Prepare Invitation to Bid for Event Management Companies to participate in FIRSTEVER Bidding process of Annual Convention for NAR - INDIA 2013

1. INVITATION TO BID
TO DATE: 10th December 2012
INTERESTED COMPANIES
REFERENCE : ITB/NAR-I/12/2012
“EVENT MANAGEMENT SERVICES FOR
5TH CONVENTION OF NAR- INDIA – 2013 “
Dear Sir/Madam,
1. NAR- INDIA hereby solicit your BID for the “Event Management Services for
5th Convention of NAR- India – 2013” in accordance with the specifications, terms and
conditions stipulated herein
2. To enable you to submit a bid, please find enclosed
a. Annexure I : Memo to Bidder
b. Annexure II: Instructions To Bidder
c. Annexure III: Procurement Specification to vendors
d. Annexure IV: Bid Submission Form
e. Annexure V: Technical Bid
f. Annexure VI: Commercial Bid
g. Annexure VII: Event Management Agreement
h. Annexure VIII: Terms of Reference.
3. Interested bidder may obtain the further information and bid clarification at website of
NAR- INDIA i.e. www.narindia.com or with
Contact Person: Mr. Anand Adawadkar
Co-Ordinator (NAR – INDIA Convention 2013)
Address: 120-122 siddharth Complex
RC Dutt Road Vadodara 05
Mobile: + 91 9726852299
Phone: 91-265-2324792 / 3290833
Fax: 91-265-2351827
Email: anand@comfortrealtyindia.com

2. 4. Bids must be received by NAR- INDIA at the address of above mentioned address not
later than 30th December 2012 6:00 PM (Local Time). Late Bids shall be rejected.
Bid shall be marked as followed
----------TENDER – DO NOT OPEN----------
NAR- INDIA
ATTN: SECRETARY NAR- INDIA 2012
120-122 siddharth Complex
RC Dutt Road Vadodara 05
ITB/NAR-I/12/2012
“EVENT MANAGEMENT SERVICES FOR
5TH CONVENTION OF NAR- INDIA – 2013 “
5. Bid will be Opened on 05th January 2013 at 6:30 PM hours (Local Time) at
Hotel Hindustan International
235/1, AJC Bose Road,
Kolkata.
6. This letter is not to be construed in any way as an offer to contract with your firm
7. All rights to accept or Reject any or all Bids lies with the National Association of
Realtors –India.
With best wishes,
For National Association of Realtors – India (NAR-INDIA)
Sachin Shroff
President Elect
120/121, Siddharth complex
R C Dutt Road, Alkapuri,
Vadodara-390005
Mobile: - +919824250210
Landline: - 0265-2324792/ 3290833
Fax- 0265- 2351827
Email- presidentelect@nar-india.com
website- www.narindia.com

3. Annexure I
MEMO TO BIDDERS
EXAMPLES OF BID REJECTION
Bids and proposals have been rejected at the submission stage or found to be technically
non-compliant due to errors in presentation and failure to follow bidding instructions.
The invitation to Bid/request for proposal contains detailed instructions for preparation
and submission that need to be followed carefully.
Below are some of the more common examples of why bids or proposals are rejected by
NAR- INDIA.
Bidders are urged to read before submission and to check their bid confirms to each of
these points and the instructions as noted in the bidding documents.
1. Late Submission. The bid is handed in after the deadline for submission.
2. Bids NOT submitted to the correct physical address.
3. The bid/proposal NOT signed as per the instructions of NAR- INDIA
4. Insufficient documents have been provided.
5. Documents provided are NOT in ENGLISH. Documents such as Registration of
the organization or financial information about the organization may be submitted
in other than ENGLISH language.
6. Documents provided NOT directly address each points of the evaluation criteria
7. Bids did NOT offer services which have been specially requested by NAR-
INDIA in the terms of Reference.
The above examples illustrate some error which may be made by the bidders. This is a
partial list. The Bidding Documents contains the full list of instructions relevant to each
particular bid and should be followed carefully.

4. Annexure II
INSTRUCTIONS TO BIDDERS
PROCUREMENT OF
“EVENT MANAGEMENT SERVICES FOR 5TH CONVENTION OF NAR- INDIA – 2013”
A. Introduction
1. General: THE NAR- INDIA invites sealed bids for the procurement of
Event Management Services for 5th Convention of NAR- INDIA – 2013
2. Eligible Bidders:
Agencies having following minimum qualifications are hereby invited to
bid for the events on turnkey basis.
1. A minimum of 5 years experience in conceptualizing, designing,
and executing the projects on turnkey basis for organizing the
events of national repute.
2. A turnover of minimum Rs.5, 00, 00,000/- (Rs.5 crores) during the
preceding financial year i.e. 2010-11 for implementation of Event
Management Business in Real Estate Arena.
3. The bidder will have to produce the experience certificate or
equivalent having experience of completion of similar nature of
work.
4. Tenders without EMD will be rejected.
5. Bidder should have Full fledged Office in DELHI with Adequate
staff will be given PREFERENCE.
3. Cost of Bid: The bidder should bear all costs associated with the preparation
and submission of the Bid, and the NAR- INDIA will in no case be
responsible or liable for those costs, regardless of the conduct or outcome of
the solicitation.
B. Solicitation documents
4. Examination of solicitation documents: The bidder is expected to
examine all corresponding instructions, forms, terms and specification,
contained in the solicitation documents. Failure to comply with these
documents will be at the bidder’s risk and may affect the evaluation of bid.
5. Clarification of Solicitation Documents: A prospective bidder requiring
any clarification of the solicitation documents may notify NAR- INDIA in
writing at least Seven (7) days before the closing date.

5. 6. Amendments of Solicitation documents: No later than 2 two days prior
to the deadline for the submission of the bids, the NAR- India may, for
any reason, whether at its own initiative or in response to a clarification
requested by a prospective bidder, amend the solicitation documents. All
prospective bidders should regularly consult NAR- INDIA website
www.narindia.com more. In order to afford prospective bidders reasonable
time in which to take the amendments into account in preparing their
offers, NAR- INDIA may, at its discretion, extend the deadline for the
submission of bids.
C. Preparation of Bids:
7. Language of Bid: The Bid prepared by the bidder and all correspondence
and documents relating to the bid exchanged by the bidder and the NAR-
INDIA shall be written in ENGLISH.
8. Document Comprising the Bid:
The bid must comprise the following documents:
a. A Bid submission form
b. Technical Bid documents
c. Commercial Bid Documents
9. Documents to be submitted along with the bid for evaluation, eligibility
and qualification of bidder:
The bidder shall furnish evidence of its status as a qualified supplier. The
documentary evidence of the bidder qualifications to perform the contract if
its Bid is accepted shall be established to the NAR- INDIA satisfaction: that
the bidder has the financial, technical and production capability to perform
the contract. The bidders have to submit following documents along with the
BID,
a. Sample of Broachers, collateral, invitation card, Photographs, of the past
events for evaluation of designing and drafting skills
b. Detail company profile,(mentioning years in Business, senior
management’s profiles, trade license, TIN certificate, Bank information,
Testimonials)
c. Evidence to previous experience in similar works with detail information
on last 3 including the Name and contact of the client’s organization.
10. Bid Currencies/Bid prices:
All prices shall be quoted in Indian Rupees. The bidder shall indicate on
the appropriate price schedule the Unit Prices (where applicable) and total
bid price of the services it is providing under the contract.

