BOOTH DESIGN, INSTALLATION AND DISMANTLING OF THE PHILIPPINE BOOTH AT THE SEATRADE CRUISE GLOBAL (SCG) 2023 Fort Lauderdal, FLORIDA
REQUEST FOR QUOTATIONS – TERMS OF REFERENCE
I. PROJECT
Title : BOOTH DESIGN, INSTALLATION AND DISMANTLING OF THE PHILIPPINE BOOTH AT THE SEATRADE CRUISE GLOBAL (SCG) 2023
Exhibition Date : March 28-30, 2023
Exhibition Venue : Fort Lauderdale Broward County Convention Center, Florida, USA
Location of PH Booth : Booth No. 2439
II. BOOTH DETAILS
Booth Type : Island Booth (Raw Space)
Size : 30 feet x 30 feet (900 square feet)
No of exhibitors : PDOT-NY plus 5 private sector companies and 3 DOT Regional Offices
III. PURPOSES / OBJECTIVES
The Philippine Department of Tourism (PDOT) is in need of the services of a well-experienced company engaged in the business of exhibition and display design, booth construction and dismantling. Preferably, the company shall have previous experience on cruise and/or tourism-related fairs and exhibitions in the US and/or other parts of the globe.
The set-up of the aforementioned Philippine booth is aimed at attaining the following objectives:
1. To network with major cruise line companies and cruise planners on increasing routes to the Philippines;
2. To maintain an aggressive presence and reinforce destination recall in the global cruise industry;
3. To sustain collaboration with other Asian countries to promote multiple destinations for cruising in Asia;
4. To be able to achieve the abovementioned objectives, bidders shall submit and prepare a proposed
design and layout for the Philippine booth.
IV. MINIMUM REQUIREMENTS
- Bidder must submit proposed design as part of this technical bid;
- Bidder must have at least three (3) years of experience in designing and setting up exhibition booths for international and local events, fairs, and exhibitions
- Must be willing to provide services on send-bill arrangement
V. SCOPE OF WORK / DELIVERABLES
Following are the services required by the Philippine Department of Tourism:
A. Booth Design
The booth design should showcase the country’s offerings as a fun and unique cruise destination in Asia by featuring iconic elements reflecting the Philippines. It shall highlight the Philippines’ major destinations for cruising through appropriate visual designs and tools. Visuals may be provided by the contractor for approval by PDOT. Design should project the government’s efforts for sustainable tourism through cruise.
B. Booth Elements/Layout Requirements
- One (1) reception counter for PDOT that includes the ff:
- The new It’s More Fun in the Philippines logo
- 2 adjustable chairs/bar stools
- Power outlet
- Display of exhibitors’ list
- Eight (8) individual tables for each private sector participant with the ff:
- Lockable cabinets for each company/exhibitor
- Individual company signages/logos
- Two (2) adjustable chairs/bar stools per fable
- Viny sticker of Philippine map to be put on top of the tables
- Overhead Philippines logo
- Two (2) sofa sets as meeting areas with appropriate furniture for group business meetings that can accommodate up to 5 guests. The meeting area should not sacrifice activation area/traffic flow.
- One (1) general storage area with the ff:
- Hot and cold water dispenser with ample supply of water for the duration of the event
- Trash bins with ample supply of trash bags for the duration of the event
- Other booth stand/pavilion requirements:
- Large scale photo panels with full-color graphics and destination images
- Philippine map showing the ports of call in the Philippines, the DOT Branding Campaign logo, and the Asia Cruise Cooperation logo and the ASEAN logo
- Four (4) ASEAN logo
- Four (4) ACC logo
- One (1) LED TV (at least 40 inches) with USB connectivity
*Placement should complement the general design
- Brochure table-top rack and/or stand type rack
- Furniture, fixtures, décors, and plant decorations/flower arrangements that complement the general theme
- Strong lighting in general areas to highlight stand visibility
- Flooring material/carpet/appropriate sheet
- All exhibition venue connections and fees (ample supply of electricity, running water, suspensions and permits)
- Supply, delivery, and installation of all the required materials, amenities, and supplies necessary for the set-up and installation of the booth
C. Booth and overhead banner set-up, installation and dismantling – activities must conform with the schedule, rules and regulations set by the SCG organizer.
D. All labor including on-site supervision, insurance, and permits should be included in the contract.
VI. TIME FRAME AND SCHEDULE OF WORK
Submission of bids and proposals shall be from February 24 to March 10, 2023. The winning bid will be announced on March 13, 2023.
The contract duration for the set-up and dismantling of the booth is a period of seven (7) days with
the following schedule of work:
- March 25-27, 2023 – Booth setup/construction and turnover (or according to official event schedule)
- March 28-30, 2023 – Exhibition Proper (Stand maintenance)
- March 31, 2023 – Egress/Booth dismantling
VII. BUDGET AND PAYMENT PROCEDURE
Total budget allocation for the Philippine Pavilion is USD 61,495.00 or its Philippine peso equivalent. Full payment shall be made within thirty (30) days after the full completion of the Philippine booth in compliance with the Philippine Government’s budget, accounting and auditing rules and regulations.
VIII. EVALUATION PROCEDURE
The winning bidder shall be determined based on the following: a) booth aesthetics, b) booth functionality, c) the proponent’s relevant experience, d) conformity with the rules and regulations of the organizers, e) projection of tourism sustainability, and f) financial package cost, provided that the amount of bid does not exceed the above total budget and other rules and regulations applicable per Republic Act 9184 of the Philippines. The rating should be undertaken by OPMD-Cruise and PDOT New York.
IX. CONTACT PERSONS
USA
Francisco Lardizabal
Tourism Director/Attaché, PDOT-New York
Philippine Department of Tourism
Philippine Consulate General
556 5th Avenue #1M, New York, NY10036 USA
Telephone: (1) (212) 575 7915 Fax: (1) (212) 302 6759
Email: pdotnewyork@gmail.com
Philippines
John Trexy Noveros
Office of Product and Market Development – Cruise
Philippine Department of Tourism
351 Senator Gil Puyat Avenue, Makati, 1200 Philippines
Telephone: (632) 84595200 local 508 Email address: jnoveros@tourism.gov.ph