Beauty and Wellness Roadshow

REQUEST FOR PROPOSALS

TERMS OF REFERENCE

I. BIDDERS: Event Management Companies, PR/Publicity Companies, Marketing Companies, Travel Companies, Medical/Wellness Tourism Organizations (with office in either the USA or Canada)

II. PROJECT TITLE AND DESCRIPTION: Beauty and Wellness Roadshow 2026 in Canada and USA

III. IMPLEMENTATION PERIOD: October to December 2026

IV. FUND SOURCE: DOT Office of Product Development

V. BACKGROUND AND RATIONALE

The global medical and health tourism industry is rapidly expanding. According to recent estimates, the market is projected to grow from around USD 85.4 billion in 2025 to USD 145.7 billion by 2033. Within Southeast Asia, eading destinations for health tourism include Thailand, Singapore, Malaysia and India.

While the Philippines has promoted health tourism for more than two decades, it has yet to emerge as a dominant player in either the global or regional landscape. Meanwhile, recent data show that the United States currently ranks as the second-largest inbound tourism market to the Philippines — a strong indication of high potential demand from U.S. visitors.

Furthermore, combined with Canada, these two countries host some of the largest diaspora populations of Filipinos abroad. Their longstanding cultural ties and familiarity with Philippine healthcare give them a built-in affinity toward returning for medical, aesthetic, dental, or wellness treatments.

Critically, healthcare costs in the United States and Canada remain among the highest globally — especially for elective, dental, cosmetic, or non-insured procedures. This cost burden makes the Philippines’ more affordable service offerings especially attractive: many procedures in the Philippines are reported to cost 40–80% less than in Western countries.

In addition, both markets have high and growing demand for beauty, aesthetic, dental, and wellness treatments. Because many of these services are either extremely costly or not covered by insurance in the U.S. and Canada, patients often seek international options. The Philippines — with competitive pricing, modern clinics and internationally accredited facilities — is well-positioned to meet that demand. Its combination of medical/aesthetic care + wellness and tourism (recovery, spa, relaxation) offers a compelling value proposition that few Western clinics can match. For these reasons, the United States and Canada together represent the most strategic, scalable and highpotential source markets for Philippine medical, aesthetic, dental and wellness tourism.

In response to this opportunity, the Department commits to positioning the Philippines as a premier global destination for medical, beauty, dental and wellness tourism through a Beauty and Wellness Roadshow in Canada and the USA.

In this regard, PDOT-San Francisco is looking for a qualified entity to manage and to deliver an effective and successful project and its various components.

VI. OBJECTIVES

• To position the Philippines as a premier destination for medical, dental, aesthetic and wellness tourism among target audiences in the U.S. and Canada.
• To build a strong, recognizable brand identity that highlights the Philippines’ competitive advantages: high-quality care, internationally accredited facilities, skilled professionals, and value for money.
• To connect our Philippine medical and wellness stakeholders with North American travel agencies, tour operators, medical facilitators, insurance providers and FilAm community and establish long-term partnerships.
• To engage the diaspora and local communities to generate direct leads for medical and wellness treatments.
• To attract a large number of patients/tourists from the U.S. and Canada seeking medical, dental, beauty and wellness services – including elective surgery, cosmetic procedures, dental works, dermatology, wellness/spa/retreat.

VII. PROJECT DETAILS

A. TENTATIVE ITINERARY

STOP 1: LOS ANGELES, USA

Date	Activities
Day 1 Monday, December 7	Arrival and In-Country Orientation Evening: Delegation briefing at the hotel. Review unified branding and lead-capture protocols
Day 2 Tuesday, December 8	Media & Influencer Outreach Morning: Press brunch with Fil-Am media (Asian Journal, Bilyonaryo News Channel, The Filipino Channel Network) B2B Industry Track Afternoon: Sales Mission
Day 3 Wednesday, December 9	Townhall Meeting Afternoon: Townhall presentation at the Philippine Consulate General-Los Angeles with the Filipino Community and Diplomatic Corps
Day 4 Thursday, December 10	Travel to San Francisco

STOP 2: SAN FRANCISCO, USA

Date	Activities
Day 4 Thursday, December 10	Travel to San Francisco Courtesy call/meeting at the Philippine Consulate in San Francisco
Day 5 Friday, December 11	B2B Industry Track Morning: Sales Mission Location: Philippine Center, 447 Sutter St. Professional Networking Evening: Mixer with the Filipino-American Chamber of Commerce Silicon Valley Focus: High net worth individuals
Day 6 Saturday, December 12	Bay Area/Daly City Community Pop-up Activity: Focused consultations for the “Dental and Aesthetic” segment of the delegation Location: near Serramonte Center
Day 7 Sunday, December 13	Travel to Vancouver

