower)

1

-

-

... More
Headtable Setup-Big (Exotic flower)

1

-

-

... More
Table Runners -Small (Exotic flower)

1

-

-

... More
Table Runners-Big (Exotic flower)

1

-

-

... More
Lamp Lighting

1

-

-

... More
Stationery

1

-

-

... More
Premium notepads A4

1

-

-

... More
Premium notepads A5

1

-

-

... More
Premium notepads A6

1

-

-

... More
A4 paper reams (Century)

1

-

-

... More
Pens: Reynolds

1

-

-

... More
Pens: Jotter or equivelent

1

-

-

... More
Pens: Pilot

1

-

-

... More
Pencil

1

-

-

... More
Eraser

1

-

-

... More
Sharpener

1

-

-

... More
Highlighter

1

-

-

... More
Staplers 10 gauge

1

-

-

... More
Staplers 12 gauge

1

-

-

... More
Stapler Pin of 10 gauge

1

-

-

... More
Stapler Pin of 12 gauge

1

-

-

... More
Punching Machine double hole small

1

-

-

... More
Punching Machine double hole big

1

-

-

... More
Post-its of each size and flags

1

-

-

... More
Scale/ruler

1

-

-

... More
Paper Cutter

1

-

-

... More
Scissors

1

-

-

... More
Cello Tape-0.5”

1

-

-

... More
Cello Tape-1”

1

-

-

... More
Cello Tape-2”

1

-

-

... More
Brown packing 20

1

-

-

... More
Monkey clips Box/pkt-19 mm

1

-

-

... More
Monkey clips Box/pkt-25 mm

1

-

-

... More
Monkey clips Box/pkt-32 mm

1

-

-

... More
Rubber Bands pkt of big size

1

-

-

... More
Fevistick

1

-

-

... More
Envelopes of size A4

1

-

-

... More
Envelopes of size A5

1

-

-

... More
Plastic folders packet with rings in two sizes

1

-

-

... More
Transparent plastic covers packet

1

-

-

... More
Others

1

-

-

... More
Website Management including designing, online registration, hosting and website maintenance (website to go live 60 days before the event and to remain active for at least one year after the event.)

1

-

-



Evaluation Notes How It Works ?

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Disclaimer: BidAssist has made every reasonable effort to ensure that the information is accurate and authentic however it cannot be held liable for any third-party claims or losses of any damages. BidAssist makes no warranty, expressed or implied, as to the results obtained from the use of the information. If you think you may have noticed any error or omission, please let us know by contacting contact@bidassist.com.