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  • 1. 1 Proposal for Conference Management SIGCOMM 2010 Conference on Communications & Computer Networks, Including technical Design & engineering, Regulation & Operations & the social implications of computer Technology Dates :- _______ 2010. New Delhi, India SUMMIT-Alpcord Network A- 422/423, Somdutt Chamber -1 Bhikaji Cama Place New Delhi - 10066, India. E-mail: ,, Contact Person: Chander Mansharamani Amarjit Singh Talwar 9818168638
  • 2. 2 Dear Sir, Subject: SIGCOMM 2010. Let me take this opportunity to convey my sincere thanks for considering our organization for discussing the arrangement for “Conference on Communications & Computer Networks, Including technical Design & engineering, Regulation & Operations & the social implications of computer Technology” scheduled from ____ to _____2010 at ________, New Delhi, India. It gives us immense pleasure to introduce SUMMIT-Alpcord Network one of the leading Conferences & Event Management Company with over 30 years of experience in the travel trade and well known for its excellent execution, financial stability and industry leadership. It also has vast experience in all segments of conference and event management. The company is recognized by Department of Tourism- Government of India and is affiliated to ICPB & IATA. We will appreciate if we could be associated with your esteemed organization. With our head office based in New Delhi, we have extensive network of associate offices at all major cities of India to cater the needs of various events and conferences. To have a better exposure and share of the market we have exclusive dedicated conference division “SUMMIT” which is managed by a former General Manager {Operations} and Resident Manager of Ashok Hotel, a deluxe five star hotel in New Delhi with 33 years experience of handling national and international conferences. The company is well equipped to meet the diverse needs of conference handling. We make events successful by our well- coordinated ACTION & IMPELEMENTATION PLAN. We do provide complete support to the conference organizer in the following areas.
  • 3. 3  Conceptualization of the Conference  Marketing of the Conference  Conference Venue Selection & Management  On Line Conference Registration Management  Hotel Accommodation  Airport Facilitation & Complete Transportation  Communication System  Exhibition Designing & Installation  Designing of Signage  Social Events  Pre & Post Conference Tours  Accompanying Persons Program It will be our great honor to share our expertise in organizing your event with our dedicated team of professional executives. With regards, Your Sincerely, Amarjit Singh Talwar Rajat Khurana Director (9818168638) Dy. Manager – Conferences (9811911800)
  • 4. 4 SUMMIT - Alpcord Network – SCOPE OF ACTIVITIES Sl. No. Activities Scope of work 1. Pre Conference Secretaria t Our professional team who can work at the conference secretariat office or Alpcord office can perform the jobs mentioned here.  The staff ( according to the requirement of the job) will respond all enquires regarding proposed Conference (or redirect to appropriate personnel)  Advice on accommodation and airline / travel/ tour options  Assigning accommodation as required by registrants & liaise directly with hotels/guest houses offering accommodation  Advice on social activities, including conference dinners, outings tours, etc. and organizing same  Maintenance of a website for conference with downloadable brochure, registration forms, and updates Liaising directly/ indirectly with accommodation providers, caterers, display organizations, etc. on behalf of client  Processing all registrations  Sending a personalized letter of confirmation of registration on your letterhead  Preparing listings of registrations, with full details - reception, special interest groups, accommodation, social events, tours, etc  Design & production of name tags for registrants  Weekly reports (or at call) of registrants during the period leading up to the Conference Coordination in finalizing accounts after the conclusion of the Conference  Prepare an accompanying persons programme for the conference
  • 5. 5 2. Accommodation Coordinati on  Hotel accommodation at assured different tariff plans including budget hotels for delegates. The negotiations can be discussed with the higher authorities of the hotels in front of the organizers.  A map showing venue and the selected hotels to be available at conference website  On-line hotel allocation facility  Online payment acceptance & confirmation to concerned and Organizing Secretariat  Link to conference website for accommodation booking  Boarding and Lodging charges to be collected from delegates / as per the prior information by the organizer. 3. Pre-Conference registratio n of the participan ts  Mailing the brochures as per the database provided by the organizer.  Correspondence with the registered delegates via e-mail.  Preparation of individual dockets for each registered delegate. Provide the unique id for any further correspondence.  Submission of list of registered delegates to the Organizing Committee.  Answering queries of the delegates relating to accommodation, tour and travel, etc.  Provision for Bank gateway for money transaction through online registration/sponsors. 4. Reception at receiving point  Delegates to be received/greeted before Conference at airport and railway station. ( The counter will be at the airports/ railway stations )  Hand-over the information brochure of each delegate.  Information regarding hotel accommodation to be conveyed to each delegate.  Attach baggage identification tags of the concerned hotel.  Escort the delegates to their respective vehicles for proceeding to the hotels.
