Goa Forest Development Corporation Limited Tender

Stage with seating arrangement for visitors and VIPs.

VIP sitting room

EXHIBITION CUM COMMERCIAL STALLS:-

Exhibition stalls Size ( 3 mts x 3 mts)

Exhibition stalls Size ( 3 mts x 2 mts)

Specification: The Exhibition cum Commercial Stalls should have artistic concept i.e. theme of Cashew nut and apple and covered by 3 sided with roofing and visible fascia. It should be erected of fabricated/designed stalls or of any suitable material. Each Exhibition Stall should have the following items: 1. Wooden tables size 6 ft x 1.5 ft x 2 nos. with frilled cloth covering 2. Plastic chairs 02 nos. 3. Electricity switch board with 15 amps , 2 nos plug point and 5 amp 1 no. 4. Name Fascia for exhibitor. 5. Flooring covered by carpet. 6. Dustbin 01 small. 7. Lights 02 nos or 02 tube lights. 8. One pedestal fan. 9. Water for rinsing

Each Exhibition Stall should have the following items:

Wooden tables size 6 ft x 1.5 ft x 2 nos. with frilled cloth covering 2. Plastic chairs 02 nos. 3. Electricity switch board with 15 amps , 2 nos plug point and 5 amp 1 no. 4. Name Fascia for exhibitor. 5. Flooring covered by carpet. 6. Dustbin 01 small. 7. Lights 02 nos or 02 tube lights. 8. One pedestal fan. 9. Water for rinsing

Dining area nearby Stalls for services: The Dining Area in the front of food and beverages stalls should have the following facilities: a) Round table with frilled table cloth: 75 nos b) Plastic chairs : 500 nos c) Dust bins, separate for wet and dry waste : 15 nos. d. Pedestal fans: 10 Nos.

ORGANIZER’S OFFICE: Size 4 m x 3 m a. Wall Partitions. b. Tables : 5 nos. c. Chairs : 15 nos. d. Electrical Plug points: 04 nos. etc. e. Pedestal fan: 4 Nos.

INTERACTIVE GALLERY ARRANGEMENTS (to display History of Cashew in Goa/ Feni distillation /Nut processing) 1. The Cashew gallery should be unique, innovative concept which is the main theme of the Cashew festival and display should be in 3D . The Gallery shall have the following material supplies. a. Decoration with necessary lightings, display boards, signage’s, name stickers etc. . b. Provision of drum roast cashew nuts with tasting. c. Display should be mixture of live demo, murals, signage. d. Entry of Gallery shall be unique and innovative according to theme. e. Benefits of cashew trees should be featured. f. Crowd visiting gallery shall be maintained by the Event Manager.

VIP Room: a. should have A.C. and made up of white colored pre-laminated panels. b. should be closed from all the sides with proper opening door system. c. Proper sitting arrangement including sofa set and tables d. Separate VIP toilets. e. Separate buffet catering for VIPs – 100 nos. per day.

MAIN STAGE SET UP & ARRANGEMENTS: A. Main stage with artistic design concept shall be provided with the following items: a. Stage platform covered with new carpet :40’ x 32’ 01 no. b. Thematic backdrop c. Crowd management d. VIP Chairs :12 nos. e. Sofa for dignitaries :15 nos. f. Tea poy :06 nos. g. Podium for MC :01 nos. h. Podium for VIP :01 no. i. Green Rooms (6 nos with air conditioning) 12’ x 10’ with top covered cloth, 01 stand mirror, Chairs 5 nos., table 2 nos., Pedestral fans 2 nos and any other as per requirement. j. Side steps to the stage 03 nos. k. General focus lights. l. Four way box truss for special effect stage lights (46’ x 36’) and special effect stage light moving head spots , sharpies , moving head wash 575 w -6nos., Par 64 cans (flood) – 12 nos., Par 64 cans (narrow) – 12 nos., Follow spots 1200w -1 no with operator -1 no, Avolite pearl lighting controller – 1 no. m. Details specifications for sound equipments Sound- 60,000 watts (L & R) having flying speakers delay stock 20,000 watts to cover 100 mtrs x 50 mtrs. Wide venue. The sound to include: Sound console with 64 channel digit mixer (FOH), vertex / equivalent speakers having minimum 4 subs per side (UT 4889) minimum 4 aside, micro phone all types. n. Foreplays, orchestras, bands etc, DJ players -2 nos., line out to the bands, stage monitors – 8 nos., 1 sound engineer, DJ – 1 no, technician-2 no. o. Table with frilled cloth (to keep Mementos & Bouquet, etc) 06 nos. q. Flower bouquet for VIPs, approx. 06 nos. On all the days. r. Master of ceremony for the inauguration and both the other days . s. Welcoming and Felicitation of guests. t. Brass Lamp 5’ tall for lighting 01 no. For 1st day only. u. LED walls (12’ x 9’- nos.) has to be placed on both sides of the stage. v. Ramp for promotion of Kunbi Saree.