6. 11. Period of Validity of Bids:
Bid shall remain valid till 5th January 2013 after the date of bid submission
prescribes by NAR- INDIA.
D. Submission of Bids
12. Format and signing of Bid: The bidder shall prepare TWO copies of the
Bid clearly making each “ORIGINAL BID” and “COPY of BID” as
appropriate. In the event of any discrepancy between them, the ORGINAL
shall govern. The TWO copies of the Bid shall be typed in indelible Link and
shall be SINGED by the bidder or a person or persons duly authorized to
bind the bidder to the contract. The Bid shall contain no interlineations,
erasures or overwriting except as necessary to correct errors made by the
bidder, in which case such correction shall be initialed by the person or
persons sighing the bid.
13. Sealing and Marking of Bid:
a. The bidder shall seal the original and each copy of the bid in separate
envelopes, duly marking the envelopes as “ORIGINIAL” and
“COPY”. The envelope shall then be SEALED in an outer envelope.
b. The inner and outer envelope shall:
(a.) Be addressed to NAR- INDIA at the address below
Attn: SECRETARY NAR - INDIA
C/o, Comfort Realty Pvt. Ltd.
120-122 siddharth Complex
RC Dutt Road Vadodara 05
c. The inner and outer envelope shall also indicate the NAME AND
ADDRESS OF BIDDER to enable the bid to be returned unopened in
case it is declared “LATE”.
d. It the outer envelope is not sealed and not marked; NAR- INDIA will
assume no responsibility for the bid’s misplacement or premature
opening.
14. Deadline for submission of Bids/ Late Bids.
a. Bid must be delivered to the specified address on or before
30th December 2012 6:00 PM (Local Time)
b. NAR- INDIA may, at its discretion, extend this deadline for the
submission of the bids by amending the bidding documents. In such

7. case all rights and obligation of NAR- INDIA and bidder previously
subject to the deadline will thereafter be subject to the deadline as
extended.
c. Any bid received by NAR- INDIA AFTER the deadline for submission of
bids will be REJECTED and returned unopened to the bidder.
15. Modification or withdrawal of bid: The bidder may withdraw its bid after
submission, provided that written notice to withdrawal is received by NAR-
INDIA prior to the deadline of the submission. No Bid may be modified after the
passing of the deadline for the submission of bid. No Bid may be withdrawn in
the interval between the deadline for submission of the bids and the expiration of
the period of Bid validity.
E. Opening and Evaluation of Bids:
16. Opening of Bids:
a. NAR- INDIA will open all Bids on 5th January 2013 at 7PM
(LOCAL TIME) at Kolkata.
Hotel Hindustan International
235/1, AJC Bose Road,
Kolkata.
b. The Bidder’s name, bid modifications or withdrawals, Bid prices,
discounts and such other details as the NAR- INDIA, at its discretion,
may consider appropriate, will be recorded at the opening. No Bid
shall be rejected at Bid opening, except for late bids, which shall be
returned unopened to the bidder.
c. NAR- INDIA will prepare MINUTES of the Bid OPENING.
17. Clarification of Bids: To assist in the examination, evaluation and
comparison of bid NAR- INDIA may at its discretion ask the bidder for the
clarification of its bid. The request for clarification and response shall be in
writing and no change in price or substance of the bid shall be sought,
offered or permitted.
18. Preliminary Examination:
a. Prior to detailed evaluation, NAR- INDIA will determine the
substantial responsiveness of each Bid to the Invitation to Bid. A
substantially responsive Bid is one which conforms to all the terms
and conditions of Invitation to Bid without any deviation.
b. NAR- INDIA will examine the Bids to determine whether they are
complete, whether any computation errors have been made, whether

8. the documents have been properly signed, and whether the bid is
generally in order.
c. Arithmetical errors will be rectified on the following basis: if there is a
discrepancy between the unit price and the total price that is obtained
by the total price and quantity, the unit price shall prevail and the total
price shall be corrected. If the Bidder does not accept the correction of
errors, its Bids will be rejected. If there is a discrepancy between
words and figure, the amount of words will prevail.
19. Evaluation of Bids: Determination of compliance with the solicitation
Documents is based on the content of Bids itself without recourse to extrinsic
evidence. The evaluation will be based on whether the technical specification
are “either /or “categories that lead to exclusion or inclusion. Following
criteria will be used for Bid evaluation.
No. Evaluation Criteria
1 EMD - Deposit of Required Amount of EMD of 1 Lac
2 Conformity to service to the service agreement
3 Creative sample is meeting required quality
4 Compliance with selection criteria
5 Appropriateness of the work plan which should include approach
and methodology of the events requirements.
6 Compliance with NAR- INDIA General terms and conditions.
7 Conformity to NAR- INDIA payment terms.
Total
F. Award of Contract
20. Award Criteria: NAR- INDIA will issue contract to the lowest price
technically qualified Bidder, provided an acceptable level of value for
money is achieved. NAR- INDIA reserves the right to accept or reject any
Bid to annul the solicitation process and reject all Bids at any time prior to
award of contract, without there by incurring any liability to the affected
Bidder (s) or any obligation to provide information on the ground for NAR-
INDIA’s action. The NAR- INDIA general terms and condition shall form a
part of contract should NAR- INDIA accept your Bid.
21. Notification of Award: NAR- INDIA will send the successful Bidder the
contract. The contract may only be accepted by supplier’s signing and
returning and acknowledgement of copy of it. Acceptance of this contract
shall effect between the parties under which the rights and obligations of the
parties shall be governed solely by the terms and conditions for contract.