  • 6. 6 5. Airport pick ups & local transporta tion  We will draw up detailed transport plan for the entire event and reserve required number of coaches/cars for airport transfers, shuttle services, social functions, accompanying persons programme.  Liaise with the traffic police for parking permissions and regulating the traffic.  Daily coach movement schedule for shuttle services between hotel to venue and back to be displayed at all facilitation counters located in the hotels / airports / railway stations.  Allot coaches hotel-wise as per the number of delegates staying at each hotel.  24 hour transport desk to be set at the airport, hotels & railway stations to coordinate the movement of the delegates.  Arrange transport for attending social functions for all delegates staying at various hotels. 6. On - Site Registrati on  Registration Desk to be set up in alphabetical order/serial number wise as per registration list.  Desks to be managed by the hostesses during the entire the duration of the Conference.  Desks to be equipped with computers printers & operators for handling queries relating to registrations.  Provision for Bank gateway for money transaction through online registration/sponsors. 7. Running Conferenc e Secretaria t  Setting up of Signage designed as per the requirements  Audio Visual arrangement for the Conference  Providing ushers for the Hall and Stage Management  Registration of pre registered delegates  On the spot registration and on site preparation of the badges  Assistance in designing and printing of the conference brochure  Co-ordination with support agencies to ensure completion of the job with in time schedule  Office equipment like computer/printer and photocopier in the business center and office room etc.
  • 7. 7  Desks for registration, enquiries, travel, speakers  Audio/ video recording of the conference proceedings, tours, bank  Coordination with the hotel management for finalizing the menus etc.  Preview room 8. Set up audio visual equipment  Set up Audio-visual facilities of international standards. (list of audio-visual equipments with per day cost of hire) 9. Exhibition  Assistance in Exhibition layout  Erection of stall for Exhibitions  Provide Generator Facility  Provide Air-Conditioned Hanger 10. Dinner Venues  Assistance in providing information of Dinner venues out side the hotel  Arrangements of transportation for the delegates  Arrangements to get approval from Ministry / Departments  For liquor: arrangement of its license. 11. Inaugural and Closing ceremony / Cultural Evenings Apart from the customary welcome reception, here are a few suggestions for social events  Gala Dinner With Theme Party / Village Theme  Pageant Of Indian Dances & Musicians  Gala Dinner With Goan Carnival Setting  Jugalbandi
  • 8. 8 12. Printing, publicatio n and allied design services  Assist in designing & printing of the daily schedule of events, brochures, etc.  Printing the book of abstracts, proceedings, note pads, hand-books, parking tickets, coupons and all conference related material Designing for event  Graphic Design  Brand identity, Publications Posters, Website, CDROM, Signage, Space graphics, Vehicle graphics….  Exhibition Design  Space planning, Information kiosk design, stall / booth design, Theme design.  Accessory/ Product Design  Conference bags, souvenirs  Apparel Design  Volunteer Uniforms  Film and Video  Theme films Scope of work  Brand Identity  Understanding the event’s theme  Expressing the communication strategy.  Visual Identity • Symbol and Logo Design • Event Stationery  Brand touch points  Invitation Kit (Package containing – Letter, Brochure, Papers, CDROM, Poster)  Press Kit (Package containing – Event information, CDROM)  Welcome Kit (Package containing – Event Schedule, Local information, Maps…)  Collaterals: T-shirts, Mugs, Coasters, Bags, Souvenirs,
