Urban Infra Group is pleased to invite Expressions of Interest (EoI) from experienced event management agencies for the successful execution of the 5th edition of RailTrans Expo 2025. This premier event is an expo-cum-conference and award program that will feature approximately 100 Octonorm booths and 25 customized booths in the exhibition hall. The selected agency will be responsible for the end-to-end management of the event, ensuring a seamless and professional experience for exhibitors, attendees, and stakeholders.
Event Details:
- Event Name: RailTrans Expo 2025 (5th Edition)
- Dates: 25th & 26th June 2025
- Venue: Bharat Mandapam, Pragati Maidan, New Delhi
- Event Type: Expo-Cum-Conference and Award Program
- Exhibition Setup: 100 Octonorm booths & 25 Customized booths
1. Scope of Work
The selected agency will be expected to provide the following services:
1.1 Conference Management
- Planning and execution of the conference sessions, including scheduling and agenda management.
- Speaker coordination, including invitations, confirmations, travel arrangements, and on-site assistance.
- Venue setup with appropriate AV and technical equipment, ensuring high-quality presentations and discussions.
- Development and distribution of conference materials, including brochures, agendas, and name tags.
- Live streaming and recording services (if required).
- Management of panel discussions, Q&A sessions, and VIP seating.
1.2 Exhibition Management
- Booth allocation and layout planning for 100 Octonorm and 25 customized booths.
- Coordination with exhibitors for setup, logistics, and dismantling.
- Vendor management for exhibition infrastructure, including stall construction, branding, furniture, lighting, and signage.
- On-site exhibitor support and troubleshooting during the event.
- Security and crowd management to ensure smooth operations within the exhibition area.
1.3 Registration Management (Online and On-Site)
- Development of an online registration page/portal for exhibitors, delegates, and attendees.
- Pre-event registration support and database management.
- On-site registration setup, including kiosks, badge printing, and QR code scanning.
- Integration of registration with access control and event app (if applicable).
- Customer support for registration queries and troubleshooting.
1.4 Transport Management
- Arrangements for cab or shuttle services between designated hotels and the event venue.
- Coordination of airport transfers for VIP speakers and key stakeholders.
- Dedicated transport arrangements for event staff and logistics teams.
- Traffic and parking management to ensure smooth vehicle movement at the venue.
1.5 Accommodation Management
- Negotiation and booking of hotel accommodations at preferred rates in nearby hotels.
- Coordination of room allocations based on participant preferences and requirements.
- 24/7 concierge service for guest support during the event.
- Liaison with hotels for check-in/check-out coordination and special requests.
2. Eligibility Criteria
Interested agencies must meet the following criteria:
- A minimum of five (5) years of experience in managing large-scale exhibitions and conferences.
- Proven track record of successfully executing similar events in the transport, infrastructure, or related industries.
- Strong vendor network and partnerships for logistics, venue setup, and hospitality services.
- In-house capability for online registration and digital event solutions.
- Adequate manpower and resources to execute the event efficiently.
3. Submission Requirements
Interested agencies are requested to submit their EoI with the following details:
- Company profile, including relevant experience and past projects.
- Approach and methodology for managing RailTrans Expo 2025.
- Proposed team structure and key personnel profiles.
- List of services offered along with technological capabilities.
- Case studies or testimonials from previous clients.
- Financial proposal (indicative budget, cost structure, and payment terms).
4. Submission Deadline and Contact Details
All proposals must be submitted via email to bd@urbaninfragroup.com by or before 28th February 2025.
We look forward to receiving your proposals and collaborating for a successful RailTrans Expo 2025.
Thank you,
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