9. 22. Signing of Agreement: The successful bidder will be required to sign the
Event Management Agreement annexed herein as Annexure without any
deviation in its terms and conditions immediately after notification.
23. Payment of Fees: The successful bidder will hand over the post dated
cheques/instruments for the payment of fees as per the clause number II and
Appendix – 1 of agreement as annexure

10. Annexure III
PROCUREMENT SPECIFICATIONS / REQUIREMENTS OF
“EVENT MANAGEMENT SERVICES FOR 5TH CONVENTION OF NAR- INDIA – 2013”
I. Service Specification: These specifications are to provide and indications of the
services required.
Item Description of Size/ Quantity
Services Required options/
Specification
VENUE ACCREDITED
5 STAR
Conference Room
with all state of art
facility, capacity to
accommodate
round table
arrangement for
55 – 60 Delegates
Banquet Facility
for minimum 1200
delegates
Press Room/ VIP
enclosure with the
capacity to
accommodate 50
people
Guest Rooms
FACILITIES/
EQUIPMENTS/COLLATERALS/
REQUIRED AT CONVENTION
HALL
Registration Tables
Standees
Banners
Backdrop (digital
PVC Print)
Welcome banner
(digital Print)

11. Thank You Banner
(digital print)
NAR- INDIA
Flags
Long Banners
(digital print at
right side of venue)
Name of Stall
(digital print with
wooden frame)
Long Banners
(digital print at
right side of venue)
STALL SETUP
Stall installation
(Prefabricated
Stall: 1 table, 3
chairs, 1 tube light,
1 power socket)
Fan (Stand Fan)
Food Area (with 6
tables, 24 chairs, 6
trash bags)
Indication board
(wooden structure
with digital print)
STAGE DESIGN
Main stage
Stair
Backdrop frame
Podium
Audio Visual
Production
DV Cam
Camera man
Remote Crane
Trolley
Ziv arm
Still photographer
with camera
On line panel

12. On line director
Director
Riser for video
camera
Video Editing
(should be TV
broadcasting
quality)
DV cassettes for 5
hour shooting
Projection System
Screen frame
Projector
LCD Monitor
Plasma
Lighting System
Lights
Moving Head
Scanner Lights
Animated Laser
Lights
Sound Systems
Speakers
Project mid high (2
pairs)
Speakers (1 pair)
Speakers
Sound Monitor
Scaffold 6 blocks
(set)
Satellite Stack
(surround sound
system) – 6 pairs
Micro Phone
Stage Effect
Acoustic treatment
to Control Echo
Communicator
(walk talky)
Inauguration
(scissor, ribbon,

13. Stand, garlands,
flower
arrangements,
Lighting Lamp
etc.)
MEMENTOS
30 mementos for
Guest/Speakers/
Press
100 for NAR -
INDIA General
Body
Members/Members
BANQUETS
Lunch( Veg & Non
Veg) for 2 Days for
minimum 1200
delegates
Dinner with
cocktails for 1 Day
for minimum 100
delegates One day
prior to Date of
Convention
Dinner with
cocktails for 1 day
for minimum 1200
delegates
Tea & Coffee with
snacks for 2 days
for 4 times for
minimum 1200
delegates
Drinking Water (
Mineral Water) for
2 Days for
minimum 1200
delegates
ENTERTAINMENT
For 100 people /
General Body
members and

14. volunteer for One
Evening
One Evening of
1200 delegates
ADVERTISEMENT/
PROMOTIONS/SALE/
Designing &
Printing of web
pages
Designing &
Printing of
Broachers
Designing &
Publishing of
news paper
advertisements
Designing &
Printing of
Invitation Cards
Designing &
Printing of
Programme Itenary
Designing &
Printing of ID
Cards for
delegates/GB
members/ VIPs
etc.
Designing &
Printing of
Standees/Banners/
Backdrops/
Stationary for
delegates/Pens
PHOTOGRAPHY & VIDEOGRAPHY
Photo and Video
shooting to cover
entire event for 2
days with
preparation of
1500 copies of
CDs

15. LOGISTIC MANAGEMENT
Appointment of
coordinators for
taking care of
Hotel Bookings
under different
categories for
delegates/Guest
/General body
members
Appointment of
coordinator for to
and fro
transportation
facilities from
airport for
delegates, General
body members and
guests.
MISCELLANEOUS (If needed detailed breakdown of all costs included under this
should be provided)
II. TERMS AND CONDITIONS:
Delivery Instructions:
1. CVs of still photographer, audio visual director and video
cameramen should be submitter along with quotations.
2. The vendor shall be responsible for coordinating among mass
media partners.
3. The video of the event should ensure TV broadcast quality
4. The sound system company hired for the conventions should
provide required quality of sound
5. Vendor shall also have to dismantle the stalls after the closure of
conventions.
Eligibility for Vendors
• Agencies having following minimum qualifications are hereby
invited to bid for the events on turnkey basis.

16. • A minimum of 5 years experience in conceptualizing, designing,
and executing the projects on turnkey basis for organizing the
events of national repute.
• A turnover of minimum Rs.5, 00, 00,000/- (Rs.5 crores) during the
preceding financial year i.e. 2010-11 for implementation of Event
Management Business in Real Estate Arena.
• The bidder will have to produce the experience certificate or
equivalent having experience of completion of similar nature of
work.
• Tenders without EMD will be rejected.
• Bidder should have Full fledged Office in DELHI with Adequate
staff will be given PREFERENCE.

17. Annexure IV
BID SUBMISSION FORM
Procurement of Event Management for 5th Convention of NAR- India – 2013
To,
Secretary
NAR- INDIA,
New Delhi.
Dear Sir/Madam,
Having examined the bidding documents, the receipt of which is here by duly acknowledge, we,
the undesired, offer to supply and deliver EVENT MANAGEMENT SERVICES for the 5th
Convention of NAR- INDIA – 2013, along with Demand Draft of Rs. 1,00,000/- Dated
____________________Drawn on _________________________.
We undertake, if our bid is accepted, to deliver in service in accordance with the delivery
schedule specify in the specification/requirement.
We agree to abide by this bid till 5th January 2013 from the date fixed for opening of bid in the
invitation to bid, and it shall remain binding upon us and may be accepted at any time before the
expiration of that period.
We understand that you are not bound to accept any bid you may receive.
Date this _____________ day of _________ (Year).
__________________________________________
__________________________________________
Signature
(In the Capacity Of)
Duly authorized to sign the bid
for and on behalf of ____________________________________________

18. Annexure V
TECHNICAL BID
No. Particular Details
1 Name of company
2 Address Of Company
3 Fully fledged Office Address in
DELHI with Number of Staff
(Preferred)
4 Year Of Establishment
5 Registration Number
6 Service Tax number
7 PAN Number
8 TIN Number
9 Annual Turn over Year 2010 – 2011 ___________________________
Year 2011 – 2012____________________________
Year 2012 – 2013 ____________________________
(* Please furnish Balance sheet duly certified by CA)
10 Number of Staff
a. Sales (Sponsorship) ______________Nos.
b. Sales (Delegates) ________________Nos
c. Designing________________Nos.
d. Administration____________Nos.
e. Accounts__________________Nos
f. Advertisement_______________Nos
g. Promotions_________________Nos
h. Logistics____________________Nos
i. Others____________________Nos
11 Past Experience Please furnish the details of Past Experience
12 Experience in Real Estate
Segment
13 List of Major Clients
Note: Please submit your profile along with Testimonials