  • 9. 9 13. Stationery  Folders, Note pads, Pens…..  Post conference kit (Post event reports, presentation, speeches… Calendar and personal planner)  Publications  Brochure, Posters, Reports, Leaflets…  Costumes for volunteers.  Communication brief for advertising agency.  Design for spaces  Event space planning  Exhibit/Booth structures  Information Kiosks (onsite as well as offsite locations like airports and hotels…)  Onsite and offsite Promotions (Banners, Billboards…)  Signage  Website  User Navigation structure  Visual Design – Detailed graphic design. 14. Managing ushers/ staff for different tasks during the event  Assistance in selecting hostesses for the event and outreach event  Preparation of advance plan to deploy hostesses specifying their role during the event  Selecting hostesses so as to be equipped to handle inquiries related to the event (sessions) and allied activities  Deploying hostesses at hotels, airports, railway stations, venue, to assist the delegates for any type of information  Deploying hostess in conference hall for assisting the delegates and chairpersons/ speakers etc for any type of information. 15. Information desk  Travel desk in airport, railway stations, venue, hotels and Exhibition venue  Info kiosk on programme details & other information  Prepare signage at prominent places, backdrops, country flags, podium board as requested by Organizer.  Photocopying facility services to be set up for the users (specify no. copiers to be set up and per copy cost)
  • 10. 10  Sufficient number of medical doctors and ambulances to be kept ready for emergency 16. Digital Video Recording  Digital video coverage  Still photography  Daily bulletin 17. Budget & keeping of – accounts  Preparing the budget  Monitoring expenditure with the approved budget.  Monitoring payments and receipts  Assistance for finalizing the accounts 18. Other activities  Simultaneous translation (French, Spanish, German, Russian, Arabic) during opening ceremony/ cultural programme  Dynamic database on delegate arrival/ departure to be intimated to Organizer.  Promotion of the Conference in service providers’ website  Web casting of the live proceedings of selected events (optional)  Flower arrangements  Media center / Internet kiosks  Delegate kit bags and contents through sponsors  Arranging for sponsors for various events 19. Tours  Pre and Post & during Conference  Local sight-seeing  Spouse programme  Other domestic packages (tariff/ places to be approved by Organizers)
  • 12. 12 S No Theme/ Title Venue Dates No of Delegates Scope of Activities 1 Critical Care Conference(ICSSM) Hotel Ashok 25th-26th Sept 04 400 Handled Accommodation & Venue Management 2 International Confederation of Free Trade Union-Asian & pacific Regional Organization ICFTU-APRO Hotel Ashok 11th-14th Oct 04 500 Handled complete Conference 3 XIV USICON 2004, International symposium & Video workshop on Geriatric Urology & Uro Oncology Hotel Ashok 19th-21stNov 04 600 Handled complete Conference 4 33rd World IFTDO Congress & Exhibition CII, FICCI Hotel Ashok 22nd-25th Nov 04 1000 Handled complete Conference 5 14th Annual conference of National Association of Reproductive and child Health of India (NARCHI) Hotel Ashok 5th-6th Dec 04 500 Handled complete Conference 6 63rd Annual conference of All India Ophthalmologic Society Swosti Plaza 13th-16th Jan 05 3500 Handled Exhibition 7 33rd National Conference of Indian Association of dermatologist, Venereologist and Leprologists (DERMACON 2005), & Dermaexpo Hotel Ashok 3rd-6th Feb 05 4500 Handled complete Conference 8 XXIst Annual Convention of BAI Hotel Ashok 18th-20th Feb 05 1200 Handled logistics and Venue Management 9 National conference of AIDS Society of India Hotel Ashok 2nd-3rd April 05 1000 Handled complete Conference 10 Microfinance India Hotel Ashok 12th-14th April 05 700 Handled complete Conference 11 Meeting on Indian society of critical care Medicine Samrat Hotel 27th April 05 100 Handled Accommodation & Venue Management 12 7th Asia Pacific ITS Conference & Exhibition Hotel Ashok 9th-11th Aug 05 300 Handled complete Conference 13 XI Asia Pacific Congress of Doppler Echocardiography Surya Crown Plaza 26th-27th Nov 05 300 Handled complete Conference 14 FERTIVISION 2005 Le-Meridien 3rd-4th Dec 05 350 Handled complete Conference 15 Delhi Medical Association Hotel Ashok 18th Dec 05 300 Venue Management 16 India Sugar Mills Association Hotel Ashok 22nd Dec 05 350 Handled complete Conference Year - 2006 17 Delhi Neurological Association, DNA CON 2006 R M L Hospital 4th – 5th Feb 06 400 Handled complete Conference 18 15th Annual conference of National Association of Reproductive and child Health of India (NARCHI) Hotel