RFQ – TERMS OF REFERENCE FOR PROJECT ORGANIZER/
EVENT MANAGEMENT COMPANY
IBTM AMERICAS 2022
- PROJECT TITLE : IBTM Americas 2022
- DATE : 24 – 25 August 2022
- VENUE : Centro Citibanamex, Mexico City
- REQUIREMENT : Services of a Project Organizer / Event
Management Company
- JOB SPECIFICATIONS :
Trade Show Proper
- Booth design, maintenance, installment, set up and dismantling of the Philippine Pavilion
- Coffee bar with barista
- It’s More Fun in the Philippines signage in English and Spanish
- Supervising staff
- Six (6) interpreters (will depend on the final number of Co-exhibitors from the Philippines)
- Printed brochures in full color
- Production of giveaways
Press Conference
- Function room for 30 media invitees
- Coffee break service (AM snacks)
- Backwall and AV equipment
- Registration table
- Dedicated staff
- Giveaways (branded bags and VIP sets)
- Banners and backdrop
Breakfast Presentation
- Function room and set up for 70 invitees (MICE and travel agents)
- Digital invitation and registration
- Technical equipment (screen, microphone and speakers, etc.)
- Plated menu
- Documentation services
- Dedicated staff
- Registration and attendance promotion
- Banners and backdrop
Other Requirements
- Ground transportation and transfers
- BOOTH SIZE : 63 sqm
- BACKGROUND / OBJECTIVES
The Tourism Promotions Board (TPB) and PDOT Los Angeles are spearheading the Philippines’ participation in IBTM Americas, scheduled on 24 – 25 August 2022 at the Centro Citibanamex, Mexico City with five (5) co-exhibitors from the tourism industry.
The Global Meeting and Incentives Exhibition (IBTM) Americas is the leading international trade show which connects the meetings and events industry across North America, Latin America, Europe and beyond. The show is known to offer Convention and Visitors Bureau (CVBs) and other MICE suppliers with a platform to meet quality buyers, close business deals in two-days of pre-scheduled business meetings and networking with decision makers.
Participation
- Increase awareness on the Philippines MICE offerings to the North and Latin American markets. Tackle issues on air connectivity and, flight options; relevance of the Mexican Market to the Philippines; MICE attractions and offerings; potential partners from the Philippines
- Establish the Philippines’ tourism and MICE brand in the North and Latin American markets;
- Expand networking opportunities with the outbound MICE market of the U.S., Canada and Latin American Regions;
- PHILIPPINE PAVILION DESIGN OBJECTIVES
To be able to achieve the objectives below, the supplier must submit three (3) design andlayout proposals for the Philippine Stand:
- Generate positive “brand recall” of the Philippines and establish the country as a preferred MICE destination in the global market using the “It’s More Fun in the Philippines” tagline;
- Create an atmosphere that reflects the Philippines as a fun yet suitable MICE destination, highlighting sites and investment destinations that appeal to the Latin American market.
- Create an interactive atmosphere to attract onsite buyers and encourage them to drop by the Philippine Stand;
- Provide a highly functional yet visually appealing area for the distribution of Philippine collateral materials (to include AVPs, digital and printed brochures, Philippine tourism images, etc.).
- BOOTH ELEMENTS / LAYOUT
- BUSINESS AREA FOR PRE-SCHEDULED APPOINTMENTS (PSAs) / BUSINESS-TO-BUSINESS (B2B) SESSIONS
- Six (6) negotiating round tables for Philippine exhibitors, including TPB / DOT-LA
- Provision for installation of company name / signage per table
- Three (3) chairs per table (2 for company representatives; 1 for the Buyer or vice versa)
- Small lockable storage cabinets per exhibitor table
- Individual electric outlets (at least 2 sockets) and adaptors (most exhibitors would bring equipment with plug Type A) per table (should be nearest the exhibitor / on the exhibitor side)
- Tables to have printed Philippine maps (printed on laminated cardboards)
- Six (6) candy dishes to be placed on top of each table
- Six (6) small trash bins to be placed under each table
- ONE (1) INFORMATION COUNTER
- Philippine Map (showing MICE destinations) printed on a laminated cardboard
- Lockable storage space under the counter
- At least two (2) chairs (high swivel)
- Two (2) power outlets
- Two (2) brochure racks beside the counter
- LED monitor of at least 75’’ screen size, or indoor LED panels, if with wall backing
- USB player and HDMI cable for AVP showing, as applicable
- Printed stand map for the location of each exhibitor
- ONE (1) GENERAL STORAGE AREA WITH LOCKABLE DOOR (FOR HAND CARRY LUGGAGE AND OTHER PROMOTIONAL MATERIALS)
- Seven (7) lockers (medium-size bags should fit)
- Shelves for promotional materials / brochures and giveaways
- Two (2) trash bins (for wet and dry trash)
- One (1) full length mirror
- Small refrigerator
- Coffee and hot water makers
- Disposable cups, cup sleeves, stirrers, paper napkins, cutlery (good for 2 days)
- At least four (4) power outlets
- COFFEE BAR
- Atmosphere / mood: A creative coffee bar
- A bar counter to accommodate four (4) pax
- Wall
- Coffee map of the Philippines (framed)
- Menu (framed): Cappuccino, latte, americano, black (framed)
Note: Artwork to be provided by TPB, frame size to be recommended by contractor
- Bar ceiling with soft lighting and LED coffee signage in front