19. Annexure VI
COMMERCIAL BID
To,
Secretary
National Association of Realtors – INDIA.
We agree to pay a sum of Rs. __________________ against the fees payable to NAR – INDIA as per the
clause number 2.1 of Event Management Agreement Annexed VIII of ITB/NAR-I/12/2012.
For___________________
(Name of Event Management Company duly signed By Authorized Signatory)
Name & Address of Bidder: ________________________________________
_________________________________________
_________________________________________
Designation of Signing Authority:

20. Annexure VII
EVENT MANAGEMENT AGREEMENT
THIS EVENT MANAGEMENT AGREEEMENT (Hereinafter referred to as the
“Agreement” for the sake of brevity) is executed on this __ day of October, 2012, (“Effective
Date”) by and between National Association Of Realtors India (Hereinafter referred to as “NAR-
India” for the sake of brevity), a non-profit Chamber of Commerce, having its regular place of
business at _____________________
AND
___________________________________________________a private limited company
registered under the Companies Act, 1956 and having its registered office
at____________________________________________________________________________
__________________________________________________, India(hereinafter referred to as
“EVENT MANAGEMENT COMPANY ” for the sake of brevity);
WHEREAS NAR-India is a Non Profit Chamber of Commerce which acts as a single national
level umbrella organization representing the interests of realtors/brokers operating all over the
country;
WHEREAS NAR-India organizes various events, seminars and conferences from time to time,
and is desirous of organizing its Fifth Annual Convention of 2013, at New Delhi;

21. WHEREAS EVENT MANAGEMENT COMPANY is a company engaged in the regular
business of organizing conventions, exhibitions, publications and other event management
activities;
WHEREAS EVENT MANAGEMENT COMPANY has agreed to undertake the responsibilities
of acting the Event Manager, and to be responsible for conduct, management and holding of
NAR-India’s Fifth Annual Convention of 2013 (The said Annual Convention of 2013 will be
hereinafter referred to as “Annual Convention” for the sake of brevity)
WHEREAS EVENT MANAGEMENT COMPANY is desirous of associating itself with the
said event and understands that NAR-India has provided them an opportunity to make profits
through Sponsorships and delegate marketing from the said Annual Convention and thereby is
desirous of undertaking to successfully convene, manage and organize the said Annual
Convention;
WHEREAS NAR-India is desirous of permitting EVENT MANAGEMENT COMPANY to
associate with the said event, as per terms and conditions which have been stipulated in this
Agreement;
Now in light of the mutual promises, considerations, obligations and understandings between
both the Parties, EVENT MANAGEMENT COMPANY agrees to perform the
services/obligations as more specifically mentioned in the Agreement hereunder and on such
terms and conditions as hereinafter stipulated, on behalf of NAR-India. The said Agreement
reads as follows: -

22. 1. NATURE OF RELATIONSHIP :
1.1.That the said Agreement is executed so as to enable EVENT MANAGEMENT COMPANY
to convene and organize the Annual Convention for 2013, and all commercial considerations
and other terms and conditions envisaged in this Agreement are on a one time basis, wholely
and solely for the Annual Convention of 2013;
1.2.That depending upon EVENT MANAGEMENT COMPANY ’s satisfactory performance of
services NAR-India may appoint them to organize future events on their behalf in the future
and that the terms and conditions of this Agreement, may be applicable to such events in the
future, as may be mutually agreed between both the parties, at the relevant point in time;
1.3.That nothing in this Agreement will constitute or be deemed to constitute a partnership, or
joint venture or assignor- assignee relationship or employees-employer relationship between
the parties. Each party is acting independently and not partner, or not as a joint-venturer with
the other party for any purpose. Except as provided in this Agreement, neither party will
have any right, power, or authority to act or to create any obligation, express or implied, on
behalf of the other except for representing to the public at large the details of the Annual
Convention as stipulated in Clause 4.3.
1.4.EVENT MANAGEMENT COMPANY shall be fully responsible as an independent Event
Management Company, to conduct the event, in terms of this Agreement and to entire
satisfaction of NAR – India.
2. COMMERCIALS AND PRICING:
2.1.That in consideration of NAR-India designating EVENT MANAGEMENT COMPANY as
Event – In charge and manager and to associate with their Annual Convention and to
convene the same, EVENT MANAGEMENT COMPANY hereby agrees and covenants to
pay NAR-India a sum of Rs. _______________ (Rupees_______________________ Only),
as a one-time fee as stipulated in Appendix 1 to this Agreement;

23. 2.2.That EVENT MANAGEMENT COMPANY understands and undertakes that it shall strictly
adhere to the schedule of payments as has been envisaged in Appendix 1 and a delay in
making any such payment shall be considered to be a material breach of this Agreement;
2.3.That EVENT MANAGEMENT COMPANY will be solely liable for the payment of all
central, state and local levies, taxes, duties, fines and penalties (including without limitation
sales taxes, value added taxes, excise duties and customs duties, if any), by whatever name
called, as may become due and payable in relation to the Services provided pursuant to this
Agreement and with regards to the organization and convening the said Annual Convention;
and in accordance with the applicable laws and regulations;
2.4.That EVENT MANAGEMENT COMPANY shall obtain at its sole cost and expense such
licenses, permits, and approvals as may be required by law for the performance of the
services as may be required pursuant to this Agreement;
2.5.That all delegate fees and participation fees which shall be paid by NAR-India’s
members/delegates/participants for participating in the said Annual Convention, shall be paid
directly to EVENT MANAGEMENT COMPANY , subject to timely payments by EVENT
MANAGEMENT COMPANY as envisaged in Appendix 1;
2.6.All such payments, deposited by the participants in terms of 2.5 above, shall be deposited in
a designated Bank Account and EVENT MANAGEMENT COMPANY shall not utilize,
withdraw or otherwise spend such amount deposited in the Bank Account, until EVENT
MANAGEMENT COMPANY demonstrates to the satisfaction of NAR – INDIA that:
(a) All obligations under this Agreement are fully performed by EVENT
MANAGEMENT COMPANY ;
(b) EVENT MANAGEMENT COMPANY has made arrangements for Hotel Bookings,
has made all other requisite arrangements for the convention;
(c) Vendors for the event are finalized and have been booked and paid advance;
(d) EVENT MANAGEMENT COMPANY is in a position to meet with all its financial
and other obligations under the Agreement, in relation to the scope of services and
obligations under this Agreement;

