Tourism Department Tender
View complete overview of Goa Tourism Department Tender
Costs
EMD
Refer DocumentsDocument Cost
₹ 4,000Tender Fee
₹ 3,000
Summary
Appointment Of An Agency For Management Of Goa Tourism Stall In International Tourism Exhibition At Mitt 2025 And Roadshows
Description
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Contact
Tender Id
2025_DT_19518_1Tender No
4/1(269)/25-DT/4569Tender Authority
Tourism Department ViewPurchaser Address
-Website
http://http://tourism.gov.in/
GEM & Bid Advisory Services
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Documents
BOQ Items
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The Event Management Agency should strive to develop and operate a 100% paperless stall via visible QR codes for promotional documents / brochures, visual presentation of the destinations, VR zone, CRM software for recording visitor data / B2B meetings, e-maps, e-cards etc. in different languages as relevant to the location. (*Please Refer Tender For More Details)
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The Event Management Agencyshall prepare and submit an interim report at least 15 days in advance (*Please Refer Tender For More Details)
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The Event Management Agency shall arrange for 300 numbers of pen drives containing the Goa Tourism Film/ PPT provided by the Authority(*Please Refer Tender For More Details)
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The Event Management Agencyshall 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 15 days in advance(*Please Refer Tender For More Details)
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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(*Please Refer Tender For More Details)
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The Event Management Agency in co-ordination with PR agency shall also send invitations, book on-line appointments with top members of the media, travel and tour operators, trade members, outbound tour managers, top CEOs in the country, travel influencers etc. and any other party as specified by the Authority to ensure maximum attendance to the Goa Tourism stall, in the respective country(*Please Refer Tender For More Details)
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The Event Management Agency should ensure coverage of the Goa Tourism Stall during the event, Media Registrationand obtain Media badges, in case any Publishers, Editors, Journalists, Photographers, influencers, Broadcasters or Bloggers are attending to publicize the work of Goa Tourism(*Please Refer Tender For More Details)
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The Event Management Agencyshould engage a local PR agency in the respective city, who shall co-ordinate with Goa Tourism PR agency so as to contact important members of trade / media / travel operators and ensure presence of minimum 40-50reputed 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 (VVIP -10 Nos, VIP-50 Nos, Trade visitors – 500 Nos) as standardized / approved by the Authority, for the delegates. (*Please Refer Tender For More Details)
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The Event Management Agencyshall arrange a team of approx. 4-6 performing Artists for live performance on all days of the event in order to promote culture of Goa, as and when required.(*Please Refer Tender For More Details)
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The Event Management Agency shall construct the stall at Event space and should be complete in all respects at least 10-12 hours before opening of the event(*Please Refer Tender For More Details)
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The Event Management Agency shall create information counters at the Event depending on stall size and reserve 2 counters for DOT officials(*Please Refer Tender 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 stall(*Please Refer Tender For More Details)
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The Event Management Agencyshall create information counters at the Event depending on stall size and as approved by the Authority(*Please Refer Tender For More Details)
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The Event Management Agency shall make necessary arrangement of a secure storage area within the stall(*Please Refer Tender For More Details)
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The Event Management Agencyshall arrange one counter fully equipped with LED screen size 150 inches or more, along with laptop, connecting wire and pen drive to screen material(*Please Refer Tender For More Details)
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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 conference room with sufficient numbers of chairs, sofa and center tables for arranging meetings and liaising with buyers.(*Please Refer Tender For More Details)
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The Event Management Agency should place adequate numbers of Standees at the entrance of the exhibition area / stall as per the standardized design provided by the Authority(*Please Refer Tender For More Details)
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The Event Management Agencyshould make arrangement of Visible fascia for Goa Tourism & for all co-participants at the stall and visible signage for all participants/ co-exhibitors in the Pavilion(*Please Refer Tender For More Details)
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The Event Management Agency shall make necessary arrangement on the upper floor with adequate seating space in the form of chairs, sofa and center tables for arranging meetings(*Please Refer Tender For More Details)
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The Event Management Agency shall make arrangement of economy class Air Ticket, Accommodation, Visa fees, of one member only from Goa Tourism Board/TTAG/other Tourism Stakeholders, as approved by Government. (*Please Refer Tender For More Details)