Ashok 5th Feb 06 250 Handled logistics 19 6th Annual conference of SGEI, ENDOCON 2006 Le-Meridien 10th-12th Feb 06 600 Handled complete Conference 20 Builders Association of India Hotel Radisson 18th Feb 06 250 Handled logistics & Transport 21 Travel Trade Fair Hotel Ashok 24th – 26th Feb 06 Handled Accommodation Transportation 22 Decision Making in Clinical Cardiology Hotel Park 26th Feb 06 800 Handled complete Conference 23 Association of Intelligent Transport Systems Tefac Auditorium 2nd – 3rd Mar 06 150 Handled complete Conference 24 13 different Pre Cycle Meeting (Delhi) of Sanofi – Aventis Hotel Ashok & Samrat 2nd -5th April 06 150-100 Handled Accommodation 25 Indian Alcohol Policy Alliance IHC 21st April 06 80 Handled logistics 26 Reliance Life Insurance & Business Associates Conference Taj Palace 19th May 06 50 Handled logistics 27 Dentsply Symposium Shangri -la 20th &21st May 06 200 Handled Accommodation 28 QTR-2 Cycle Meet Samrat 28th – 30th June 06 75-80 Handled Accommodation Transport , Tours 29 The India Packaging Meet Chandigarh 30th June 06 400 Handled Accommodation Transport , Tours 30 3rd American Academy of Implant Dentistry India Habitat Centre 4th – 9th July 06 12th – 17th Sep 06 1st – 6th Dec 06 50-80 Handled logistics & Transportation 31 Urological Society of India, MIDCON-NZCUSI-2006 Dr R M L Hospital 1st- 2nd July, 06 350 Handled complete Conference 32 PCM Sanofi Aventis Crowne Plaza Surya 4th - 6th July, 06 100 Handled Accommodation Transport , Tours 33 Sugar Convention (STAI) Hotel Pride 19th-21st Aug 06 500 Handled complete Conference 34 India Packaging Show-2006 Pragati Maidan 1st to 4th Sep 06 1000 Handled Accommodation Transport , Tours 35 Asia Pacific Congress On Chest I H C 14th-16th Oct 06 300 Handled complete Conference 56 Indian Society of Anesthesia Air Force Auditorium 7th-8th April 07 650 Handled complete Conference 57 Sanofi Aventis Meet IHC 8th -11th May 07 250 Handled Accommodation Transport & Tours 58 Indian Undervater Robotics society, URVIS 2007 Siri Fort Auditorium 4th -5th Aug 07 350 Handled complete Conference 59 New Horizons in Pulmonology - Thoracic Surgery and Critical Care The Grand 23rd -27th Aug 07 500 Handled complete Conference 60 International Conference on Storytelling I H C 17-19 Sept 07 500 Handled Accommodation Transport & Tours 61 Peritoneal Dialyses Society of India IHC 7th -9th Sep 07 450 Handled complete Conference 62 Golf + 2007 The Ashok 19th -21st Oct 07 250 Handled complete Conference 63 Union Network International Conference, UNI 2007 The Ashok 24th -26th Oct 07 800 Handled complete Conference 64 7th Meeting –Asian Society of Cardiac Anesthesia India Habitat Centre 26th -28th Oct 07 350 Handled complete Conference 65 International Conference on Renewable Energy -ICORE The Grand 23rd - 27th Nov 07 500 Handled complete Conference 66 Asia Pacific Conference on Critical Care (APCC-2007) Hyatt Regency 10th - 11th Dec 07 500 Handled complete Conference 67 38th annual conference of Indian Society of Nephrology The Ashok 12th –14th Dec 07 500 Handled complete Conference 68 34th National conference of Association of Clinical Biochemists of India, 07 India Habitat Centre 15th -20th Dec 07 1000 Handled complete Conference 69 International Conference on Emerging and Re- Emerging Viral Diseases of the Tropics & Sub-Tropics ( ICVT ) Convention Centre , PUSA 11th-14th Dec 07 500 Handled complete Conference 70 Tenth International Database Engineering & Applications Symposium – 2007 Delhi University 16th-20th Dec 07 200 Handled complete Conference Year 2008 71 World Congress on Psychology & Spirituality - 2008 Indian Habitat Centre 5th-8th Jan 08 1000 Handled complete Conference 72 All India Transporters Welfare Association, AITWA The Grand 7th -8th Jan 08 500 Handled complete Conference 73 Renal Summit-II (PANECEA) The Grand 12-13 Jan 08 200 Handled Accommodation Transport & Venue 74 13th Annual Conference of Indian Academy of Echocardiography The Ashok 8th - 10th Feb 08 800 Handled complete Conference 75 1st Asian Breast Cancer Congress The Ashok 9th - 10th Feb 08 250 Handled Accommodation & Venue Management 76 3rd International Conference On Luminescence and its National 13th - 16th Feb 08 250 Handled Accommodation &