24. (e) EVENT MANAGEMENT COMPANY has the requisite cash flow available to meet
with all its financial obligations in relation to the obligations under this Agreement;
(f) EVENT MANAGEMENT COMPANY is fully prepared to successfully conduct the
Event.
2.7.That subject to EVENT MANAGEMENT COMPANY ’s adherence to Appendix 1, all
cheques and payments as stated in Clause 2.5 shall be received into the bank account of
EVENT MANAGEMENT COMPANY directly;
2.8.That NAR-India undertakes that at least 600 members/delegates would participate in the said
Annual Convention and pay such delegate fees which are mutually agreed upon between
NAR-India and EVENT MANAGEMENT COMPANY. That however such members will be
offered discount as per the payment schedule and that if any NAR-India member decides to
be one of the sponsors, he shall be entitled to avail of a 10% off on the said participation fees.
2.9.Although the expected delegates are 600, EVENT MANAGEMENT COMPANY shall
identify the conference venue having capacity of at least 1200 delegates as based on the past
experience, the number may increase.
2.10. EVENT MANAGEMENT COMPANY shall ensure that the total delegates participating
either as complementary participation or as invitees does not exceed 10% of the total
strength.
2.11. EVENT MANAGEMENT COMPANY shall accept registration of delegates up to
previous day of the event, subject to the delegates paying applicable fees.
3. NAR- India’s OBLIGATIONS, REPRESENTATIONS AND WARRANTIES
3.1.That NAR-India will create in conjunction with EVENT MANAGEMENT COMPANY the
schedule and calendar, the theme and the broad programming agenda for the Annual
Convention of 2013, and shall hand over the same to EVENT MANAGEMENT
COMPANY within Thirty (30) days of signing an agreement;

25. 3.2.That NAR-India shall identify speakers for the said Annual Convention, in consultation with
EVENT MANAGEMENT COMPANY ;
3.3.NAR – India shall provide suitable slot to the speakers nominated by the sponserers in
consultation with EVENT MANAGEMENT COMPANY and also consider giving due
recognition to some of the key sponsors’.
3.4.That NAR-India shall declare the theme of events by the 1stof February 2013;
3.5. That NAR- India shall endeavor to undertake the programming / agenda and to identify
speakers for the convention, 4 months prior to the convention date;
3.6. That NAR-India will introduce past sponsors / invitees to EVENT MANAGEMENT
COMPANY on a need basis
3.7. That NAR-India will promote the Annual Convention across the industry through their
networks and channels;
3.8. That NAR-India will offer up to 30% of the total time allotted to the speakers at the said
Annual Convention of 2013, to the Speakers/ Sponsors so identified by EVENT
MANAGEMENT COMPANY , subject to the conditions that such Speakers/ Sponsors
identified by EVENT MANAGEMENT COMPANY shall speak in line with the
convention theme and that NAR-India has given prior written consent to EVENT
MANAGEMENT COMPANY permitting such Speakers/ Sponsors to speak at the Annual
Convention;
3.9.That NAR-India and their associates, members and consultants shall and will at all times
cooperate, enable and be available to EVENT MANAGEMENT COMPANY on need basis
for the said Annual Convention. That NAR-India shall also have a central co-coordinating
team for co-ordination with EVENT MANAGEMENT COMPANY ;
3.10. That NAR-India will recognize EVENT MANAGEMENT COMPANY as the associate
responsible for conceiving, developing and marketing the said Annual Convention and shall
mention in each of its communications with its members, invites, sponsors about the same.
3.11. That NAR-India covenants that it shall not approach any other third party /event
Management Company for managing the services/ obligations of the said Annual

26. Convention, unless and until EVENT MANAGEMENT COMPANY materially breaches
this Agreement;
3.12. That NAR-India will provide with regards to the said Annual Convention a promotional
platform on their website and all chapter and annual meetings to promote the said annual
convention.
4. EVENT MANAGEMENT COMPANY ’S OBLIGATIONS, REPRESENTATIONS AND
WARRANTIES
4.1.That EVENT MANAGEMENT COMPANY undertakes and has represented to NAR-India
that it has the expertise, facilities and staff/ personnel to provide such services and that it is
duly registered under all applicable statutes and holds valid license from the appropriate
authority / Government to provide the services of the nature contemplated by this
Agreement;
4.2.During the period of this Agreement, EVENT MANAGEMENT COMPANY will identify,
promote, market, and generate sponsorships and ensure delegate participation in the said
Annual Convention;
4.3.That it is understood between both the parties, that to the general public at large, the
delegates, and all participants, it shall be acknowledged that the said Annual Convention is a
NAR-India event, and with regards to the conception, development and marketing of the said
Annual Convention, all due credit shall be given to EVENT MANAGEMENT COMPANY ;
4.4.That EVENT MANAGEMENT COMPANY shall, after approval of NAR India, create /
design / print / distribute the required marketing material (Brochures, e-brochures, collaterals,
event promotion hand book, e- mailers) at their expense and with the due approval of NAR-
India for the Annual Convention;
4.5.That EVENT MANAGEMENT COMPANY understands that NAR-India may convene and
organize other events, during any time, and that EVENT MANAGEMENT COMPANY
shall not raise objections to the same, at any point in time, whatsoever;
4.6.EVENT MANAGEMENT COMPANY will commence organizing and preparing for the
said Annual Convention, at least within 15 days from the date of signing of this agreement;

27. 4.7.That EVENT MANAGEMENT COMPANY will designate a fully dedicated team to
successfully organize and convene the said Annual Convention. That EVENT
MANAGEMENT COMPANY will provide such suitably qualified, experienced and
competent personnel and sub – contractors as may reasonably be required for the
performance of the services. That EVENT MANAGEMENT COMPANY will provide
evidence of the previous experience, qualifications and competence of any personnel
engaged in the performance of such services, as and when asked for by NAR--India;
4.8.That EVENT MANAGEMENT COMPANY will employ sufficient number of personnel to
provide the services in a prompt and efficient manner and that such personnel will work
under the supervision, control and direction of EVENT MANAGEMENT COMPANY ;
4.9.That EVENT MANAGEMENT COMPANY will be responsible for all negotiations with the
said personnel in relation to salaries and benefits, and will be responsible for assessments and
monitoring of performance and all disciplinary matters and NAR-India shall at no time be
responsible for payments to the employees, personnel, contractors of EVENT
MANAGEMENT COMPANY in any manner whatsoever and EVENT MANAGEMENT
COMPANY unconditionally agrees and confirms that NAR-India will have no liability
either directly or indirectly in dealing with the said employees of EVENT MANAGEMENT
COMPANY and they will be under the direct supervision of EVENT MANAGEMENT
COMPANY ;
4.10. That EVENT MANAGEMENT COMPANY undertakes that it will not knowingly
engage any person with a criminal record /conviction and will bar any such person from
participating directly or indirectly in the provision of Services under this Agreement:
4.11. That EVENT MANAGEMENT COMPANY covenants that it will hold the said Annual
Convention at a venue/ hotel which is accredited with at least five stars. That such five star
hotels/venues may be mutually agreed upon between both the parties, at the relevant point in
time;

