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UAE Sshristi Charity Dinner
Client : Lexicon Public Relations
Date : 26- May -2010
Time : 7:30pm – 11:30pm
Venue : Kamal Mahal, ITC Mauyra Sheraton Hotel
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Client Brief – 1st Meeting
The Embassy of UAE will sponsor a Charity dinner with Sshrishti , an NGO andpartner with it to auction photographs clicked by slum kids under the tutelage ofinternationally acclaimed photographer Mr. Samar Jodha.
The Entire Event Management will be done By Fahrenheit Events under thesupervision of Mr. Abhishek Shukla
Requirements discussed with the Event Agency.
Asked to revert with the costing.
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Requirements based recommendation is as Follows
Elements Size (BxLxH) Qty / Size
• Main Stage
• For the Photography to be Displayed as a Gallery Inside the Hall
• Manpower
• Sound
• Light
• Audio & Visual
• Additional Charges
• Invitation card
• Agency Fee
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Console Masking
Main Backdrop (Star Flex, Wooden Frame) 30FtX10ft
1
Console masking (Console Masking Front) 20FtX4ft
1
Console masking (Console Masking Projection screen1)
10FtX11.5ft
1
Console masking (Console Masking Projection screen1)
10FtX11.5ft
1
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Main Stage
Main stage (With Stairs both on Left and Right Side) 30ftX20fX1.5Ft 600ft
Flex Wooden Deign Flooring + Installation + Dismantling post the
show 30ftX20ft 600ft
Green Room (With 3 Mirror, Stand + Table) 10ftX8th 80 sq.ft
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For the Photography to be Displayed as a Gallery Inside the Hall
MDF Wall to display Photographs (Placed inside the hall) 20ftX8 FT 1
MDF Wall to display Photographs (Placed inside the hall) 10ft X 8Ft 2
6*8 Projections Screens ( With Black Masking) 2
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Manpower
Emcee - Tunvey Gogia 1
Hostess 2
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Sound
JBL Srx 2 Top with Bass 4
QSC Amplifier 2
Clear comm 4
Feedback Monitor 2
Condenser mics Flooring 1
DVD Players 1
Cordless Mics 2
10 Channel Audio Mixer 1
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Light
Parcan 64 ( 6 Colors) ( Red, Blue,Green, Yellow, White and
Purple)
6 on Each side , with complete
Thrust Masking 12
Truff 12ft. High 2
Spotlight Following Light 2
Exhibition Light Art Exhibition Lighting 20
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AV & Addition Expenses
Audio & Visual
Splitter 1
Switcher 1
3000 Luminous Projector (ANSI) 2
Videographer Video to to shot in DV Format. 3 copies
will be made and given to us 2
Photographer
Photographer will compile the entire
photoshoot in a DVD and 3 copies tobe given to us. 1
Additional Charges
Transportation + Vendor Co-ordination + Manpower
Generator (Rent Per day) Hotel will only prove 10KV of Electricity. This entire event
needs a Minimun of 20KV atleast
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Invitatation Cards
Invitation Cards 12.5cmX17.5cm 250
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COSTING IS AS FOLLOWS :
Terms and Condition :
100% Advance Payment -prior to Agency starting work on the project.
Fahrenheit Events accountabilities:1. Complete Coordination with Vendors2. Getting the Flex , Invitation Printed3. Ensuring a test run is done before the event4. Complete Coordination with Hotel Management5. Setting up the Venue6. Dismantling the venue after the event.7. The entire crew members, vendor co-ordination, transportation will be the whole sole responsibility of
Fahrenheit Events.
Fahrenheit Events will not be responsible for the following:If the Guest arrive late.
Licenses Required - UAE- Sshrishti Charity Dinner
NOC from D.C.P. Licensing, Defence Colony Police Station, New Delhi
Panasonical Performance Licence (PPL) as it's commonly called.
Fahrenheit Events will not acquire these licenses and since it's an Embassy event, we insist that the licensesshould be taken by client since and there is expense involved in both of them.
Fahrenheit Events will not be responsible for any expenses incurred due to changes in schedules orlocations initiated by UAE- Sshrishti
If the Kamal Mahal is not given to us at least 8 hours in advance since we have to create the wooden flooringon the main stage which consume a time at least 8 hours. That means with the event is at 7:30pm, We haveto get the entire setup ready by 6:00pm so that the artist can do the rehearsals and the sound, lights etccan have a test run done. So we need the Kamal Mahal at 10:00am in the morning. The later we get, though
we will put our 100% we cannot assure you whether the set will be ready on time (6:00pm)
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Confidentially Clause by the Clients were as follows :
75% of the Total Cost will be paid to M/s. Fahrenheit Event in DD/ Cheque before the start of the project.