  • 13. 13 All National or International Conferences require lot of inputs in the form of creating awareness/ publicity and information to the concerned delegates all over the country and globe to increase the participation. Hence the information fliers are very important from that perspective. PRINTING Sl. No. Particulars Quantity Rate INR Tax Total (INR) 1 First Announcement 2 Second Announcement 3 Final Brochure 4 Souvenir / Abstract Book 5 Invitation Cards 6 Evaluation Form 7 Certificates Grand Total =
  • 14. 14 First impression after landing at the Airport of Railway station is very important and it expected the each delegate is either picked up or relevant information is provided to him or her regarding the conference Venue, Scientific program and general information. Airport Facilitation & Transportation As an Official Conference Manager our services start by setting up an assistance counter inside the international airport. We will setup 24 hrs facilitation desks at the airport to provide following services at the cost of the organizers. • Handover information brochures to each delegate. • Information regarding hotel allocation to be conveyed. • Baggage identification tags of the concerned hotel • Standby coaches / cars will be parked at the Airport In case of any breakdown. • Arrange special Immigration clearance desks for Delegates. TRANSPORTATION Sl. No. Particulars Quantity Rate INR Tax Total (INR) 1 A/c Cars for Domestic Airport 4.94% 2 A/c Cars for International Airport 4.94% 3 Cars on 24 hour basis 4.94% 4 Coaches charges (8hrs / 80 km basis) 4.94% 5 Coach charges on 12 / 120 km basis) 4.94%
  • 15. 15 Grand Total = Secretariat is the backbone of any conference. The Secretariat should have efficient staff to handle all queries pertaining to all subject matters of the conference.. Summit Alpcord has experienced staff to manage the secretariat either from its own office or from the conference secretariat. SECRETARIAT Sl. No. Particulars Duration Rate INR Tax Total (INR) 1 Secretariat Staff for the conference 12.50% 2 Computer + Printer + Fax machine + Internet connection To be provided by the organizers 3 Stationary Cost To be provided by the organizers Grand Total =
  • 16. 16 It is pertinent that the venue of the conference and all routes leading to the venue should have sufficient direction panels to make an easy accessible venue and at the venue all program information like, exhibition, preview room, lunch area cyber café etc should be made easily accessible by providing good quality of direction panels etc. Summit Alpcord suggests the placement of various panels at specific places where ever necessary. SIGNAGE'S Sl. No. Particulars Quantity Rate INR Tax Total (INR) 1 Backdrop (30 x 10 ft) 12.50% 2 Welcome Panel 12.50% 3 Podium signs 12.50% 4 Programme at a glance 10' X 6' 12.50% 5 Direction Panel 6' X 3' 12.50% 6 Poster stands single side with light 12.50% 7 Exhibition Stall 12.50% 8 Name Plates 12.50% 9 Registration Booth 12.50% 10 Master of Ceremony OPTIONAL Grand Total =
  • 17. 17 Handling pre-registered delegates, spot registration delegates speakers/faculty and invitees is a very sensitive issue. Managing the hall for various activities is also very important. Summit Alpcord Network has a highly professional team of uniformed girls and boys to take care of this sensitive issue at very moderate rates. STAFF Sl. No. Particulars Quantity Rate INR Tax Total (INR) 1 Registration Counters 12.50% 2 Kit bag counter 12.50% 3 Registration Staff Day 1 12.50% 4 Registration Staff Day 2 12.50% 5 Kit Bag Staff 12.50% 6 Session ushers staff 12.50% Grand Total =
  • 18. 18 The entire success of the conference lies in the quality of audio visuals and Summit Alpcord Network has tie-up only with agency i.e. Cine Center an audio visual company owned by Mr. Ravi Grover who is handling 90% of the medical conferences taking place in the country. AUDIO VISUAL'S Sl. No. Particulars Quantity Rate INR Tax Total (INR) 1 Projector 3000 Lumens 2 Carousel Trays 3 Multimedia Data Projector 12.50% 4 Masking Screen 12.50% 5 Cordless Mike 12.50% 6 Collar Mike 12.50% 7 Podium Mike 12.50% 8 Head Table Mike 12.50% 9 Laser Pointer 12.50% 10 Digital Recording OPTIONAL 12.50% 11 Live surgery 12.50% 12 PA system 12.50% 13 Simultaneous Interpretation 14 Translators Grand Total =