Annexure 03 RFP of EMC :
Pakistan Association of
Automotive Parts & Accessories Manufacturers
Request for Proposal (RFP) for
Event Management of Pakistan Auto Show 
1. Introduction of PAAPAM
Pakistan Association of Automotive Parts & Accessories Manufacturers (PAAPAM) represents large-, medium- & small-scale auto parts manufacturing industries all over Pakistan. The Association achieved recognition from the Government of Pakistan in 1999 and today it is represented on many government bodies, organizations, NGOs and committees as well as private institutions through its members. PAAPAM is also a member of the Federation of Pakistan Chambers of Commerce & Industry (FPCCI).
The Pakistan Auto Show is an initiative of PAAPAM which is held annually in Lahore and Karachi in alternate years. Pakistan Auto Show aims to provide the Pakistani automotive industry a platform to showcase its capability and potential to the world. It is a three-day event with the entire auto engineering sector assembled under one roof. Government high officials, local and international buyers and manufacturers, machinery manufacturers, raw material providers, service providers, and many more representatives of related industries participate in this event. Historical trends show an average of 100,000 crowd participation in this event every year.
PAAPAM is planning to hold its annual show on [27-28-29 October, 2023] at Karachi Expo Center. Therefore, PAAPAM intends to acquire the services of a professional Event/Expo Management Company (EMC) for organizing and managing Pakistan Auto Show .
2. Eligibility of applying for the EMC of Pakistan Auto Show 
The company which seeks to apply for the EMC of Pakistan Auto Show  (also referred to as “Event” in this document), should be meeting or exceeding the following criteria:
3. Functions of the EMC for Pakistan Auto Show :
The EMC shall be responsible for managing the overall event of Pakistan Auto Show . The key functions to be performed in this regard are stated below:
3.1. Marketing Pitch & Dedicated Resources
o 2 dedicated resources (a Designer & Marketeer) will be attached with PAAPAM Team upon award of the contract.
o 3 additional resources (For Exhibitor Management) from the EMC will be attached with PAAPAM staff upon award of the contract.
o 8 additional resources will be attached with PAAPAM’s staff once the marketing collateral is finalized.
3.2. Sponsorship of Closing Ceremony / Gala-Nite
Getting sponsorship for the Closing Ceremony / Gala-Nite of Pakistan Auto Show  will be the responsibility of EMC.
3.3. Management of Inaugural Ceremony
o Separate help desks in front of each hall will be established. Following people will be a part of each help desk:
Ø Electrician, Carpet Manager, Housekeeper, POS expert
Ø Exhibitor Services will be given on every exhibitor stall
o One specialized team comprising 4-5 persons from the EMC for the facilitation of International Exhibitors, including traveling, accommodation, food, security protocols and to ensure their arrival at the Event venue.
o Exhibitors, visitors & buyer cards printing and allotment.
o Hourly update on footfall to PASOC.
3.4. Entire Management of Seminars & Conferences at the Event
3.5. Media & Press Handling
o Different kits will be prepared and allotted by the EMC for exhibitors, PAAPAM Managing Committee members, sponsors, press & seminar participants subject to sample approved by PASOC.
o The designing, sampling and distribution of shields and awards will be done by the EMC.
4. Roles & Responsibilities of EMC
4.1. Management Control
4.2. Financial Matters
4.3. Qualification of Resources
o Must have strong administration & marketing background
o Should be computer literate i.e., good understanding of MS Office, Emails, Website.
o Must be equipped with mobile and laptops with internet on the go, provided by the EMC.
o The designer should also be proficient in Adobe Photoshop, Corel Draw, 3D Max & other designing software.
o Should have genuine interest in the initiatives and the outcomes being pursued in the Event.
o Should be an advocate for the Event’s outcomes.
o Should be committed to, and actively involved in, pursuing the Event’s outcomes.