25% of the Total Cost will paid to M/s. Fahrenheit Event via post dated DD/ Cheque on raising the FinalInvoice and sign the contract ( Maximum 15 Days from the date of invoice)
The fee paid will not be disclosed to any third party. It should not be discussed or even mentioned duringthe course of any meeting that will be felicitated by M/s Lexicon Public Relations & CorporateConsultants Limited’s point of contact – Mr. Pradeep Joseph, Senior Media Manager on behalf of M/s.Fahrenheit Events either to Embassy of United Arab Emirates or Sshrishty NGO.
At the conclusion of our event on the 26th April 2010, or upon demand by the Company, all information,including written notes, photographs, memoranda, or notes taken by you shall be returned to us.
The Fee once mutually agreed upon, the undersigned agrees to hold all confidential or proprietaryinformation or trade secrets in trust and confidence and agrees that it shall be used only for thecontemplated purpose, shall not be used for any other purpose or disclosed to any third party.
No copies will be made or retained of any written information supplied.
This information shall not be disclosed to any employee or consultant from the client’s organization whichholds to be M/s Lexicon Public Relations & Corporate Consultants Limited (Expect our point of contact – Mr. Pradeep Joseph, Senior Media Manager) , Embassy of United Arab Emirates and Sshrishty NGO
It is understood that the undersigned shall have no obligation with respect to any information known bythe undersigned or generally known within the industry prior to date of this agreement, or becomescommon knowledge within the industry thereafter.
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Confirmations from the Client
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Client Brief – 2nd Meeting
Programme
08:00 pm : Welcome address by UAE Ambassador Mohamed Sultan Al Owais
08:03 pm :Welcome address by Ms. Sanghamitra Bose, Founder Trustee of Sshrishti
08:06 pm :Welcome Song - Ms. Madhumita Biswas
08:10 pm : A short film “The world of Sshrishti”
08:15 pm :Sangam: Dance performance by Ms. Kavita Dwibedi & her troupe.
Odissi Danseuse Kavita Dwibedi is ebullience personified. Founder of OdissiAkademi, Delhi, she will be performing with her troupe in an innovativeconfluence of traditions of Kathak, Odissi and Mohini Atyam.
08:50 pm :Sufi Rendition by Ms. Madhumita Biswas
08:55 pm :Through our Eyes: Auction of photographs. Showcasing an extraordinary range of photographs taken by the Children of
Sshrishti, under the tutelage of internationally acclaimed photographer Mr.Samar Jodha
All proceeds will fund the Sshrishti Learning Centers
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The Work Begins
Task 1 : The Invites Printed - Front
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On the Day of the Event
The Genesis of Setup for the UAE – SShrishti Charity Dinner.
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The Work Begins
Stage Setup
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Stage & Flooring Setup Begins
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Light Setup In Process
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Sound and AV Setup In Process
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Creation of the Exhibition Walls
2 = 10ft X 8Ft
Wall 2Wall 1
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Creation of the Exhibition Walls 1= 20ft X 8Ft
Wall 3
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Final Wall 1 10ft X8ft
Installed in the pre-function area
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Final Wall 2 10ft X8ft
Installed in the pre-function area
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Final Wall 20ft X8ft
Installed in the pre-function area
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The Décor of the Table – Idea Suggested by me
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THE HALL SETUP – Idea suggested by me- 300 Guests
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THE FINAL SETUP
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THE FINAL SETUP – A Closer Look
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Mirchi Light Concept – Idea Suggested by me.
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GUEST START COMING
Taking a view of the Pictures Exhibited
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His Excellency UAE Ambassdor Mohamed Sultan Al Owais takes a look at
the Pictureds exhibited.
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Internationally acclaimed photographer Mr. Samar Jodha explains the painting.
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Guest present at the Dinner
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Guest present at the Dinner
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Tanvi Gogia –
Emcee of the
Evening
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WelcomeSpeech by the
UAE
Ambassdor
Th A h f l b h h
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The Event Starts – A Short film by Sshrishti
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Ms. Madhumita Biswas performing.
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A power packed performance by Ms. Kavita Dwibedi’s troupe
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A breath taking performance by Ms. Kavita Dwibedi and her troupe
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The servings of Dinner
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Tabla being played as the Dinner is served and enjoyed by the guest
The servings of Dinner
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The servings of Dinner
E d S J dh ki k h A i
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Emcee and Samar Jodha kickstart the Auction
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Post Dinner – The Art Auction Begins
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People participating in the Charity Photo Auction
P E S i li i f h G
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Post Event Socializing of the Guest
P E S i li i f h G
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Post Event Socializing of the Guest
P E S i li i f h G
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Post Event Socializing of the Guest
Post Event His Excellency UAE Ambassdor Mohamed Sultan Al Owais
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y
Socializing with the Guest
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The Close of the UAE SShrishti Charity Dinner
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Appreciation mail by the client.
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Thank YouThanish ThomasManager- Client Servicing
Fahrenheit Events
Ph : +91-9873172465
Email : [email protected]