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The Event Management Agency in co-ordination with PR agency shall on board one social media influencer from the visiting country(*Please Refer Tender For More Details)
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The EMA shall arrange for transportation of the personnel of the Authority to and from the Hotel and Event venue.(*Please Refer Tender For More Details)
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Availability of a water dispenser and coffee wending machine equipped with all required materials to enable Goa Tourism officials to undertake interactions / meetings in the stall.All other organizational charges relating to pavilion shall be borne by the Event Management Agency(*Please Refer Tender For More Details)
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The Event Management Agencyshall arrange for a visitor book / e-Book to be placed at the stall entrance along with facility for collecting visitors’ cards; it shall transcribe these details in a spreadsheet format and provide the same in soft copy format to the Authority along with the report.(*Please Refer Tender 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.(*Please Refer Tender For More Details)
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The Event Management Agencyshall provide sufficient dustbins at the stall. The Event Management Agencyshould also make provisions to undertake timely cleaning / housekeeping of the stall during the Event at least one time in the day and ensure that the stall is kept clean through the day(*Please Refer Tender For More Details)
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The Event Management Agency shall deploy well-dressed and courteous 2-4 nos of personnel with good communication skills at the Event to assist the personnel of the Authority at the Event and the stall. The personnel of the Event Management Agency shall coordinate with the Embassy personnel, media, trade, tour operators, influencers, etc. (*Please Refer Tender For More Details)
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The Event Management Agencyshall liaise with caterers, audio-visual technicians, decorators and other vendors for providing any services for the setup, operation and maintenance of the stall(*Please Refer Tender For More Details)
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The Event Management Agencyshall resolve any unexpected challenges that may arise during the Event, swiftly and effectively. (*Please Refer Tender For More Details)
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The Event Management Agencyshall monitor the schedule for meetings and appointments with the members of the media, travel and tour operators, trade members, outbound tour managers, etc(*Please Refer Tender For More Details)
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The personnel of the Event Management Agencyshall assist visitors to the stall and resolve any 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 needs(*Please Refer Tender For More Details)
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During the event, the Event Management Agencyshall collect feedback from visitors to the stall(*Please Refer Tender For More Details)
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Agency will hand over the publicity material (map, pen, key chain, broucher,canvas bags etc. 500 each and Kunbi shawl 50 Nos) to the person/ agency at the place, directed by Goa Tourism Officials (as and when required).(*Please Refer Tender For More Details)
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Dismantling of the stall and its cleanup after the Event as per the timelines communicated by the Event Organizers / event website(*Please Refer Tender For More Details)
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After the Event is over, the Event Management Agency shall send an email to all attendees thanking them for attending the event as per draft approved by Authority within 10-12 days of the event and maintain a database (soft copy) of contact information for future marketing efforts.(*Please Refer Tender For More Details)
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The Event Management Agencyshall prepare and submit a detailed event Report as per scope of work of tender 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(*Please Refer Tender For More Details)
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The Event Management Agency may also suggest on points of improvement for participation in similar events in future(*Please Refer Tender For More Details)
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Roadshow:Complete arrangement of venue for the Roadshows in a suitable and convenient five star/equivalent star category location for full day, as mentioned above, followed by extensive discussions with the members of the media, travel and tour operators, outbound tour managers etc (*Please Refer Tender For More Details)
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The agency should print and distribute e-invitation cards on behalf of Goa Tourism to all invitees including the offices of Indian Embassy and the Regional India Tourism Offices, if any and the media (*Please Refer Tender For More Details)
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Agency will have to contact major tour operators, media, send e invites, for the events as to ensure maximum attendance of atleast 50 travel operators/media persons per venue (*Please Refer Tender For More Details)
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The Event Management Agency should strive to develop and operate a 100% paperless event via visible QR codes for promotional documents / brochures, visual presentation of the destinations, VR zone, CRM software for recording visitor data / B2B meetings, e-maps, e-cards etc. in different languages as relevant to the location. (*Please Refer Tender For More Details)