28. 4.12. That EVENT MANAGEMENT COMPANY shall regularly furnish monthly MIS and
activity reports as per pre decided timelines till March -2013 and thereafter, weekly MIS
and activity reports till the Annual Convention is successfully organized;
4.13. That EVENT MANAGEMENT COMPANY will produce SOP (Standard operating
procedure) as per required service level standards of NAR-India including but not limited to,
the nature and type of service to be provided at the Annual Convention along with the list of
proposed venue/facilities, which is elaborately stipulated in Appendix- 2 to this Agreement;
4.14. That all expenses related to Advertisement, hotel and venue expenses, traveling,
including engaging of personnel, contractors and all other expenses regarding identifying
suitable Clients / Sponsors will be borne by EVENT MANAGEMENT COMPANY and it is
hereby agreed and understood that NAR-India would not be required to share any part or
portion of such expenditure or reimburse the whole or part thereof to EVENT
MANAGEMENT COMPANY for organizing and executing the said Annual Convention;
4.15. That EVENT MANAGEMENT COMPANY undertakes to identify all Clients /
Sponsors and Partners as per the guidelines provided by NAR-India for the said Annual
Convention and unconditionally gives NAR-India the right to reject all or any of the Clients /
Sponsors or partners, if they are not within the selection criteria of NAR-India and that if
NAR-India, in its sole discretion is of the opinion that the participation of such Clients/
Sponsors/ Partners would not be conducive to the said Annual Convention. The decision of
NAR-India will be final and binding upon EVENT MANAGEMENT COMPANY.
4.16. That EVENT MANAGEMENT COMPANY undertakes to adhere to all the guidelines,
directions and instructions as provided by NAR-India from time to time.
4.17. That EVENT MANAGEMENT COMPANY understands that it does not have any right
on NAR-India’s property and would facilitate a smooth transition and handover of all
databases, sponsor contacts, speaker contacts, designs and any other proprietary material
which has been so developed pursuant to this Agreement, and EVENT MANAGEMENT
COMPANY acknowledged that all such information shall be proprietary to NAR--India, and
they shall have exclusive ownership rights to all such data;

29. 4.18. That EVENT MANAGEMENT COMPANY understands that with regards to the
performance of their services pursuant to his Agreement, time is the essence of the Contract,
and that there can be no delays whatsoever from their side;
4.19. That however, in the event of EVENT MANAGEMENT COMPANY being aware of
any delay or potential delay in respect of the Services or any date, they shall inform NAR-
India thereof in writing stating the reason for the delay and the effect of the delay on the Time
Schedule in the overall project within a period of 2 days, of the receipt of their knowledge of
such a delay or potential delay;
4.20. That in case of a delay EVENT MANAGEMENT COMPANY will use all reasonable
endeavours to contribute to successfully providing the agreed services despite the delay. That
however, if the delay is such that it adversely and materially affects the Annual Convention,
then NAR-India shall come forth and organize such events, wither on their own, or through
some other third party, and EVENT MANAGEMENT COMPANY shall compensate NAR-
India for the all such expenses and losses incurred in organizing such delayed performance of
services. That whether a delay has materially and adversely affected the Annual Convention,
or threatens to materially and adversely affect the Annual Convention, shall be decided by
NAR-India solely, and such decision shall be final and binding upon
EVENT MANAGEMENT COMPANY;
4.21. That EVENT MANAGEMENT COMPANY undertakes to furnish to NAR-India, as and
when required , contract details, which EVENT MANAGEMENT COMPANY has executed
with third parties, or any other entity, in pursuance of performing the services as stated in this
Agreement;
4.22. That EVENT MANAGEMENT COMPANY warrants that it will not violate any
proprietary and intellectual property rights of either party or of any third party, including
without limitation, confidential relationships, patent, trade secrets, copyright and any other
proprietary rights.

30. 4.23. That EVENT MANAGEMENT COMPANY further warrants to NAR-India that, during
the term of this Agreement, the services to be delivered or rendered hereunder, will be of the
kind, quality and timeliness designated as determined mutually from time to time;
4.24. That EVENT MANAGEMENT COMPANY agree that they along with their
respective employees, contractors, consultants etc. will comply with all applicable union, state
and local laws, ordinances, regulations and codes in performing its obligations hereunder,
including the procurement of licenses, permits and certificates and payment of taxes where
required;
4.25. That notwithstanding any provision to the contrary, EVENT MANAGEMENT
COMPANY will not during the term of its association with NAR-India, provide services
which are same, similar or related to the services which it shall provide to NAR- India
pursuant to this Agreement, to any other party, directly or indirectly, and/or negotiate or
engage in any business that could result in a situation of conflict of interests with NAR- India
4.26. That further EVENT MANAGEMENT COMPANY , will not approach the existing
and/or potential clients of NAR- India either directly or indirectly for a period of one (1) year,
from expiry of the agreement for any business opportunities in relation to Indian Recruitment
Industry;
4.27. That a failure by EVENT MANAGEMENT COMPANY to adhere to any condition,
representation and warranty as has been stipulated in from Clause Nos. 4.1 to 4.26, shall be
considered to be a material breach of this Agreement.
5. INDEMNITY :
That EVENT MANAGEMENT COMPANY hereby undertakes and agrees to indemnify
NAR-India and hold them harmless and keep them at all times fully indemnified and held
harmless from and against all actions and proceedings, claims, liabilities (including statutory
liability), penalties, demands and costs (including without limitation, NAR-India’s legal costs ),
awards, damages, losses and or expenses however arising directly or indirectly as a result of
any breach or non-performance by EVENT MANAGEMENT COMPANY , its employees,

31. on any of the undertakings, warranties, covenants, declarations and undertakings; or any claim
or proceedings brought by the customer or clients or any other persons against NAR-INDIA
in respect of any services offered by the said EVENT MANAGEMENT COMPANY .
6. OWNERSHIP RIGHTS AND INTELLECTUAL PROPERTIES:
6.1. Unless and except expressly specified and permitted by NAR-India, all Intellectual Property,
including but not limited to financial, technical, commercial, marketing and business related
records, data, documents, reports, client information, Sponsor Database etc. generated by
either party during the course of the fulfillment of obligations pursuant to this Agreement
will be the exclusive property of NAR-India;
6.2.That EVENT MANAGEMENT COMPANY will not use the trademarks, copyrights and any
other proprietary materials of NAR-India in any manner whatsoever. All rights in relation to
the trademarks, copyrights, event copyrights and proprietary materials and all other materials
supplied by NAR-India will always vest with NAR-India and will be NAR-India’s property
at all times;
7. CONFIDENTIALITY:
7.1.That during the entire tenure of the Contractual Relationship between both the Parties, NAR-
India may disclose to EVENT MANAGEMENT COMPANY certain information which it
considers Proprietary/ Confidential (Hereinafter referred to as “Confidential Information”)
whether marked and assigned as Confidential/Proprietary or not by NAR-India as such;
7.2.That EVENT MANAGEMENT COMPANY undertakes not to disclose such Confidential
information acquired by it in the course of providing services to NAR-India except where
required in the performance of its obligations under this Agreement;
7.3.That EVENT MANAGEMENT COMPANY shall maintain the strictest confidentiality of
the Confidential Information and shall take all necessary steps to protect the Confidential
Information from unauthorized use or disclosure by itself or others and shall not disclose or

