Tourism Department Tender

Database capturing - The agency should upload all details online in the exhibitor’s directory and seek appointments with the tour operators in the manner prescribed on the website of the organizers. All databases of visitors to the stall must be captured and emailed in the format to Department of Tourism so as to update the database on the website.

Visitor’s book - collection bowl has to be arranged at the entrance along with facility for collecting visitors cards.

Translites - backlit displays shall be used in the design of the booth. There should be easy accessibility and visible, double sided signage’s for all participants/ co-exhibitors in the Stall

Electrical Fittings & Daily Cleaning - The scope of work will cover electrical fittings in the Stall and in all booths of co-exhibitors as per requirements, as well as Daily Cleaning of the Stall during the course of the exhibition

Arrangements at meeting area - A space with adequate chairs, sofa and center tables for arranging meetings and liaising with the buyers should be arranged in the exhibition venue. The work will include setting up of various facilities at site well in time, maintenance activities during the period of the national tourism exhibition / mart and dismantling of the Stall after the event. [The Stall will also have visible and prominently located Reception area at the entrance manned by personnel speaking local language].

Professional PR Agency to be engaged - The agency should engage local PR agency in respective city so as to contact important members of the trade / media / travel operators and ensure presence of minimum 40 trade members / media during entire duration of the event and to fix up the meetings with the trade members and Goa Tourism officials. Complete arrangement at the venue for the national tourism exhibitions / marts as mentioned above, followed by extensive discussions with the members of the media, travel and tour operators, outbound tour managers etc to be arranged by the Selected Agency. In addition there will be extensive and broad based discussion with individual travel and tour operators during the event. Agency will have to contact major tour operators, media, send invites, on-line appointments, for the event so as to ensure maximum attendance, in the respective countries. After the event is over, the PR agency will have to send an email to all attendees thanking them for attending the event as per draft approved by Goa Tourism within ten days of the event. The compliance of this shall form part of EMA report.

Standees - Five to be placed at the entrance of the exhibition area / stall.

Storage Place - for all participants / co-exhibitors as well as a larger, covered storage area has to be arranged.

Snacks and Drinks - The stall will have local Goan drinks like Feni and snacks, Goan food items for the sampling by visitors. Visitors will have to be served snacks and drinks / beverages on all days. The agency will have to provide five course snacks like sandwich, cashew nuts, water, tea coffie during meetings for upto 25 visitors per day.

Visible Fascia - for Goa Tourism & for all co-participants at the stall.

Laptop & Tv - Arranging one counter fully equipped with laptop, LCD LCD T.V., DVD Player

Arraning 2 or more executives more (As per participation of stakeholder’s) - with good knowledge of English and local language/communication skills at the venue during the entire duration of the event to be present during Exhibition hours

Obtaining Permissions - all the required statutory permissions in respective exhibiting country are to be obtained by the selected agency. Copies shall form part of the event report.

Miscellaneous - All the other ancillary works related to national tourism exhibition / mart, printing of brochures, press kits, leaflets folders, provision of backdrops for press conference, etc. are within the scope of work of the agency.

Transportation & Packaging - all the publicity materials from Goa to the event and back, inclusive of packing and forwarding, arranging customs clearances, arranging display of material at the exhibition venue. This may include Air-freighting of goods (including local transportation of goods being carried for the exhibition abroad).

Arranging Photography - for the entire duration of the event.

The successful bidder shall arrange printing and distribution of 2,000 copies of 4page brochures on Goa either in physical format or onGoa tourism branded pen drives and 2,000 Goa Maps as per sample to be collected from Department of Tourism. The successful bidder will supply 500 nos. of Maps at Department office, Panaji

Distribution of 1000 nos of tote / canvas bags: (sample to provided by the agency for approval ) branded “Goa”, with event name and event date for distribution to general public and visitors to the Goa stall.

Merchandise - Distribution of merchandise to travel agents / media / trade visitors (sample to provided by the agency for approval ) 1,000 caps branded with Goa Tourism/ logo and 1000 no’s of Pen /Key chain’s branded with Goa Tourism/ logo to public and visitors at the Goa Tourism stall basis sample provided by Department of Tourism depicting event name, date etc.

Press Kits - Distribution of 200 press kits, packages, publicity material to the participants / visitors on all days as per sample.

Film Publicity - The successful bidder shall arrange one counter fully equipped with LED television of a screen size 50 inchesor more, along with laptop, connecting wire and pen drive to screen material Display of 10-15 minutes duration film on Goa Tourism (film will be provided by Department of Tourism).

The successful bidder shall release a quarter page advertisements each in any leading local daily 1 day prior to the event date and on the first day of the event regarding Goa tourism and its presence at the event. The successful bidder shall prepare artwork of the advertisement and get it approved from Department of Tourism at least one week before release along with approval for newspaper in which advertisement is to be placed. An original copy of the newspaper wherein the advertisement appeared has to be provided during submission of the bill. The successful bidder shall arrange a Goan Food Court serving Goan products food. All ingredients including Gas cylinders, Utensils , cooking materials etc has to be arrange by the successful bidder

Report - After the event is over a detailed Report along with achievement, photo coverage of the event & brochures (hard & soft copy), 2 Nos. kit bags containing all the merchandise / souvenir item distributed at the Event, etc. has to be submitted to this office. The report should contain realistic recommendations for future endures, failure will result 5% of the contract amount.