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The Event Management Agency shall prepare and submit an interim report immediately after issue of work order/offer letter in advance (*Please Refer Tender For More Details)
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The Work Plan along with the timelines to execute the roadshow and logistics involved(*Please Refer Tender For More Details)
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The list of items to be installed during the event along with the list of equipment for VR zone, televisions for effectively showcasing Goan elements during the event day(*Please Refer Tender For More Details)
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The Event Management Agency shall develop and present a marketing plan to the Authority, at least 15 days prior to the scheduled event, to promote Goa Tourism before, during and after the event.(*Please Refer Tender For More Details)
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Intimation and co-ordination with respective Indian Embassies/Goan Diaspora to seek their inputs related to travel, organizing B2B meetings with top CEOs, Tourism industry professionals, trade members, Tour & Travel agencies, Media houses, educational institutes etc. for promotion of Goa as a prominent tourism destination.(*Please Refer Tender For More Details)
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Plan for maximizing the attendance to the Goa Tourism Stall such as inviting embassy personnel, top media, top CEOs of the region, trade members, influencers etc(*Please Refer Tender For More Details)
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In coordination with the Goan Diaspora/Trade representatives/Embassy, the Event Management Agency shall arranged for VC/B2B meetings, Government to Government high level meetings, Government to Business high level meetings with CEO, MD, Directors, Decision making authorities, etc.(*Please Refer Tender For More Details)
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Event management agency shall provide a list of all meetings scheduled in the event to the Authority and post approval from the Authority, the event agency shall be required to make timely bookings of the finalized meetings that Goa Tourism officials wish to attend to promote Goa Tourism(*Please Refer Tender For More Details)
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The Event Management Agency shall obtain all required statutory permissions related to organization of roadshow in the respective host country and submit copies of the same to the Authority(*Please Refer Tender For More Details)
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The Event Management Agency shall assist co-exhibitors to conduct meetings(*Please Refer Tender For More Details)
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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(*Please Refer Tender For More Details)
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The Event Management Agency in co-ordination with PR agency shall also send invitations, book on-line appointments with top members of the media, travel and tour operators, trade members, outbound tour managers, top CEOs in the country, travel influencers etc(*Please Refer Tender For More Details)
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The Event Management Agency should ensure coverage of the Goa Tourism roadshow during pre-event, during the event and post event by inviting Publishers, Editors, Journalists, Photographers, influencers, Broadcasters or Bloggers are attending to publicize the work of Goa Tourism(*Please Refer Tender For More Details)
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The Event Management Agency should engage a local PR agency in the respective city, who shall co-ordinate with Goa Tourism PR agency so as to contact important members of trade / media / travel operators and ensure presence of minimum 40-50 reputed trade members / media during the entire duration of the event (*Please Refer Tender For More Details)
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The Event Management Agency should place adequate numbers of Standees at the entrance of the exhibition area / stall as per the standardized design provided by the Authority(*Please Refer Tender 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 stall and visible signage for all participants/ co-exhibitors in the roadshows(*Please Refer Tender For More Details)
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The Event Management Agency shall make arrangement of economy class Air Ticket, Accommodation, Visa fees, of six members from Goa Tourism Board/TTAG/other Tourism Stakeholders/DMCS, as approved by Government. The cost is to be reimbursed as actual.(*Please Refer Tender For More Details)
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Visitor’s book and card collection box has to be arranged by the agency.(*Please Refer Tender For More Details)
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Cultural programme on Goan theme to be arranged for duration of 90 minutes at the venue comprising off our performers, musicians etc. and all other related arrangements for the performance will be done by the agency i.e. sound, lights, etc.(*Please Refer Tender For More Details)
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15 course buffet Dinner will have to be arranged for a minimum of 75 members of trade and fraternity at the roadshow venue(*Please Refer Tender For More Details)
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Arranging / managing transportation to and from the venue to the hotel on all the days(*Please Refer Tender For More Details)
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Transportation to and from the Airport of Goa Tourism officials. One car has to be provided for officials of Goa Tourism on all days.(*Please Refer Tender For More Details)
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Arranging gifts, souvenirs, tote bags, publicity material for a minimum of 75 tour and travel operators and media persons visiting road show, as per approved sample. Tote bags will contain the following- brochures, Caps, Film CD / Pen drives on Goa, pens,souvenirs and gifts as per sample(*Please Refer Tender For More Details)