AUDIENCE AREA: a. Chairs during opening, closing ceremony & evening cultural programs : 500 nos. b. Front row with VIP seating arrangements: 20 nos. sofa. d. Barricading before the stage and for VIP seating area. e. Que manager for VIP area.

ELECTRIFICATION, SOUND AND LIGHTING: a. Flood light 400 W white metal Halide on must 125 nos. White metal Halide on 4 nos. mast that should also cover the parking area. b. Ensure uninterrupted power supply with power house and distribution panel. c. Silent Generator set only for backup: 125 KVA x 03; 62 KVA x 1 Nos . and 160 KVA x 01 no. with fuel for all days. d. Diesel and Oil for above all the event days. e. Main switches 01 no. Including distribution box with MCB. f. Necessary earthing, etc. g. Necessary legal documents and license wherever needed should be procured by the successful bidder at his own cost. h. Electricity connection to be taken by Event Manager if required.

. WATER SUPLY & STORAGE TANKS a. Suitable storage tanks for storing the water and distribution for toilets b. Scaffolding for overhead tanks. c. Sintex Water tanks for fresh Water storage for food courts 5000Lt. X 2 nos.

DRINKING WATER AND CATERING : 1. The EMA should make provision for 100 lts. of mineral water supply per day for drinking purpose for exhibitors and organizers. 2. Arranging the Press Boxes for the first day and VVIP Catering , Artist catering and Department officials deputed for all two days at venue 200 parcels per day for all the 3 days.

. SETTING UP OF THE VIP LOUNGE: - The lounge to accommodate 150 VIP guests on Day 1 with appropriate seating arrangements and catering - The lounge to accommodate 75 VIP guests on Day 2 and 3 with appropriate seating arrangements and catering.

THEMATIC DECOR ELEMENTS AND FRONT ELEVATION SET UP a. Thematic Front elevation suggested by the EMA in the art works and creative’s. b. Photo wall/3D art and culture / cut outs

SIGNAGE- VENUE BRANDING/DECORATION ARCH AT ENTRY & EXIT a. ENTRY: Eco-friendly material arch with frame, having opening of minimum size 16ft: 01 no. b. Around the venue branding: Flex print frame near the venue, 10 ‘ X 3’-20 nos. c. Providing street decoration at multiple locations d. Outdoor branding e. Providing facilitators infront counters /kiosk at airport etc

SECURITY SERVICES Good and efficient security guards as per requirement to be provided for day and night security for all days

HOUSE KEEPING SERVICES & WASTE MANAGEMNT SERVICES: House-keeping must be provided for all the days for the entire event particularly for food court area and also should take care to keep the entire area clean and neat during the festival period. The care should be taken that all waste dry and wet generated to be disposed properly.

PARKING AREA Parking arrangement should be taken care by EMA with proper entry and exit for vehicle signboards along with security at Venue, SAG Ground and Kala Academy point.

PHOTOGRAPHY & VIDEO COVERAGE Photography and video Coverage should be for all days with multi-shoot photography. all event days video shoot and 01 hr edited DVD should be provided to Managing Director ,GFDCL . Also, a soft copy of all the photographs of the entire event, day wise shall be provided to the Corporation.

