UAE Sshristi Charity Dinner

Client Date Time Venue

: : : :

Lexicon Public Relations 26- May -2010 7:30pm 11:30pm Kamal Mahal, ITC Mauyra Sheraton Hotel

Client Brief 1st Meeting

The Embassy of UAE will sponsor a Charity dinner with Sshrishti , an NGO and partner with it to auction photographs clicked by slum kids under the tutelage of internationally acclaimed photographer Mr. Samar Jodha. The Entire Event Management will be done By Fahrenheit Events under the supervision of Mr. Abhishek Shukla

Requirements discussed with the Event Agency.

Asked to revert with the costing.

Requirements based recommendation is as Follows

Elements Main Stage

Size (BxLxH)

Qty / Size

For the Photography to be Displayed as a Gallery Inside the Hall Manpower Sound Light Audio & Visual Additional Charges Invitation card Agency Fee

Console Masking

Main Backdrop (Star Flex, Wooden Frame) Console masking (Console Masking Front)

30FtX10ft 20FtX4ft

1 1

10FtX11.5ft Console masking (Console Masking Projection screen1) 1

10FtX11.5ft Console masking (Console Masking Projection screen1) 1

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

For the Photography to be Displayed as a Gallery Inside the Hall

MDF Wall to display Photographs (Placed inside the hall)

20ftX8 FT

MDF Wall to display Photographs (Placed inside the hall)

10ft X 8Ft

6*8 Projections Screens ( With Black Masking)

Manpower

Emcee - Tunvey Gogia

Hostess

Sound

JBL Srx QSC Amplifier Clear comm Feedback Monitor Condenser mics DVD Players Cordless Mics 10 Channel Audio Mixer

2 Top with Bass

4 2 4 2

Flooring

1 1 2 1

Light

Parcan 64 ( 6 Colors) ( Red, Blue,Green, Yellow, White and Purple)

6 on Each side , with complete Thrust Masking

12

Truff

12ft. High

Spotlight

Following Light

Exhibition Light

Art Exhibition Lighting

20

AV & Addition Expenses

Audio & Visual
Splitter Switcher 3000 Luminous Projector (ANSI) Videographer Video to to shot in DV Format. 3 copies will be made and given to us 1 1 2 2

Photographer

Photographer will compile the entire photoshoot in a DVD and 3 copies to be given to us.
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

Invitatation Cards

Invitation Cards

12.5cmX17.5cm

250

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 Vendors 2. Getting the Flex , Invitation Printed 3. Ensuring a test run is done before the event 4. Complete Coordination with Hotel Management 5. Setting up the Venue 6. 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 licenses should 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 or locations 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 flooring on the main stage which consume a time at least 8 hours. That means with the event is at 7:30pm, We have to get the entire setup ready by 6:00pm so that the artist can do the rehearsals and the sound, lights etc can 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)

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 Final Invoice 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 during the course of any meeting that will be felicitated by M/s Lexicon Public Relations & Corporate Consultants Limiteds 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 proprietary information or trade secrets in trust and confidence and agrees that it shall be used only for the contemplated 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 clients organization which holds 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 by the undersigned or generally known within the industry prior to date of this agreement, or becomes common knowledge within the industry thereafter.

Confirmations from the Client

Client Brief 2nd Meeting

Programme

08:00 pm 08:03 pm 08:06 pm 08:10 pm 08:15 pm

: Welcome address by UAE Ambassador Mohamed Sultan Al Owais :Welcome address by Ms. Sanghamitra Bose, Founder Trustee of Sshrishti :Welcome Song - Ms. Madhumita Biswas : A short film The world of Sshrishti :Sangam: Dance performance by Ms. Kavita Dwibedi & her troupe.

Odissi Danseuse Kavita Dwibedi is ebullience personified. Founder of Odissi Akademi, Delhi, she will be performing with her troupe in an innovative confluence of traditions of Kathak, Odissi and Mohini Atyam.
:Sufi Rendition by Ms. Madhumita Biswas :Through our Eyes: Auction of photographs.

08:50 pm 08:55 pm

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

The Work Begins Task 1 : The Invites Printed - Front

On the Day of the Event The Genesis of Setup for the UAE SShrishti Charity Dinner.

The Work Begins Stage Setup

Stage & Flooring Setup Begins

Light Setup In Process

Sound and AV Setup In Process

Wall 1

Wall 2

Creation of the Exhibition Walls 2 = 10ft X 8Ft

Wall 3

Creation of the Exhibition Walls 1= 20ft X 8Ft

Final Wall 1 10ft X8ft Installed in the pre-function area

Final Wall 2 10ft X8ft Installed in the pre-function area

Final Wall 20ft X8ft Installed in the pre-function area

The Dcor of the Table Idea Suggested by me

THE HALL SETUP Idea suggested by me- 300 Guests

THE FINAL SETUP

THE FINAL SETUP A Closer Look

Mirchi Light Concept Idea Suggested by me.

GUEST START COMING Taking a view of the Pictures Exhibited

His Excellency UAE Ambassdor Mohamed Sultan Al Owais takes a look at the Pictureds exhibited.

Internationally acclaimed photographer Mr. Samar Jodha explains the painting.

Guest present at the Dinner

Guest present at the Dinner

Tanvi Gogia Emcee of the Evening

Welcome Speech by the UAE Ambassdor

The Event Starts A Short film by Sshrishti

Ms. Madhumita Biswas performing.

A power packed performance by Ms. Kavita Dwibedis troupe

A breath taking performance by Ms. Kavita Dwibedi and her troupe

The servings of Dinner

Tabla being played as the Dinner is served and enjoyed by the guest

The servings of Dinner

Emcee and Samar Jodha kickstart the Auction

Post Dinner The Art Auction Begins

People participating in the Charity Photo Auction

Post Event Socializing of the Guest

Post Event Socializing of the Guest

Post Event Socializing of the Guest

Post Event His Excellency UAE Ambassdor Mohamed Sultan Al Owais Socializing with the Guest

The Close of the UAE SShrishti Charity Dinner

Appreciation mail by the client.

Thank You
Thanish Thomas Manager- Client Servicing Fahrenheit Events Ph : +91-9873172465 Email : thanish.thomas@fahrenheiteventsindia.com