Tourism Department Tender
View complete overview of Goa Tourism Department Tender
Costs
EMD
0Document Cost
₹ 4,000Tender Fee
₹ 3,000
Description
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Contact
Tender Id
2025_DT_19401_1Bid Award Id
ViewTender No
4/3(207)25-DT/4526Tender Authority
Tourism Department ViewPurchaser Address
-Website
http://http://tourism.gov.in/
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Documents
BOQ Items
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The Event Management Agencyshall prepare and submit an interim report at least 7 days in
advance which shall comprise
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The Event Management Agency shall arrange for adequate numbers ofpen drive/ digital
souvenirs containing the Goa Tourism Film provided by the Authority
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The Event Management Agency shall prepare designs for the promotional material comprising of e-brochures, digital flyers, standees, e-business cards and any other marketing
material and ensure that these deliverables are approved by the Authority at least 7 days in advance
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The Event Management Agency is required to arrange transportation of all the publicity
materials from Goa to the event and back, including packing and forwarding along with
arranging display of the material at the Event
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The Event Management Agency shall obtain all required statutory permissions related to
construction & operation of the Goa Tourism Pavilion in the respective event location and submit copies of the same to the Authority
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The Event Management Agency shall also send invitations, book on-line appointments with
top members of the media, travel and tour operators, trade members, outbound tour managers, travel influencers etc. and any other party as specified by the Authority to ensure maximum attendance to the Goa Tourism Goa Tourism Pavilion
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The Event Management Agency should ensure coverage of the Goa Tourism Pavilion for the duration of the event and Media Registration & obtain Media badges, in case any Publishers,Editors, Journalists, Photographers, influencers, Broadcasters or Bloggers are attending to publicize the work of Goa TourismPlease Refer tender documet for more details
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The Event Management Agencyshould engage a local PR agency in the respective city so as
to contact important members of trade / media / travel operators and ensure presence of
minimum 40-45reputed trade members / media during the entire duration of the event and to
schedule the meetings with the trade members and Goa Tourism officials
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The Event Management Agency shall procure the gift hampers,as standardized / approved by
the Authority, for the delegates.The said gift hampers, which effectively highlights the Goan
culture, shall be designed to suit various types of delegates.The number of such delegates
shall be approved by the Authority 7 days in advance
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The Event Management Agencyshall arrange a team of approx. 10-15 performing Artists in
order to promote culture and folk dances of Goa,
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The Event Management Agency shall construct the Goa Tourism Pavilion at the venue and should be complete in all respects at least 10- 12 hours before opening of the event Please Refer tender documet for more details
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The Event Management Agency shall coordinate with the Event Organizers and ensure that
there is availability of ample lighting, electricity sockets, internet connectivity etc. as required
for proper functioning of the Goa Tourism Pavilion
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The Event Management Agencyshall create information counters at the Event depending on
Goa Tourism Pavilion size and as approved by the Authority.(Minimum 10 counter and maximum 20 counters)
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The Event Management Agency shall create information counters at the Event depending on
Goa Tourism Pavilion size and reserve 4 counters for DOT officials
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The Event Management Agency shall make necessary arrangement of a secure storage area within the Goa Tourism Pavilion. The storage area should have individual storage compartments for all participants / co-exhibitors
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The Event Management Agency shall arrange one counter fully equipped with LED screen
no less than 150 inches along with sound distributed throughout the pavilion, along with laptop, connecting wire and pen drive to screen material
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The Event Management Agency shall coordinate with the Event Organizers and arrange for a
space with adequate seating space in the form of chairs, sofa and centre tables for arranging
meetings and liaising with buyers
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The Event Management Agency should place adequate numbers of Standees at the entrance
of the exhibition area / Goa Tourism Pavilion as per the standardized design provided by the Authority. Please Refer tender documet for more details
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The Event Management Agency should make arrangement of Visible fascia for Goa Tourism
& for all co-participants at the Goa Tourism Pavilion and visible signage’s for all participants/ co-exhibitors inthe Pavilion
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Availability of a refrigerator, water dispenser and coffee wending machine equipped with all
required materials to enable Goa Tourism officials to undertake interactions / business meetings in theGoa Tourism Pavilion.All other organizational charges relating to pavilion shall be borne by the EventManagement Agency
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Designing and printing of 10000 high quality four colours’ booklets and printing of 30000 four colours’ brochuresPlease Refer tender documet for more details
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Provision of 2000 Nos. cotton/Jute bags, branded with Goa Tourism logo to VIP visitor’s including bureaucrats from other States, guests, media etc. depicting event name. Also arrangement of 1000 branded pens/caps branded with Government of Goa Tourism logo for distribution among general public visiting to Goa tourism pavilion.Please Refer tender documet for more details
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Provision of 500 souvenir/gift hampers to be presented to VVIPs/delegatesPlease Refer tender documet for more details
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In Goa Tourism Pavilion provision of Metal Detector, CCTV Camera, Fire extinguisher, Appointment of Security Personnel etcPlease Refer tender documet for more details
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Cultural performances depicting the traditional Goan folk art for minimum two hours every day with performance scheduled at the Goa tourism Pavilion Please Refer tender documet for more details
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Manpower Please Refer tender documet for more details
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Local transport to the contingent travelling to and fro from the accommodation to venue and back for the Tourism officials, staff and handicrafts artisans (total not more than 25 persons) on duty for the entire duration of the event Please Refer tender documet for more details
