Love the Philippines Brand Activation

TERMS OF REFERENCE

The Philippine Department of Tourism-Los Angeles (PDOT LA) is in need of the services of an Event Management Company for Love the Philippines Brand Activation.

Project TitleLove the Philippines Brand Activation  
VenueDel Amo Fashion Center,Torrance, California, USA  
DateJune 28, 2025  
Job SpecificationEvent Management  

I. BACKGROUND

The Philippine Department of Tourism (PDOT), through its Los Angeles Office, will mount a Love the Philippines Brand Activation in a mall in the Greater Los Angeles area to generate high-impact exposure for the Love the Philippines brand and attract travelers to the Philippines.

II. OBJECTIVES

  • Increase destination awareness and engagement among U.S. travelers by utilizing digital and traditional marketing channels to boost interest and increase awareness of Philippine destinations among Filipino-Americans and non-Filipinos.
  • Drive intent to book travel to the Philippines through immersive experiences and digital promotions by collaborating with partner airlines and hotels to offer competitive and targeted tour products.
  • Establish a strong presence in high-traffic locations across Greater Los Angeles through high-impact advertisement and activation.
  • Strengthen collaboration with tourism and travel partners in the US West Coast.

III. CAPABILITY REQUIREMENTS

  1. Must be registered and licensed to do business in the USA;
  2. Must be operating in the business of event management for at least 3 years;
  3. Must be able to provide the deliverables stated herein;
  4. Must be flexible on payment terms (preferably full payment after services have been rendered)

IV. EVENT DETAILS

  • Love the Philippines branding should be visible in all areas and aspects of the activation
  • The event will be held from 10:00 AM to 9:00 PM at the Green Lawn of Del Amo (set-up will start the night before and dismantling should be done by 11:59 PM on the day of the event).
  • Two adjacent activation areas (which are covered by artificial grass) with the following sizes:
    • Main Area: 2,000 sq ft
    • Secondary Area: 700 sq ft
  • There will be booths for six (6) partners (airlines and tour operators) in the main area. Structures must be simple, per mall policy, such as tables with umbrellas or canopies (no metal or heavy structures).
  • One (1) PDOT information booth with interactive screen/TV (purchase) and four (4) booths for food sampling/vendors in the secondary area
  • Free sampling of ice cream in a cart (sorbetes) 
  • Elevated stage (10 x 20 ft) in the main area with LED screen (7 x 10 ft)
  • Three sets of performances will be held three times throughout the day (morning, afternoon and evening) showcasing Philippine culture and talent
  • Program will include presentations of partners, raffle draws, and Filipino games with prizes throughout the day
  • Photobooth of beach backdrop with props (Summer beach holiday in the Philippines)
  • Expected visitors/audience are at least 1,000

V. DELIVERABLES

  1. Fabrication of booths (11 total)
  2. Construction of stage
  3. LED screen rental
  4. Audio-visual equipment rental for PA and performances (mixers, speakers, two microphones)
  5. Set-up of photo booth and provision of props based on the suggested theme
  6. Ice cream or sorbetes for visitors (good for 500 persons)
  7. Managing the flow of the program including the Filipino games, hiring of performers and host/s
  8. Dedicated IT person
  9. Managing the flow of visitors and hiring of marshalls/security personnel
  10. Production of prizes for raffle draws and games (100 pcs) and small giveaways (1,000 pcs) (prizes and giveaways must have Love the Philippines branding)
  11. Manage set-up and dismantling
  12. Secure all necessary permit/s from the City of Torrance (security, health and sanitation, food vending, etc)
  13. Purchase required insurance for the event
  14. Transportation of all event materials

VI. BUDGET

The total budget allocation for the above project is Twenty-eight Thousand Four Hundred US Dollars (US$28,400.00)inclusive of all applicable fees (PDOT Los Angeles is tax exempt).

The winning quotation will be based on the lowest proposed bid price and compliance with the required specification of the deliverables.

VII. PAYMENT PROCEDURES AND BILLING DETAILS

Payment shall be processed upon presentation of invoice and supporting documents. Partial payment can be made up to 50% of total contract price prior to the event and remaining balance after the completion of the event.

VIII. CONTACT DETAILS

Please address queries and proposals with lay-out and rendering to:

Gerard O. Panga
Tourism Attache, Philippine Department of Tourism-Los Angeles
3250 Wilshire Boulevard, Suite 707, Los Angeles 90010 California, USA
gen@philippinetourismla.org

Proposal must be received by June 6, 2025.

Prepared by:
Genesis Raenani G. Reños
Administrative Officer

Approved by:
Gerard O. Panga
Tourism Attache