Prequalification of Event Management Compnaies

4.1. The Event Management Company is being envisaged a One Window solution provider which will be responsible from curating the event till its execution. In case of any issues with sub-contractors / out-sourced company, Lok Virsa will lay responsibility on event Management Company. 4.2. Undertaking of musical, cultural, literary events, concerts or workshops/classes, art exhibitions including their logistical arrangements like tables, chairs, lounges, carpets, candles, flowers, rugs and allied materials. 4.3. Décor/ambiance of sites or any other place where event is being held as per theme of the event in consultation with Lok Virsa. 4.4. Company will share a tentative layout plan of the event in advance with Lok Virsa so that dynamics of the work plan could be analyzed. 4.5. Stage setup including creative designing, backdrop Panaflex setting & high quality SMD screens of all sizes. 4.6. Availability of best sound system including digital mixer, Line Array, SP4 speakers, echo monitors, amplifiers, graphic equalizers, goose neck/hand-held/wireless mics. Also on-site emergency backup arrangements in case of main equipment failure. 4.7. Availability of best Sound technician at Lok Virsa for every event where sound system is deployed. 4.8. Truss and lights arrangement as per event requirement with option of switching off/on individual lights. 4.9. In case items are out-sourced by the Event Management Company, responsibility for their functioning and quality will be sole responsibility of Event manager and not the owner of equipment. 4.10. Relationship management with renowned/acclaimed singers, musicians, artisans, hosts, stage play/theatre companies, PTV, PNCA, Radio Pakistan, private production houses, media companies for procuring best possible solution to Lok Virsa. 4.11. Graphic designer to be available for designing banners, standees, rostrum skins, backdrops, passes, tickets, creating Facebook posts including video clips/trailers/intros for social media, designing E-invites for various events. 4.12. Designing and printing of brochures for distribution amongst members and guests at the event. 4.13. Professional photographer and video recorders availability including video cutters for covering 2-3 cameras for live display of performers and participants on main screen. 4.14. Providing photos and videos within 24 hours of the event to Lok Virsa. 4.15. Assignment of 1 focal person for each event to keep 24/7 contact with Lok Virsa including any pre event meeting, script sharing, rehearsals etc. 4.16. Preparation of any special souvenir or memento on behalf of Lok Virsa to be given to performing artist or other guests. 4.17. In case of boarding/lodging of artists not possible in Lok Virsa, event Management Company would manage it at some decent guest house/hotel including transportation. 4.18. Payment will be made post event via cheque after deducting prevalent taxes. 4.19. In case of any miss handling/commitment not fulfilled or failure of equipment during the event, monetary penalty shall be imposed in the shape of fine, deductible from main bill. A warning letter shall also be issued. 4.20. In case any issue needs arbitration, say of Administrator Lok Virsa will be the final word. 4.21. A post event de-briefing meeting shall be held between event manager and Lok Virsa/committee members to assess rights and wrongs during the event and take corrective measures accordingly for future. 4.22. Only companies fully equipped and experienced in providing all segments of these requirements should submit their EOI mentioning their resources for these services, as well as references/video clips of three recent similar events managed by them. Companies not meeting these criteria will not be shortlisted for the tender for these services