Specialists in

providing
tailored event
management

CONSULTING SERVICES

WHY USE US?

Experience – The GALACTIC MEDIA team has an average 10 years
experience organising and managing all manner of events and
media solutions from large conferences and exhibitions through to
small meetings and company parties.

Specifications – GALACTIC MEDIA recognises that every event is

different and we pride ourselves in understanding the unique
rationale behind each event. Whether your event requires
sensitivity, high security, tight budget management, exclusivity,
legislation compliancy…GALACTIC MEDIA can assist in any way. We
work in accordance with your internal processes and send you
information in your preferred format.

Turnaround – Sometimes events need to be organised at a

moments notice. With this in mind GALACTIC MEDIA responds to
your enquiry within an hour and provides you with an initial proposal
within 24 working hours (48 for overseas events). For our clients on
even tighter deadlines we can send a proposal within 4 hours, just
let us know how urgently you need a response.

Cost – Many of the services GALACTIC MEDIA offer are FREE of

charge. We save you a significant amount of time which enables you
to dedicate your resources elsewhere. Our collective buying power
and relationships with industry contacts enable us to deliver
substantially discounted rates. All the proposals we send have
transparent costing and details of the savings we have negotiated
on your behalf.

Clients – GALACTIC MEDIA help any organisation in both public and

private sector. From single managed consultancies with no events
experience right through to FTSE 100 companies with event
management departments, we can lend a helping hand.

GALACTIC MEDIA Newsletter – We keep our clients up-to-date

with developments in the events industry, from new and exciting
venues to the latest refurbishments, with our monthly newsletter.

For 2008 we have planned an average of 22% saving to our

clients.

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Finally – We take pride in every event we work on to ensure that

you get the best service which is why we invest time learning and
understanding more about you, your organisation and your event
objectives.

PORTFOLIO

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CONSULTING SERVICES

Whatever the location, size, style and purpose of your event

(conference, seminar, business meeting, congress, exhibition,
product launch, user group, award dinners) we have, and always
will, endeavour to deliver above and beyond our clients’
expectations. Our team at GALACTIC MEDIA has an extensive skill
set and can produce the programme, acquire your speakers and
delegates, find the venue, market and sell your event, and cover as
much of the event management and logistics as you require.

Our areas of expertise include:

VENUE FINDING

Search anywhere in the world for a venue that best fits your event.
This is a FREE service.

 For any style of event and any specifications you have we will
ensure we find the most appropriate venue for your company
and budget
 From hotels right through to the most quirky and unique
venues we can find a space that will ensure your events works
or simply wow your guests
 We will negotiate the best rates and quality from the venue
and suppliers

EVENT MANAGEMENT

Manage as much or little of your event as your situation dictates.

 Develop and manage the event schedule detailing individual

tasks, ownership and deadlines
 Liaise with the venue, event support suppliers (e.g. AV)
speakers and delegates
 Liaise with the Client on an ongoing basis (at specific times
where required) to update on all aspects of the event
 Design and prepare all the event documentation and
equipment prior to the event including delegate attendance
lists, delegate packs, delegate badges, delegate evaluation
feedback forms etc with input and agreement from the Client
if and when necessary

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CONSULTING SERVICES

PRODUCTION / PROGRAMME DEVELOPMENT & SPEAKER

ACQUISITION

Research and produce an event programme that aligns to your

message and target audience and is enhanced by the most suitable
speakers.

 For conferences we can research and devise an event

programme that will be appealing to potential delegates
 We can source key industry experts and leading figures to
speak at your event
 We can take an existing event programme from a client and
obtain feedback to assess the validity and quality
 For other types of event we can find you the most entertaining
after dinner speakers or comedians to enhance your events.
We will work with your needs and take into consideration your
company ethos to ensure we give you the right match

EVENT CONSULTANCY & UNIQUE IDEAS

Help you organise an event “with a difference”.

 We can consult with you on the best format and timing for
maximum effectiveness for an event
 We can provide you with unique ideas to maximise audience
participation at your events

HOSPITALITY EVENTS AND PARTIES

Ability to provide unique hospitality opportunities and parties for all

scenarios;

 We can create and deliver bespoke hospitality for all your

requirements
 We can also arrange corporate hospitality at major sporting
and social events

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CONSULTING SERVICES

 We will also deliver your perfect party, from Christmas Parties,

Summer Parties to private dinners and all other company
events
_________________________________________________________________

LOGISTICS

Provide you with individual support services for your events.

