BOOTH INSTALLATION AND ACTIVITIES FOR THE PHILIPPINE BOOTH AT THE SEATRADE CRUISE GLOBAL (SCG) 2024

REQUEST FOR PROPOSALS

The Philippine Department of Tourism in New York requests interested service providers to submit proposals for BOOTH INSTALLATION AND ACTIVITIES FOR THE PHILIPPINE BOOTH AT THE SEATRADE CRUISE GLOBAL (SCG) 2024.

Attached for your guidance is the detailed Terms of Reference.

Please submit your quotations to pdot.newyork@outlook.com on or before March 28, 2024.

Thank you.

22March2024

FRANCISCO HILARIO M. LARDIZABAL

TERMS OF REFERENCE

  1. PROJECT
Title:EVENTS MANAGEMENT COMPANY FOR BOOTH INSTALLATION AND ACTIVITIES FOR THE PHILIPPINE BOOTH AT THE SEATRADE CRUISE GLOBAL (SCG) 2024
Exhibition Date:April 8 to 11, 2024
Exhibition Venue:The Miami Beach Convention Center Miami, Florida, USA
Location of PH Booth:Booth 711
Booth Details:Size: 30 x 30 feet (90 sq. feet) Exhibitors: DOT Central Office, Regional Offices and DOT New York, Cruise Philippines Stakeholders, Government Agencies involved in Cruise Tourism Operations
  1. PURPOSE / OBJECTIVES

The set-up and installation of the aforementioned Philippine booth and activities is aimed at attaining the following objectives:

  1. To provide a functional space for the DOT and Philippine Cruise Tourism Stakeholders to conduct networking meetings with major cruise line companies, itinerary planners, National Tourism Organizations, and other international cruise industry players;
  2. To provide a functional area to allow sufficient interactive space with visitor traffic through appropriate activations;
  3. To generate brand recall of the new “Love the Philippines” campaign and to sustain recall of the Philippines as a top-of-mind cruise destination in the international cruise scene.
  1. MINIMUM REQUIREMENTS
    1. Bidder must submit proposed design as part of this technical bid;
    1. 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 for travel, tourism or cruise-related events; and
    1. Bidder must be willing to provide services on send-bill arrangement
  1. SCOPE OF WORK / DELIVERABLES
  2. Booth Design
    1. Booth design to be presented, consulted, and discussed with the end user
    1. Booth design should showcase the country’s offerings as a cruising destination with elements commonly found in shore excursion activities which may include – Philippinebeaches/Shorex Destinations (white sand beaches, huts, coconut trees) and Filipino culture (food, Filipino furniture, cultural designs)
    1. Booth shall highlight the Philippines’ major destinations for cruising through appropriate visual designs and tools (visuals / graphics subject for approval by the DOT)
    1. Booth shall feature the Love the Philippines logo and branding, following the DOT’s branding guidelines
  • Booth Elements / Layout Requirements
    • Overhead Philippines text signage
  • One (1) information counter for PDOT that includes the following:
    • Love the Philippines logo
    • Two (2) adjustable bar stools
  1. Power outlet
    1. Cabinets/shelves with lockable doors for storage of information and promotional materials
    1. Display of exhibitor’s list
    1. Located at the most strategic side of the stand
  • Ten (10) individual information desks/meeting areas for each Philippine delegate / stakeholders (private sector, government agencies, and DOT Regional Offices) with the following:
    • Table-top desks with comfortable height for the conduct of business transactions / meetings within the perimeter of the Philippine Booth
    • Cabinets/shelves with lockable doors for storage of stakeholder’s information and promotional materials for each information desk
    • Three (3) chairs for each information desk/meeting area
    • Electrical Outlets with at least two (2) sockets for charging for each information desk/ meeting area
  • One (1) VIP Reception Area / Lounge featuring Philippine-inspired furniture and décor that can comfortably accommodate 3 to 5 guests for high-level meetings and VIP meet and greets
  • One (1) general storage/pantry area that will also serve as a coffee/snack area with the following
    • Lockable Door
    • Cabinet and shelves for storing information and promotional materials and personal belongings
    • Hot and cold water dispenser with ample supply of water for the duration of the event
    • Free-flowing coffee / tea / sweets / biscuits with condimentswith ample supply for the duration of the event
    • Mini Refrigerator
    • Trash bins with ample supply of trash bags for the duration of the event
  • Other booth requirements
    • One (1) LED/video wallor an alternative as may be agreed with DOT, to play videos of cruise destinations and other promotional videos of Philippine Tourism
    • Furniture, fixtures, décor, plant decorations that complement the general theme
    • Flooring material that complement/achieve the general theme
    • Moveable counter for use during daily Philippines Hour (to serve snack items / showcase displays)
    • All exhibition venue connections and fees (i.e. ample supply of electricity, suspensions and permits)
    • Supply and delivery of all the required materials, amenities, and supplies necessary for the set-up and installation of the booth
    • Event insurance which includes event cancellation coverage and event/public liability coverage should be included in the final quote
  • Booth and overhead signage set-up, installation and dismantling
    • Must conform with the schedule, rules, and regulations set up by the SCG organizers.
    • Dismantling inclusive of storage/disposal of the aforementioned booth parts and egress on the date designated by the event organizer
  • Daily booth cleaning an disinfection will be done before the opening, closing, and as needed.
    • All labor, including on-site supervisions, insurance, and permits should be included in the contract
  • Booth Activities (Animators / Brand Ambassadors)
    • Must provide a package for the above-mentioned event with 2 – 3 brand ambassadors / animators
      • May be performers, dancers, singers, demonstrators, showcasing traditional Filipino culture (i.e. dances, songs, weaving, etc.)
    • Package should include all-inclusive production cost (speakers and sound system, mini stage, as needed), professional fees and meals of performers, costumes and/or props.
    • Package should also include travel expenses of team to include travel insurance, accommodation, allowance, roundtrip airfare with excess baggage as needed, and if applicable to provide the corresponding entry requirements for the crew such as COVID testing
    • Must travel to Miami, Florida, USA and perform during the Seatrade Cruise Global 2024 from April 8 to 11, 2024.
  1. BUDGET AND PAYMENT PROCEDURE

Total budget allocation for the project is USD 64,831.00 or its Philippine peso equivalent, inclusive of taxes and other applicable fees. Financial proposal should allow modifications in schedules according to the needs and requirements of the end user.

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.

  • CONTACT PERSONS

USA

Mr. 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

Ms. Theresa Endaya

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: tsendaya@tourism.gov.ph