32. otherwise permit access to the Confidential Information to any third party, without NAR-
India’s prior written consent;
7.4.That EVENT MANAGEMENT COMPANY will promptly inform NAR-India of any
potential or accidental disclosure of the Information and take all steps, together with the other
party , to retrieve and protect the said Information;
7.5.That EVENT MANAGEMENT COMPANY will ensure that their Personnel and all its
employees and/or representatives who are given access to the Information will at all times be
bound by legally valid and written non-disclosure obligations under their employment
contracts; and
7.6.That the obligation of confidentiality on the EVENT MANAGEMENT COMPANY will
continue even after the cessation of this Agreement and will not apply to information which
is or becomes known to the said EVENT MANAGEMENT COMPANY from a third party
having the right to disclose such information.
8. TERMINATION
That it is agreed hereby stated that the said Agreement shall be terminated only with the
successful performance of their respective obligations and functions by both the Parties
9. MISCELLENAOUS
9.1.NON-ASSIGNABILITY: That this Agreement will not be transferred or assigned by
EVENT MANAGEMENT COMPANY without the prior written consent of NAR—India; In
case EVENT MANAGEMENT COMPANY is required to appoint any sub – agents,
EVENT MANAGEMENT COMPANY shall seek NAR – India’s prior approval.
9.2.FORCE MAJEURE: No party will be liable for a failure or delay in the performance of its
obligation to the extent that such is caused by reasons beyond its control whether such
reasons be foreseeable or not.
9.3. DISPUTE RESOLUTION:

33. 9.3.1. In the event of disputes, controversies, differences of opinion and claims arising out of or
in connection with this Agreement or in any way relating hereto or any term, condition or
provision herein mentioned or the construction or interpretation thereof or otherwise in
relation hereto, the parties will first endeavor to settle such differences, disputes, claims
or questions by friendly consultation and failing such settlement, the same will be
referred to the arbitration of a Sole Arbitrator who shall be either a retired Civil Judge, or
a practitioner of Law, as appointed by NAR-INDIA;
9.3.2. That such decision shall be binding, final and conclusive upon both the parties
9.3.3. That the venue of such arbitration shall be Vadodara, India;
9.3.4. That the cost of such arbitration shall be mutually borne by both the Parties
9.4. SEVERANCE: If any provision of this Agreement is rendered void, illegal, or
unenforceable in any respect under any law, the validity, legality and enforceability of the
remaining provisions will not in any way be affected or impaired thereby. Should any
provision of this Agreement be or become ineffective for reasons beyond the control of the
Parties, the Parties will use reasonable endeavors to agree upon a new provision which will
as nearly as possible have the same commercial effect as the ineffective provision.
9.5. NO WAIVER: That no waiver of any provision of this Agreement or consent to any
departure from it by any Party will be effective unless it is in writing. A waiver or consent
will be effective only for the purpose for which it is given. No default or delay on the part of
any Party in exercising any rights, powers or privileges operates as a waiver of any right, nor
does a single or partial exercise of a right preclude any exercise of other rights, powers or
privileges.
9.6. AMENDMENTS: No modification, amendment, waiver, discharge or termination of any of
the provisions of this Agreement will be effective unless made in writing specifically
referring to this Agreement and duly signed by each of the Parties;

34. 9.7. GOVERNING LAW AND JURISDICTION: This Agreement will be governed by and
construed in accordance with the laws of India and will be subject to the exclusive
jurisdiction of the courts in Vadodara, Gujarat.
9.8. FURTHER ASSURANCE: That each of the parties hereto will co-operate with the others
and execute and deliver to the other such instruments and documents and take such other
actions as may be reasonably requested from time to time in order to carry out, give effect to
and confirm their rights and intended purpose of this Agreement.
9.9. COSTS: Each of the parties will pay its own legal, accountancy and other costs and
expenses incurred in relation to the negotiation, preparation, and execution of this
Agreement.
9.10. NOTICE
9.10.1. Unless otherwise advised in writing by either party to the other the addresses for
service of notice will be as under:
If given to NAR-INDIA if given to EVENT MANAGEMENT COMPANY
Mr _______ Mr_______
President, Title_______
National Association Of Realtors, EVENT MANAGEMENT COMPANY,
9.10.2. Notice will be served in writing either by hand against acknowledgement or by prepaid
registered post or by Fax.
9.10.3. All notices, communications, proceedings or any other matter whatsoever, relating to
this agreement, will be in English.

35. IN WITNESS WHEREOF, the parties have affixed their signatures on the date(s) written below.
hereunto affixed his signature pursuant to the)
Resolution passed in the meeting of)
Its Executive Committee held on __________ authorizing the said
Executive Director NAR-INDIA-2013
to sign on their behalf)
and who has signed these presents in the presence of)
1
2
Signed and delivered by the within named __________________)
of the said EVENT MANAGEMENT COMPANY)
who has hereunto affixed his signature)
pursuant to the Resolution passed in the meeting of )
Its Executive Committee held on ____________)
authorizing the said __________________________ )
to sign on their behalf and who has signed these presents)

36. in the presence of )
1
2

37. APPENDIX 1:
Consideration and Terms of Payment: Fixed Fee
Cheque Dates Fixed Fees (Rs.) Date of Submission
of Cheque to NAR-
INDIA
30 % On execution of 6th January -2013
agreement
20 % on 1st February
2013
30 % on 1st May 2013
20 % on 31st June 2013
Total
Taxes at the applicable rate, if any will be charged extra. All payments to be made in favor
of National Association Of Realtors (NAR-INDIA)) payable at Mumbai to. As agreed upon,
the Cheques favoring NAR-India to be handed over to NAR-India.

