Urban Infra
Group, the organiser of the 6th RailTrans Expo
2026, invites Expression of Interest (EOI) from experienced and
qualified Event Management Agencies for empanelment to provide end-to-end
event services for the successful execution of the expo and conference.
The 6th
RailTrans Expo 2026 is scheduled to be held on 3rd–4th July 2026 at Bharat
Mandapam, Pragati Maidan, New Delhi, and is expected to witness strong
participation from government authorities, industry leaders, technology
providers, and international stakeholders from the rail and transport sector.
Scope of Services
Interested
agencies are required to submit their EOI along with a reasonable commercial
quotation under the following categories:
1. Conference Management
- Audio-visual systems (LED 16’ x 10’)
- Stage design and fabrication (Size 24’ x 18’)
- Seating arrangements for 300–500
delegates.
2. Booth Design & Development (Shell Type)
- Design and execution of shell-type booths
in various sizes.
- Provision of all standard facilities and
optional add-ons.
- 100 - 150 booths expected at RailTrans Expo 2026.
3. Manpower Support
- Skilled manpower for conference, awards
ceremony, and exhibition supervision.
- Managing an estimated 3,000–5,000
daily footfall.
4. On-site Registration Management
- End-to-end registration support.
- Badge printing and issuance for all
participants.
Eligibility & Terms of Engagement
Interested
agencies must meet the following eligibility criteria:
- Strict adherence to Bharat Mandapam /
ITPO rules and regulations.
- Proven experience in successfully
executing events at ITPO-managed venues, with sound knowledge of
on-ground procedures, permissions, and operational norms.
- Demonstrated capability to -
o
Maintain professional client relationships
o
Deliver all services on time with complete
satisfaction
o Coordinate effectively with other vendors
including caterers, photographers, videographers, podcasters, and logistics
partners
- Ability to supply high-quality
materials, equipment, and skilled manpower throughout the event
duration.
- Responsibility for all exhibition-related
infrastructure including lighting, electrical setups, and technical
requirements.
- Familiarity with ITPO systems and an
existing working relationship with ITPO management will be considered an
added advantage.
Financial & Commercial Terms
Upon
selection and empanelment, the agency shall agree to the following:
- Non-Refundable Agency Enrolment Fee: ₹1,00,000/- (Rupees One Lakh only) – payable after acceptance of
application.
- Refundable Security Deposit: ₹1,50,000/- (Rupees One Lakh Fifty Thousand only) – payable 30 days
prior to the event.
- The empanelled agency shall offer a 10%
business commission to the Host (Urban Infra Group) on the total
revenue generated from customised booth design and setup for exhibitors.
Commission will be calculated on the final revenue collected from
exhibitors.
- In case no customised stall work
is allocated to the agency, 50% of the empanelment fee shall be
refunded.
- Agencies must be prepared to work under tight
timelines, respond promptly to instructions, and maintain the highest
standards of professionalism.
- The agency shall maintain strict
confidentiality of all business matters, including financials,
exhibitor data, and event-related information, both during and after the
event, in accordance with Urban Infra Group’s policies.
Submission Deadline & Contact Details
Interested
agencies are requested to submit their detailed Expression of Interest,
along with:
- Company profile of Agency
- Relevant experience (especially projects executed at ITPO venues)
Interested
agencies may submit their Expression of Interest (EOI) via email to bd@urbaninfragroup.com by or before 10th February, 2026.
 for Empanelment of Event Management Agencies){kind=link}