Objectives

The primary objective of this tender is to secure a venue for the CHPC National Conference 2026, organized by the CSIR. The venue must meet specific requirements for hosting the conference, including accommodation, exhibition space, technical facilities, and support services to ensure the successful execution of the event.

Scope

The scope of work includes:

• Provision of a suitable venue from 28 November 2026 (for setup) to 3 December 2026 (for breakdown).
• Availability of various conference rooms, breakout rooms, and exhibition areas with specified capacities and configurations.
• Provision of secure storage, network connectivity (WiFi and LAN), and technical support.
• Setup and furnishing of exhibition stands, student competition areas, and associated facilities.
• Provision of catering services for different event days and activities.
• Security arrangements, including CCTV, access control, and security personnel.
• Support for evening functions, awards dinners, and other social events.

Technical Requirements

The venue must fulfill the following technical specifications:

• Conference Rooms: Multiple rooms with specified seating capacities, soundproofing, and appropriate acoustics, equipped with AV, projectors, and screens if available.
• Network Connectivity: Reliable WiFi and wired LAN with dedicated support, catering for simultaneous access by delegates, presenters, and competitions.
• Exhibition Area: Approximately 800m² with space for stands, display boards, and catering stations, with shared entrance for breakaway rooms.
• Cyber Security Challenge: Floor space for a server rack, power supply, and internet connection, with LAN cabling to designated stands.
• Lighting & Decor: Minimal decor for evening functions, including LED uplights and standing tables.
• Security & Storage: CCTV monitoring, secure storage rooms, and access control during the event period.
• HVAC: Maintain temperature at 24°C or lower in the main hall with adequate ventilation.

Skills Requirements

The successful bidder must demonstrate:

• Experience in hosting large-scale academic or scientific conferences.
• Technical capability to provide and support network infrastructure, AV equipment, and security systems.
• Ability to coordinate with NICIS event management staff and adhere to detailed specifications.
• Provision of trained personnel for network configuration, technical support, security, and event logistics.
• Capacity to manage catering, security, and logistical arrangements efficiently.
• Ability to provide detailed floor plans, room specifications, and references from previous similar events.