- Four (4) bar stools
- Work area with under bar sink, water supply and the following equipment / materials:
- Coffee grinder / brewer / espresso machine
- Hot and cold water dispenser
- Frothing pitcher
- Measuring cups and spoons
- Food containers (for coffee beans, ground coffee, sugar, milk and cream)
- Two (2) condiment organizers (for sachets of muscovado, brown and white sugar substitutes or artificial sweeteners and creamer)
- Paper cup and straw organizer
- Napkin dispenser
- Scissors
- Cleaning supplies
- Trash bins
- Consumables and disposable supplies (for 150 pax per day) including but not limited to the following:
- Milk
- Powdered creamer in sachets made of paper
- Brown sugar in sachets made of paper
- White sugar in sachets made of paper
- Artificial sweetener in sachets made of paper
- 12 oz coffee cups made of paper
- Customized coffee sleeves (artwork/logo to be provided by TPB)
- Wooded stirrer
- Napkin (artwork / logo to be provided by TPB)
- Coffee filters
- Biscuits / pastries
Note: TPB Philippines to provide roasted coffee beans, ground coffee and muscovado sugar
- Hiring of one (1) experienced barista
- Preferably Filipino or with Filipino blood
- Can speak fluent English
- PHOTO AREA AND ONE (1) PHOTOGRAPHER
- Photo area with printing of a Philippine destination backdrop (image to be provided by TPB)
- Photographer printing photos in real time (TPB to provide layout of the photo frame)
- Provides link where all photos are uploaded real time and available for download
- Use of DSLR camera with flash
- SPECIFIC STAND REQUIREMENTS
- Stand set up and installation inclusive of walls, storage
- Elevated flooring (4 inches) with carpet to cover the electrical wiring and connections
- Overhead “Philippines’’ signage which must be visible from all angles
- Backdrop visuals, overhead ceiling banners and other appropriate elements to achieve the Philippine campaign themes
- Interior décor, as appropriate
- Fresh plants, flowers and other decorative accessories
- Sufficient lighting
- Furniture and fixtures that complement the general theme and conform to the recommended layout
- WiFi / Internet access at the stand
- All exhibition venue necessities such as electricity and water connection, as well as suspensions and permits
- SCOPE OF WORK / DELIVERABLES
The TPB Philippines and PDOT Los Angeles require a package of services for the Philippine booth in IBTM Americas:
- Conceptualize the Philippine booth design based on the “It’s More Fun in the Philippines” campaign as the general theme, strictly following the rules and regulations set by the fair / event organizers
- Submit three (3) proposed booth designs for approval of TPB, at least one (1) month before the event and in accordance with the event preparation timeline
- Set up, install, furnish and decorate the Philippine booth based on, and consistent with, the approved concept / design and general theme
- Supply, deliver and install all the required materials, amenities and other additional supplies and necessities for the set up and installation of the Philippine booth, to include the following:
- Printing of the backdrop visuals, overhead ceiling banners, and such other materials
- Appropriate furniture and fixtures, and interior décor such as fresh plants, flowers and other decorative accessories
- Electricity and water connection, sufficient power outlets
- WiFi / Internet access
- Other accessories and pertinent inclusions deemed necessary by both parties to achieve the desired theme or improve the general look and function of the Philippine booth
- Repair or replace defective materials not conforming to the specifications, without cost to TPB
- Provide stand-by technical manpower for the duration of the fair for on-site problems, and to supervise the ingress/egress, booth set up and installation, maintenance and dismantling
- Provide daily stand cleaning service for the Philippine booth, before and after the exhibit hours
- Dismantle the booth / décor after the exhibit, egress on the dates designated by the fair organizer, and handle the storage or disposal of the booth parts
- Process the appropriate insurance coverage, and all permits required for the Philippine Booth in IBTM Americas 2022
- Other pertinent inclusions deemed necessary by both parties to improve general look and function of the booth
- ELIGIBILITY QUALIFICATIONS
The company must be an accredited show contractor of IBTM Americas.
- BUDGET
Total Budget allocation for the Philippine booth is a maximum of SIXTY-TWO THOUSAND ONE HUNDRED FIFTY US DOLLARS (US$62,150), inclusive of taxes and other applicable fees.
- OTHER REQUIREMENTS
The financial proposal should allow for at least three (3) modifications in the stand layout and design, without additional costs, in case of needed adjustments or corrections in accordance with the needs and requirements of the end user. Bidders are required to submit detailed breakdown of its cost component for the project.
XIV. PAYMENT TERMS AND BILLING DETAILS:
Please address proposal, contract and invoice to:
Richmond L. Jimenez
Philippine Department of Tourism – Los Angeles
3250 Wilshire, Suite 707, Los Angeles, CA 90010
- Wire Payment
- Payee’s company name
- Payee’s bank address with complete details
CONTACT PERSON:
Name: Fay Lena Castro
Phone: 213-4874525 Email: pdotlosangeles@gmail.com