38. Annexure VIII
TERMS OF REFERENCE
BACKGROUND OF NAR- INDIA
NAR--INDIA, The Voice for Realtors (real estate consultants , brokers , agents) of India
representing over 1500 members from 23 major cities of India and is affiliated to NAR-, USA,
America’s largest trade association, representing over 1 million members involved in the
residential and commercial real estate industries.
Headquartered in Delhi, National Association of Realtors - India (NAR--INDIA) has been
fashioned not only as a single national level umbrella organization representing the interests of
thousands of realtors / brokers operating all over the country, but also as an organization which
aims to elevate the standards of practice of the real estate brokerage business to a global level
where ethics, transparency, accountability, rule of law and good governance prevail.
History of NAR- – India Conventions:
Particulars Venue Total No. of National International Names of Main
Delegates Sponsors
1st NAR-- Pune 250 250 10 1) Magarpatta Developer.
INDIA Magarpatta City 2)Kolte Patil
Convention 3)Kumar Builders
2nd NAR-- Chennai 350 345 5 1) Marg Properties
INDIA Taj 2) Prestige
Convention Mahabalipuram 3) Olumpia
4) Shaba Developer
3rd NAR-- Hyderabad 1000 985 15 1) Finix Developers
INDIA Hyderabad Intl. 2) k. Raheja Developers
Convention Convention 3) Ajmera Developers
Centre 4) Kolate Patil
5) Prestige Developers
4th NAR-- Mumbai 1200 1192 8 1) Bombay Realty
INDIA Hotel 2) K Hemani Group
Convention Renaissance 3) Vijay Group
4) Rustamaji
5) Prestige Developers

39. OBJECTIVES OF SERVICES:
We invite an event management agency to create and manage signature events on behalf of
NAR-- INDIA for conducting the 5th Annual Convention in Delhi in June 2013. The successful
vendor will need to become familiar with NAR- INDIA functioning and its activities. We invite
you for bidding to execute this Event.
The 5TH Annual Convention of NAR--INDIA is proposed to be held in Delhi where we are
expecting around 1500 delegates. This will be a TWO days Event, full of activities like
Educational Programs, Interactive sessions, Panel discussions with industry Experts,
Motivational Sessions, Felicitation Program, entertainment program along with Annual General
Body Meeting of NAR--INDIA ( 100 persons ) and Governing Body Meeting of NAR--INDIA (
60 persons ).
SCOPE OF WORK
The selected bidder shall be responsible for management of end-to-end logistics for the event.
Responsibilities include:
• Sponsorship Management: Vendor should have wide experience in selling sponsorship,
organizing Events and raising the funds for Realtors.
• Advertising and Promotion Management- Vendor should have experience and
seasoned team with creativity and advertising and promotional skills via Print & Visual
Media etc. along with state of art facility office equipped with modern promotional tools.
He should have expertise and ability in creating and distributing various publicity
material such as printed brochures, e - brochures, collaterals, event promotions handbook,
E Mailers, hoardings, etc.
• Sales Management: Vendors should have a team of experienced Sales and Marketing
professionals with expertise of selling and marketing event to delegates.
• Logistics Management: Vendor is expected to manage end to end logistics and venue
management for entire event. Hence should have experience team of managing corporate
events. He should have experience of Booking Hotels of various categories for the
delegates i.e. National & International, guests i.e. National & International, general body
members, office bearers of NAR- India. Vendor will hold said annual convention at a
venue/ Hotel which is accredited with at 5 least stars. Such venue/ Hotels may be
mutually agreed upon by both the parties.
• Transportation Management: Vendor should arrange efficient to and fro transportation
facility for delegates, guests, General body members, Office bearers of NAR- India from
Air port to venue of the event.
• Banquet Management: Vendor should have an experienced team of managing Banquet
facilities.

40. • Event Plan Management – Maintaining a task plan that thoroughly details all event
milestones.
• Event Budget Management – Managing a central event budget and recording all
relevant event expenses.
• Site Selection – conducting venue research, coordinating site visits and negotiating venue
contracts as per the standards set by NAR--INDIA.
• Onsite Event Execution – Vendor should designate a fully dedicated team to
successfully organize and convey the said annual convention and will provide such
suitably qualified and experience and competent personnel and sub contractors
reasonably required for performance of services. The Vendor will provide evidence of
previous experience, qualifications, and competence of any personal engage in
performance in such service as and when asked by NAR-- INDIA. Vendor will employ
sufficient number of personnel to provide services in a prompt and efficient manner to the
satisfaction of NAR--INDIA.
• On Site Service: Vendor should provide following services:
o Setting up a Welcome Desk / Registration Desk for delegates
o Making proper sitting arrangements for minimum 1200 delegates.
o Arrangement of stage, Back drop, banners, projection screen, projectors, Audio
Video Arrangement, Sitting arrangement ON and OFF Dias
o Arrangement at Board Room for GENERAL BODY MEETING of NAR--INDIA
for 100 personnel along with all audio video and sitting arrangements.
o Arrangement for Press. Minimum 25 delegates
o Arrangement for GOVERNING BODY MEETING of NAR--INDIA to be
attending by at least 60 Persons for ONE day.
o Arrangement of banquet Facility for TWO days
o Arrangement of 1200 delegates as per the Annexure.
• Vendor Management – interfacing with all event vendors, such as: audio-visual
companies, premium vendors, and caterers, transportation providers, staging companies,
photographers and others, banner makers, printers, etc. as needed in consultation with
NAR--INDIA.
• Premium Management – researching and procuring giveaways for the event – including
attendee gifts and drawing prizes, if desired.
• Pre-Event Registration – accepting attendee registrations online, via e-mail or via phone
and sending confirmations to each registered attendee.
• Attendee Evaluations – disseminating a post-event attendee survey and analyzing results
to provide you feedback on the event.
• Post-Event Analysis – delivering a post-event report detailing event performance against
goals to help prepare for your next event including Photo/Video Album approved by
Governing body of NAR- INDIA.
To make sure our event receives the focus it deserves, you will assign a dedicated Project
Manager to our event. We will also hold weekly event plan and budget reviews with you to track

41. tasks, costs and progress against critical milestones. Vendor will also provide a monthly MIS and
activity report as per decided time line till March 2013 and thereafter weekly MIS and activity
report till the annual convention is successfully organized.
All arrangements shall be done by the event management company in consultation with
and after approval of NAR--INDIA.
SELECTION CRITERIA
Agencies having following minimum qualifications are hereby invited to bid for the events on
turnkey basis.
1. A minimum of 5 years experience in conceptualizing, designing, and executing
the projects on turnkey basis for organizing the events of national repute.
2. A turnover of minimum Rs.5, 00, 00,000/- (Rs.5 crores) during the preceding
financial year i.e. 2010-11 for implementation of Event Management Business in
Real Estate Arena.
3. The bidder will have to produce the experience certificate or equivalent having
experience of completion of similar nature of work.
4. Tenders without EMD will be rejected.
5. Bidder should have Full fledged Office with Adequate staff will be given
preference.