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 International 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 International 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. The same to be arranged in case of Wedding Show

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 2-4 executives - 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 International 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).

Arraning Photography - for the entire duration of the event.

Printing and Distribution - 1000 copies19 pages brochures on Goa (500 copies in English and 500 copies in Country Language for distribution at the event). Out of 1000 copies in English, 200 copies have to be supplied to the Headquarters, 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 ) a) Maps- 1000 nos. b) Pens- 1000 nos. d) Pen drives – 200 nos containing new latest film on Goa, Goa trade presentation PPT and other marketing details as per approved sample properly encased in well labeled covers to be distributed to the buyers. Out of this, 50 nos of each have to be supplied to the Headquarters, Panaji.

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

Film Publicity - Display of 10-15 minutes duration film in DVD format on Goa Tourism (film will be provided by Department of Tourism), giving total details and information about the products on display which will be played throughout the duration of International tourism exhibition / mart, liaisoning with the local press, giving them hand outs about Goa Tourism for popularizing the same and ensuring good marketing opportunities to the TOURISM facilities. Atleast 10 local press releases to be part of the report.

Arrangements for Officials - Transfers of DEPARTMENT OF TOURISM / GTDC officials to and fro Airport to the hotel. Transportation of officials of Department/GTDC to and from the venue to the hotel on all the days.

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.