Request for Proposal (RFP) for Organizing a Networking Evening at India Pavilion during MIPCOM 2026, Cannes, France

Request for Proposal (RFP) for Organizing a Networking Evening at India Pavilion during MIPCOM 2026, Cannes, France

SERVICES EXPORT PROMOTION COUNCIL 417, 4th Floor, Prime Towers, Plot No. 79 & 80, Pocket F, Okhla Phase-I, New Delhi – 110020 Phone: [contact details removed] Website: www.servicesepc.org 24th September 2026 Sub: Request for Proposal (RFP) for Organizing Networking Evening at India Pavilion during MIPCOM 2026, Cannes, France Services Export PromoƟon Council (SEPC) is organizing the India Pavilion at MIPCOM 2026, scheduled to be held from 12th to 15th October 2026 at Cannes, France. In this regard, SEPC proposes to organize a Networking Evening on 13th October 2026 at the India Pavilion with the objecƟve of facilitaƟng business networking and interacƟon among Indian parƟcipants, internaƟonal buyers, industry representaƟves and other invited stakeholders. 1. Scope of Work SEPC invites quotaƟons from reputed and experienced agencies for providing end-to-end event management and catering services for the Networking Evening at the India Pavilion. The proposed event details are as follows:  Event: Networking Evening  Date: 13th October 2026  Venue: India Pavilion, MIPCOM 2026, Cannes, France  Expected Guests: Approximately 150–200 PAX  Requirement: End-to-end catering, pantry services, manpower and other related arrangements required for the successful conduct of the event. The agency shall be responsible for the complete execuƟon of the event, including coordinaƟon, setup, catering, service staff, pantry arrangements, consumables and dismantling/clearance, wherever applicable. 2. Catering and Menu The agency shall provide a suitable menu for the Networking Evening for approximately 150– 200 guests. The detailed menu/items proposed by SEPC are aƩached separately for reference. The agency may suggest suitable menu opƟons and shall provide the rates accordingly. The quotaƟon should include all costs associated with:  Food and beverages  Service and serving arrangements  Crockery, cutlery and glassware, wherever required  Buffet/service counters  Tables and other necessary catering arrangements  Service staff  TransportaƟon and logisƟcs  Setup and clearance  Taxes, duƟes and applicable charges  Any other incidental expenditure required for complete execuƟon 3. Pantry Requirements The agency shall also provide the following pantry consumables for use at the India Pavilion: S. No. Item QuanƟty 1 Coffee Pouches 400 2 Cups 400 3 Sugar Pouches 400 4 Milk Pouches 400 5 Tea Pouches 200 6 Water BoƩles – 200 ml 400 7 Cookies – 2 varieƟes As required 8 SƟrrer 400 pieces 9 Tissue Boxes 10 boxes The bidder shall quote rates for the above items, including supply, transportaƟon, handling and any applicable taxes/charges. 4. Manpower Requirement The selected agency shall provide two (2) dedicated helping/service staff for four (4) days during MIPCOM 2026. The manpower shall assist with pantry management, serving, replenishment, cleaning/maintenance of the pantry area and other related requirements as instructed by SEPC. The cost of manpower, including transportaƟon, meals, accommodaƟon, taxes and other applicable charges, if any, shall be clearly indicated in the financial quotaƟon. 5. End-to-End Responsibility The agency shall be responsible for providing a complete end-to-end soluƟon for the Networking Evening and related pantry requirements. The quotaƟon should therefore include all costs necessary for successful execuƟon, including but not limited to:  Catering and food arrangements  Pantry consumables  Manpower  TransportaƟon and logisƟcs  Setup and service arrangements  Equipment, crockery and cutlery, wherever required  Cleaning and post-event clearance  Taxes and statutory charges  Any other incidental expenses No addiƟonal charges shall be payable for items/services that are reasonably required for the successful execuƟon of the approved scope but have not been specifically excluded in the financial quotaƟon. 6. Financial QuotaƟon The bidder shall submit a detailed financial quotaƟon clearly indicaƟng: 1. Per-person rate for the Networking Evening for 150–200 PAX. 2. Detailed menu-wise/item-wise rates. 3. Rates for pantry consumables. 4. Cost of two helping staff for four days. 5. Any equipment/setup/service charges. 6. TransportaƟon/logisƟcs charges, if applicable. 7. Applicable taxes. 8. Grand Total inclusive of all applicable charges. The bidder should clearly menƟon the validity of the quotaƟon. 7. Eligibility The agency should: 1. Be a registered business enƟty/service provider. 2. Have relevant experience in providing catering/event management services for internaƟonal events, exhibiƟons, conferences or business networking events. 3. Have experience of handling events for approximately 100 or more guests. 4. Have the necessary capability and manpower to execute the assignment at Cannes, France. 8. EvaluaƟon The agencies meeƟng the required technical criteria shall be considered for evaluaƟon of their financial proposals. SEPC reserves the right to seek clarificaƟon, negoƟate where appropriate, accept or reject any quotaƟon, wholly or partly, without assigning any reason. 9. Submission of QuotaƟon The complete technical and financial quotaƟon should be submiƩed through email at: [contact details removed] The quotaƟon should be submiƩed latest by 05:00 PM on 02th October 2026. To, Chandranshu Awasthi Sr. Director Services Export PromoƟon Council (SEPC) 417, 4th Floor, Prime Towers Plot No. 79 & 80, Pocket F, Okhla Phase-I, New Delhi – 110020 For Services Export PromoƟon Council (SEPC)

Issued by Services Export Promotion Council (SEPC), India.