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EMA to arrange of entry passes, Identity cards etc. to the Tourism officials, staff, Artisans, VVIP, VIP’s protocol during IITF period Please Refer tender documet for more details
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One suitable day to be selected during the event period and call it the Goa Day at the Goa tourism Pavilion and invite travel & tour operators, media, bloggers, influencers for an exclusive presentation, Business Meetings interaction and networking evening over Hi-tea service. This exclusive activity can be organised within the Goa Tourism Pavilion or within the Suraj Kund festival complex at a suitable and convenient hall. All the delegates to be given a tote bag with pen drive, pen, cap, T shirt, broacher, key chain to a minimum of 50-75 nos that are invited.Please Refer tender documet for more details
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The Event Management Agencyshall arrange for a visitor book / e-Book to be placed at the
Goa Tourism Pavilion entrance along with facility for collecting visitors’ cards; it shall transcribe these details ina spreadsheet format and provide the same in soft copy format to the Authority along with thereportPlease Refer tender documet for more details
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High speed internet connectivity to be provided at the Virtual Reality Zone along with chairs
that have enough feasibility to provide viewers to have a great experience on Goa. The
attendees shall be formed part of the report
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The Event Management Agency shall provide sufficient dustbins at the Goa Tourism Pavilion. The Event Management Agency should also make provisions to undertake timely cleaning /housekeeping of the pavilion during the Event at least one time in the day and ensure that the Goa Tourism Pavilion is kept clean through the dayPlease Refer tender documet for more details
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The Event Management Agency shall deploy well-dressed and courteous personnel with good communication skills at the Event to assist the personnel of the Authority at the Event and the Goa Tourism Pavilion. The personnel of the Event Management Agency shall coordinate with the media, trade,tour operators, influencers, etc.apart from Event Organisers and personnel of the Authority and ensure that all aspects of participation of Goa Tourism in the Event are executed as plannedPlease Refer tender documet for more details
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The Event Management Agencyshall liaise with caterers, audio-visual technicians, decorators and other vendors as appointed by the Event Management Agency for providing any services for the setup, operation and maintenance of the Goa Tourism Pavilion. The Event Management Agency shall monitor the overall operation of the Goa Tourism Pavilion during the Event and ensure that all parties adhere to the agreed-upon contracts and timelinesPlease Refer tender documet for more details
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The Event Management Agency shall resolve any unexpected challenges that may arise
during the Event, swiftly and effectively. The personnel of the Event Management
Agency shall be equipped to handle challenges such as technical issues, managing lastminute changes or addressing other problems to ensure the smooth operation of the Goa Tourism Pavilion.Please Refer tender documet for more details
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The Event Management Agency shall monitor the schedule for meetings and appointments
with the members of the media, travel and tour operators, trade members, outbound tour managers, etc. and any other party as specified by the Authority and ensure that all activities are running according to the schedule.Please Refer tender documet for more details
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The personnel of the Event Management Agency shall assist visitors to the Goa Tourism Pavilion and resolveany inquiries or concerns they may have. They should provide information about Goa Tourism, provide the various promotional material to the visitors, manage registration and address any other visitor needsPlease Refer tender documet for more details
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Travel arrangements of the handicraft artisans (minimum 10 nos) has to be arranged by the EMA – Goa – Surajkund – Goa with food and refreshments during the journey. The EMA has to provide standard accommodation, all meals and refreshments and drinking water throughout the duration of the festivalPlease Refer tender documet for more details
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PUBLICITY CAMPAIGNPlease Refer tender documet for more details
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The EMA has to distribute information kits in canvas bags / folders - on Goa to visitors, Dignitaries, VVIP’s &VIPs throughout the period of the mela Please Refer tender documet for more details
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The EMA has to also arrange press kits to be distributed to the media and trade visitors with a Goa souvenir included in a canvas bag. over the 15 days of the melaPlease Refer tender documet for more details
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During the event, the Event Management Agencyshall collect feedback from visitors to the
Goa Tourism Pavilion. The feedback can be gathered through surveys, comment cards or on-site interviews and shall form part of the event report. The agency is encouraged to use digital platforms for the samePlease Refer tender documet for more details
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Agency will hand over the publicity material and kit bags etc. to the person/ agency at the
place, directed by Goa Tourism Officials Please Refer tender documet for more details
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The agency should ensure that all its liabilities including that of ff/volunteers/contractors/equipment/material etc. and especially third-party liabilities are covered by a suitable insurance policy. The details of this policy will be intimated to the Director, Department of Tourism as soon as the same is finalized. The agency shall fully be held responsible for any fire or other calamity and Department of Tourism shall not bear any responsibility in this regard. The agency shall therefore make available the necessary firefighting equipment’s and personnel to deal with any such incidentPlease Refer tender documet for more details
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Dismantling of the Goa Tourism Pavilion and its cleanup after the Event as per the timelines communicated bythe Event OrganizersPlease Refer tender documet for more details
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After the Event is over, the Event Management Agencyshall send an email to important Trade and media attendees thanking them for attending the event as per draft approved by Goa Tourism within ten days of the event and maintain a database of contact information for future marketing efforts.The compliance of this shall form part of event report Please Refer tender documet for more details
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The Event Management Agencyshall prepare and submit a detailed event Report to the
Authority along with the impact of the event, achievements, photo coverage, visitor details
and photos, video coverage of the event, brochures (hard and soft copy), kit bag, Gift
Hamper, souvenir items, etc. Balance stock of souvenir items / gift hampers is to be handed
over to the Authority. The report shall also include the list of attendees, meetings undertaken,
learning’s from the event,and anticipated impact of the event onoveralltourism scenario of
Goa.Please Refer tender documet for more details
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