Tender - Event Management

The specifications for the quote and requirements for the conference to be appointment of event management (EM) are as follows:

PLEASE QUOTE FOR 3000, 4000 AND 5000 DELEGATES

• Preparation of the HALLS A and B - seating arrangements and Stage setup as required . Halls A and B are the main convention center at CTC.
• Linking the Halls during the inauguration ceremony and if necessary during the plenary session during the morning sessions.
• The Inauguration ceremony on the day 1 will be attended by VIP with security protocols and the arrangements should be made to facilitate the same.
• The layout for the exhibition area in Halls 1,2 and 3 are given in the figure below. There will be three Lecture Halls also in the Hall 2 and 3 The partitioning for the Halls and the exhibition area have to be made by the Event Management Team - in accordance to safety measures.
• Provision of AV power supply and power supply to the exhibition area
• External Covered Shamiana for the registration area just before the admin office.
• There will be partitioning within the convention area outside the halls
• Security arrangements
• Volunteers for registration and may I help you
• Arrangements for the Inauguration and Banquet dinner.
• Arrangements for the Dining area in coordination with the caterers - coordination is vital.
• Coordination with the Registration committee
• Provision of Coffee kiosks in front of halls
• Provision of bottled water at vital areas.
• Hall volunteers to coordinate with hall managers.
• Preparation of Badges and barcode reading of the same
• Delegate kit disbursement during the conference.
• The registration area networking and personal to do the registration. Spot registration will also be done.
• All necessary Govt permissions for the conference
• Coordination of the Govenment secutity for the VIP inauguration ceremony on the 8th.
• External branding within the CTC. Internal Standees for program and signages
• Periodic sms and email to attendees
• Volunteers to contact faculty and make sure they are available at the correct place during the conference
• Volunteers to man the Preview rooms and facilitate slides being loaded.