Objectives

The primary objective of this tender is to procure a suitable venue for hosting the CHPC National Conference 2026 on behalf of the CSIR. The venue must meet specific requirements related to conference facilities, accommodation, technical infrastructure, and support services to ensure the successful execution of the event.

Scope

The scope of work includes:

• Provision of a venue available from 28 November 2026 (for setup) to 3 December 2026 (for breakdown).
• Provision of various conference rooms, breakout rooms, exhibition space, and associated facilities as detailed in Annexure A.
• Setup and support for catering, security, storage, network connectivity (WiFi and LAN), and technical equipment.
• Provision of exhibition stands, student competition areas, and associated furnishings.
• Support for evening functions, security, and storage requirements.
• Compliance with technical, logistical, and safety specifications outlined in the tender documentation.

Technical Requirements

The venue must fulfill the following technical specifications:

• Conference Facilities: Plenary hall with 550-600 seats, multiple breakaway rooms, meeting rooms, and exhibition areas with specified sizes and capacities.
• Network Connectivity: Reliable WiFi and wired LAN with dedicated support, including SSID configurations ("NICIS" open network and "eduroam" authentication), LAN points, and network equipment.
• Exhibition and Competition Spaces: Floorspace for exhibition booths, student competitions, and cyber security challenges, with provisions for power, network cabling, and furniture.
• Audio-Visual Equipment: Availability of AV, projectors, screens, and soundproofing in designated rooms (if fitted).
• Security and Storage: 24-hour CCTV monitoring, security personnel, secure storage rooms, and access control.
• Lighting and Decor: LED up-lights, minimal décor for evening functions, and appropriate furnishings.
• Support Infrastructure: Backup generators, sufficient power supply, and technical support during setup, conference, and breakdown.

Skills Requirements

The successful bidder must demonstrate:

• Venue Management: Experience in hosting large-scale conferences, events, and exhibitions.
• Technical Support: Skilled IT personnel capable of configuring and supporting network infrastructure, AV equipment, and technical systems.
• Security Operations: Trained security staff for access control, CCTV monitoring, and emergency response.
• Catering Services: Ability to provide catering for large groups with specific dietary requirements (halal, vegan).
• Logistical Coordination: Proven capacity to manage setup, breakdown, storage, and logistical arrangements efficiently.
• Compliance and Safety: Knowledge of safety standards, health protocols, and legal requirements related to large events.