Objectives

The primary objective of this tender is to procure a reputable company capable of providing a professional tent setup for the ICAD 2025 event, including associated furniture and equipment, ensuring quality, safety, and compliance with specified standards.

Scope

The scope of the tender includes:

• Provision and setup of weatherproof tents with proper anchoring and drainage.
• Supply of seating arrangements using round banquet tables and chairs with covers.
• Provision of tablecloths in specified colours, with changes scheduled during the event.
• Cleaning and maintenance of the tent and equipment before, during, and after the event.
• Delivery, setup, and dismantling of all equipment as per schedule.

Technical Requirements

The technical specifications for the tent setup include:

• Sufficient aisle and circulation space within the tent.
• Weatherproof, stable, and securely anchored structure.
• Sidewalls with roll-up panels for ventilation and access.
• Proper drainage to prevent water accumulation.
• Seating surface with round banquet tables (1.5m / 5ft diameter) to seat 250 guests (8–10 per table).
• Tablecloths in white, black, and navy blue, to be used as directed, with scheduled changes.
• Standard plastic chairs (sturdy and uniform), with fitted chair covers, totaling 210 chairs (200 + 10 contingency).
• Cleanliness and maintenance of the tent and equipment throughout the event.

Skills Requirements

The bidder must demonstrate:

• Experience in providing event tent setups and related services.
• Ability to deliver and install equipment within specified timelines.
• Capability to maintain high standards of cleanliness and safety during the event.
• Competence in handling logistics, including delivery, setup, and dismantling.
• Proficiency in managing on-site maintenance and quick response to any issues during the event.