 We can provide you with individual support elements such as

AV, catering, bespoke stand build, music, entertainment,
teambuilding and many more, as required

DELEGATE MANAGEMENT

Manage all your delegates’ needs.

 From the moment they book on until the time they leave the
event we will ensure delegates have everything they need to
get the most out of your event

MARKETING AND PROMOTION

Increase marketing and promotional activity to a wider audience on

your behalf.

 Create a marketing campaign that fits your event and

organisation and your target audience
 Create marketing promotion and send to identified audience
(post, web, email etc)
 Work with an existing campaign to gain feedback or to
increase the audience number

DELEGATE ACQUISITION

Attract delegates to your event.

 Contact potential delegates from either a clients contact list, a

preferred wish-list, or a list we have identified or sourced.

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 Contact potential delegates from an existing marketing

campaign
 Ensure interested and confirmed delegates actual attend

RESPONSE MANAGEMENT

Gain detailed insight into potential or existing customers.

 Obtain accurate feedback from recipients of a recent Direct

Marketing campaign
 Target specific people and conduct a survey with clients’
questions
 Data cleansing and information verification of an internal
contact list

REGISTRATION WEBSITES

Design an online registration website.

 We can create a website that incorporates the branding of

either the event itself or the company as a whole
 Your registration site can be used as a marketing tool to find
out information pre-event about attendees enabling you to
tailor the event to their specific needs
 Delegate payments can be managed through the site

BADGE PRODUCTION AND ELECTRONIC ON-SITE TRACKING

Produce bar-coded badges for your events to make tracking and

registration easier.

 Tailor-make delegate badges to include all the information

required and specific design for your event. These can be
either sent out pre-event or distributed as required.
 Uniquely Bar coded badges allowing for easy scanning of
attendees into the event, breakout sessions or seminars
 We can provide wireless bar code scanners for your
registration and any sponsors or visitors that may benefit.

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CONSULTING SERVICES

 We can collate the data received during the event in whatever

manner and format is required
 On site support will provide real time reports and ability to
reproduce lost / forgotten badges on site

ON-SITE HOSTING

Minimise permanent staffing costs while having highly experienced

staff on hand during your event.

 Provide professional staff to manage the event on the day

where required
 Manage the registration and be the main point of contact for
all parties at the event including the venue and the suppliers
where applicable

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The Event

In Memory of.......!

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This event is dedicated in memory of Y.S. Rajashekar Reddy as a

mark of respect of service and dedication for Andhra Pradesh in
fulfilling a commons interest and supporting their interest at fair
pages. As the Chief Minister of Andhra Pradesh, Dr. Y.S. Rajashekar
Reddy stands as an example the down-to-earth administrative
capacities while efficiently serving the interest of the people at
large.

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CONSULTING SERVICES

Shri Hanuman Vyayama Shala (HVS) and

Telangana Body Building Association (TBBA):

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For anybody who is interested in fitness, and body building in

particular, it would be appropriate to know about one of the earliest
and largest bodies which has been promoting the sport and the
individuals who believed in it. We are talking about Shri Hanuman
Vyayama Shala (HVS) and it's segment Telangana Body Building
Association (TBBA). TBBA was formed in the year1976 and is an
affiliate of Indian Body Building Federation (IBBF). TBBA is situated
in the premises of Shri Hanuman Vyayama Shala (HVS), which has a
history of a century. TBBA was formed with a noble intention of
encouraging and developing body building in Telangana region, for
which many body builders from HVS had represented TBBA at Junior
and Senior Body building Championships, South India Body
building Championships and many All India Invitational Body
building Championships, in which many champions have been
produced, and they were also recommended for jobs in various
organizations like Railways, APSRTC and Services. The parent
organization, Shri Hanuman Vyayama Shala (HVS) is an institute
having a large number of sportsmen of various games, especially
Indian games like Wrestling (Indian style), Kabaddi, Kho-kho,
besides Body building. As mentioned already, HVS is hundred years
old and has the latest and finest Gymnasium which is also the
largest in the country, with an investment of 25 lakh Rupees.
Besides the games mentioned above HVS also encourages games
like Swimming, Power lifting, Weight lifting, Martial Arts, Table
Tennis and the like. HVS has been extending it's services to the
society in a wide range of fields, starting from the Liberation
Movement during the Pre-Independence era, till today, where it has
a Music and Dance School (Classical and Western) and Educational
institutes ( HVS Public School, HVS Junior College and Degree
College).