CREATIVE DESIGNS Event layout plan, creative concepts and decor elements, event brochure, exhibition stalls floor plan, posters, backdrop with eco-friendly material , wall posters, leaflets, flex banners, temporary hoardings, invitations, backdrop for inaugural ceremony, newspaper advertisements, exhibitors budgets, direction signage for cashew gallery, venue map, food courts, toilets, signage etc. Has to be provided by EMA and the Department will have all the right to use this creative’s for the campaign and publicity they wish to carry out.

PRINTING MATERIALS a. Invitations: inaugural (700 nos.) with envelope with car pass & map of parking etc b. Multicolour leaflets size A5- 750 nos. with schedule c. Specific separate badges with tags and pouch for Organizers, Exhibitors, Event Managers, Security, Press Services, Department Officials and VIPs and should be of good quality. d. Permanent flex hoarding for 7 days at suitable locations 03 nos. e. Sign boards at the venue as per requirement. f. Car Passes g. Mementoes f. Certificates

PUBLICITY a. Mobile van advertisement with rental, for 5 days. b. Pole branding on 100 electric poles (both sides) of size 6 feet x 3 feet for creation awareness on the Cashew fest of Goa 2023. d. Publicity through 3 hoardings across Goa towards promotion of the Cashew festival at least 7 days prior to the festival dates. e. Publicity in Social media/Digital media. f. Newspaper print ads – 2 print ads per day 2 days before the first day of the festival and for 3 days during the festival. g. Radio Jingles in 2 local radio channels. h. Standees to be placed in all 5 star hotels and popular restaurants across Goa at least 7 days prior to the event.

. ENGAGEMENT ACTIVITIES a. Collaboration with Food Bloggers and Social Media Influencers at 3 locations viz. cashew farms prior to the event for promotions. b. Poetry recitation competition with “Cashew” theme at one location. c. Press Meet arrangements; pre and post media coverage.

OTHER REQUIREMENTS a. Fire Extinguishers 25 to 30 nos. (as per safety norms) b. Mobile Chemical toilets 15 no.(Separate for gents and ladies) with water facility throughout the event along with cleaning staff. c. Mobile Chemical toilets 2 nos. for Differently Abled Persons. d. Technical Manpower: Site Managers 02; Electricians 03; Audio system operator 01; LCD/TV operator 01; Other staff as required They have to be present at all times. e. All the electrical items should be as per the safety standards of the Government. f. All the electrical items should be in good working condition. g. Help Desk with provision of First Aid. h. Four photo selfie points with a theme related to Cashew and its products in Goa i. Entry gate check posts for policing /Staff .

DAILY ACTIVITIES, ENTERTAINMENT AND CULTURAL PERFORMANCE a. Arrangement of variety programmes for all the days in the evening as per the Tentative Cultural Programmers enclosed. b. The type of entertainment and artists should be specified. c. Entertainment program should be promoting local talents and have Goan cultural flavour. Goan Artists who have performed on National Events. Additionally, at least three acts should be National level bands or prominent National artists in order to give national scale to the festival. d. DJ performance can be used for filling up the gaps and keep the temp. e. The EMA will have to submit a details day wise program chart. f. Promotion of Kunbi Saree on this occasion through a Fashion Show and ramp should be provided at the main stage.

TECHNICAL SESSIONS a. The event management agency will also be responsible to set up space for technical sessions on all three days of the event from 11 am to 4 pm with a break for lunch from 1 pm to 2 pm. b. Space to have stage with LED screen and podium and seating to accommodate 150 PAX in theatre style seating. c. Cookies, tea and coffee to be arranged for 600 PAX per day.

ACCOMODATION : The Event management agency will provide accommodation to invitees and guests 10 room nights . Rooms up to tarrifs 4500/- per day . .

Transportation: The Event management agency will provide transportation to invitees and guests ….. No. Pick up and drop facilities to guests /invitees.

CHILDRENS PLAY AREA The event management agency will also need to create a children’s play area at the venue with bouncy castle, face painting and other engagement activities.

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