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Arranging laptop, LCD projector, and screen and Internet connection at the venues(*Please Refer Tender For More Details)
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EMA should arrange Goan food and cashew feni for tasting during the event(*Please Refer Tender For More Details)
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If the agency gets less than 50 tour planners/media members at the venue for the whole day then there will be penalties imposed on the agency@ Rs Twenty five thousand per agent/media pax absent(*Please Refer Tender For More Details)
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Paying all the fees and charges due to the exhibitors ,statutory fees, customs charges, etc(*Please Refer Tender For More Details)
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After the Event is over, the Event Management Agency shall send an email to all attendees thanking them for attending the event as per draft approved by Authority within 10-12 days of the event and maintain a database (soft copy) of contact information for future marketing efforts.(*Please Refer Tender For More Details)
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The Event Management Agency shall prepare and submit a detailed event Report as per scope of work of tender 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. (*Please Refer Tender For More Details)
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The Event Management Agency may also suggest on points of improvement for participation in similar events in future(*Please Refer Tender For More Details)
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Packaging—includes packaging of all Goa Tourism material in cartons corrugated boxes, bubble packing, coordinating with Courier agency and ensuring safe arrival of the cargo road show venue. After the exhibition the balance material, if any shall be safely transported back to Panaji,Goa(*Please Refer Tender For More Details)
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Arrangement of one professional photographer and videographer(*Please Refer Tender For More Details)
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Paying space rent, coordinating with the organizers and confirming allotment of space in a suitable star hotel(*Please Refer Tender For More Details)
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Interior decoration and structures –Theme shall be as per drawings enclosed(*Please Refer Tender For More Details)
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Distribution of 100 Goan branded caps for publicity. (As per enclosed sample).(*Please Refer Tender For More Details)
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Free distribution of 100 nos Goa branded T Shirts with Goa tourism logo and website mentioned on it for Goa branding and publicity for visitors in respective cities(*Please Refer Tender For More Details)
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Distribution of 100 Nos. press kits, packages, publicity material to the participants(*Please Refer Tender For More Details)
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Printing of 150 nos brochures as per sample(*Please Refer Tender For More Details)
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Collected data of invitees and handed over to GOATOURISM for follow up(*Please Refer Tender For More Details)
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A space with adequate chairs, sofas and center tables for arranging meetings and Liaoning with the buyers should be arranged in the roadshow venue(*Please Refer Tender For More Details)
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Arranging two executives and one Master of Ceremony with good knowledge of English and local language/ communication skills at the venue during the entire duration of the event(*Please Refer Tender For More Details)
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Publicity – Display of 10-15 minutes duration film in DVD format on Goa Tourism(film will be provided by GOATOURISM),giving total details and information about the products on display which will be played throughout the duration of International tourism Roadshows (1000) 200 nos Goa tourism branded pen drives containing Goa Tourism Film.printing of flex posters to be fixed on the backdrop (5nos),arranging buyer seller meet, interaction session with press, undertaking publicity in various media.(*Please Refer Tender For More Details)
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Agency will have to contact buyers prior to the show and organize their visit to the show.(*Please Refer Tender For More Details)
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After the event is over, the agency has to hand over the remaining brochures, kitbag, souvenir item, etc. to this office at Panaji(*Please Refer Tender For More Details)
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The successful bidder shall prepare interim report which shall comprises of Artwork preparedfortheRoadshows(*Please Refer Tender For More Details)
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The successful bidder shall prepare and submit a detailed event Report to the Department ofTourism along with the achievement, photo coverage, visitor details and video coverage of theeventandbrochures(hardandsoftcopy),kitbag,souveniritem,etc.BalancestockofsouveniritemsaretobehandedovertoDepartmentofTourism(*Please Refer Tender For More Details)
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The successful bidder shall make sure that the items mentioned above are produce for verification at Department of Tourism, Patto, Panaji at least 5 days prior to transportation of thematerialfromGoa.(*Please Refer Tender For More Details)
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