To name a few of the grand events that TBBA has organized under
the shadow of HVS are:

Senior National Body building Championships (Mr.India), in the year

1997
Mr.South India (during late 1980's)

Now TBBA is looking forward to organize Common Wealth Body

building Championships in the year 2002.
HVS also has excellent coaches for all the games which are
mentioned above, who have extended their services in the national
level. Apart from this, two of the members of HVS, Mr.S.Mohan Rao

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(Secretary, TBBA) and Mr.Benny Francis (Technical Advisor, TBBA)

have been selected as the office bearers of Indian Body Building
Federation (IBBF). For what ever the shape TBBA is in today, major
credit goes to Mr.S.Ratnam, Hon.Secretary of HVS and President of
TBBA.

Profiles of important members of TBBA:

1. Mr.S.Ratnam (Hon.Secretary, HVS;
President, TBBA)
Former Kabaddi player and Wrestler, who actively takes part in
organizing various events at HVS, who also looks after the
educational institutions in HVS.

.
2. Mr.S.Mohan Rao (Secretary, TBBA)

Senior coach for body building at HVS; E.C member of Andhra

Pradesh Olympic Association and Organizing Secretary for
South Indian Body building Federation.

The Venue
Lal Bahadur Stadium is situated behind the police control room,
between the Nizam College and Public Gardens in Hyderabad. It is
the venue for many national and international sporting events,
especially for football and cricket. The stadium was previously
known as Fateh Maidan. It has the capacity to seat around 25,000
people. The swimming pool, shopping complex and the indoor
stadium are the important aspects of this stadium. The ground has
flood light facility.

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CONSULTING SERVICES

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Dear Sir,

In line with our discusion, we are pleased to propose the following:

Name of the event : Mr. ANDHRA PRADESH

Date : 12 December 2009
th

Venue : LB Stadium
Area : 240,000 sq/metres
Hall rent : Rs 750,000/- plus 14.86% taxes
:
Guaranteed attendees : 8000 and above
Event timings : 0500hrs to 1100hrs)
Seating style : Cabaret

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 Specialists in
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CONSULTING SERVICES

Package for Flexi Halls (Corporate or VIP Client Interaction)

(With LCD)

Particulars
• L C D Projector (2500 ASL) with screen
• Handheld cordless mike
• Cordless collar mike
• Sound mixer (8 channel)
• Sound amplifier
• Goose neck Podium mikes
• DVD player
• Remote slide changer
• Goose neck Podium mikes
• DVD player
• V G A splitter
• Par cans for head table, backdrop & podium
• Head table mikes
• 42" plasma screen as screen monitor
• Remote slide changer

Other listing of video system

LCD Projectors:
• LCD Projector 2500 Ansi-Lumens
• LCD Projector 3000 Ansi-Lumens
• LCD Projector 4500 Ansi-Lumens
• LCD Projector 7600 Ansi-Lumens

Screens:
• 4X6 Screen ,Tripod, front/Rear Projection
• Mounting & Fixing of 5' X 7' Screen with 1 feet masking all
around for front/Rear Projection
• Mounting & Fixing of 6' x 8' Screen with 1 feet masking all
around for front/Rear Projection

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 Specialists in
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CONSULTING SERVICES

• Mounting & Fixing of 12' x 9' Screen with 1 feet masking all
around for front/Rear Projection
• Mounting & Fixing of 12' x 16' screen with 1 feet masking all
around for front/Rear Projection
• Mounting & Fixing of 18' x 24' Screen with 1 feet masking all
around for front/Rear Projection

DJ party hall
Particulars:
• Four bin setup (JBL) with effect lights
• Additional lights (Par cans)
• D J (Local)

NOTE:
• Rates are only for local DJ. Celebrity DJ would cost depending
on his/her star value.
• Rates will also differ during festive season like Valentines day,
Diwali, Christmas and New Year.
• The rates for the festive season will be finalised only as per
requirement.

Fashion show

Particulars:
• Models (Local) [male & female]– 15
• Choreographer (Other State)– 1
• Art Director – 1
• Coordinators – 8
• Make up artists – 4

Marketing Cost for Corporate(s), VIP’s & Locals

Momentous

Type : Crystal
Quantity : 250
Size : 7” / 5” / 5”

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Banners

Type : 220 GSM

Quantity : 1,000 prints
Size : 6’ / 4’
Frame : 6’ / 4’, 1,000 stands

Posters

Type : 180 GSM

Quantity : 3,500 prints
Size : A3

Holding

Type : 220 GSM

Quantity : 8 prints
Size : 10 /15 mts

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