STOP 3: VANCOUVER, CANADA

Date	Activities
Day 7 Sunday, December 13	Arrival and In-Country Orientation Evening: Delegation briefing at the hotel. Review unified branding and lead-capture protocols
Day 8 Monday, December 14	B2B Strategic Partnerships Morning: Courtesy call/meeting at the Philippine Consulate in Vancouver Afternoon: Meetings with Vancouver-based travel advisors specializing in “Wellness Packages.”
Day 9 Tuesday, December 15	Community Fair Townhall presentation Evening: Return to Manila -END-

B. Prospect Philippine Stakeholders

Medical Integrators	Aesthetic Clinics	Dental/ Specialty Clinics	Wellness Establishments
– Health and Leisure Corporation – Health & Holiday – MEDIKA Services and Global Assistance	– Belo Medical Group – Avignon Clinic Clinique de Paris – Aivee Clinic – Lift Aesthetics – Jan Medical Group	– CabantuDental Centre – GAOC – Philippine Dental Association – Urban Smiles – Asian Eye Institute – Borough Lasik Center – Fullerton Health – Shinagawa Diagnostic and Preventive Care	– Wellness Association of the Philippines Okada Manila – Crimson Cebu and Boracay – Bluewater Cebu and Bohol – The Farm at San Benito – Nurture Wellness Village – Anya Resort Tagaytay – Lihim Resorts Luljetta’s Hanging Garden – Manami Resort – Mandala Spa & Resort Villas – Malay LGU – Movenpick Hotel Mactan Island

VIII. SCOPE OF WORK/DELIVERABLES

A. Events Execution

City	Activity	Venue	Meals	No. of Pax
Los Angeles	Press Brunch for Filipino-American media	Private function space	Brunch	12+5+1
	Sales Mission and one-on-one meetings	Private function space	afternoon tea/ refreshments	12+5+20
	Townhall Presentation with Filipino Community and Diplomatic Corps	Philippine Consulate	Light dinner/ canapes	12+3+60
San Francisco	Sales Mission and one-on-one meetings	Philippine Center	Lunch	12+5+20
	Professional Networking/Mixer	Private function space	hors d’oeuvres	12+5+30
	Community Pop-up	Spacious indoor or outdoor space for booths/ tables set-up	Packed meals for DOT and delegates	12+5+3
Vancouver	Sales Mission and one-on-one meetings	Philippine Consulate General or private function space	afternoon tea/ coffee/ refreshments	12+5+20
	Community Fair/ Townhall Presentation	Philippine Consulate General or private function space	Light dinner/ canapes	12+5+60

1. Venue Sourcing, Coordination, and Management

Identify, evaluate, and secure appropriate venues for all scheduled activities in each city. This includes conducting availability checks, negotiating rates, ensuring compliance with DOT requirements, and coordinating venue contracts and permits. The service provider shall manage all venue-related arrangements, including layout planning, ingress/egress coordination, and liaison with venue management before, during, and after each event.

2. Provision of Meals and Refreshments

Arrange and manage catering services suitable for the nature of each event (e.g., sales missions, networking sessions, presentations). This includes menu planning, dietary accommodations, service staff coordination, and ensuring timely delivery and replenishment of food and beverages. The service provider shall guarantee quality, hygiene, and adherence to agreed budget and service standards.

3. Physical Set-Up and On-Site Event Infrastructure

Design, install, and manage the complete physical set-up required for each event. This includes tables, chairs, staging, registration areas, directional signage, décor, and any thematic elements aligned with DOT branding. The service provider shall ensure that all physical components are installed safely, professionally, and within the agreed timeline, and dismantled promptly after the event.

4. Booths, Exhibits, and Accessories

Provide and manage booths, exhibit structures, and accessories needed for DOT and participating partners in the Community Pop-up event. This includes fabrication or rental of booths, backwalls, counters, brochure racks, lighting, and/or display materials. The service provider shall ensure that all booths are visually consistent, functional, and compliant with venue regulations.

5. Technical, Audio-Visual, and Electrical Requirements

Supply and operate all technical equipment necessary for event execution. This includes sound systems, microphones, projectors, LED screens, laptops, lighting systems, and electrical distribution. The service provider shall provide on-site technical support, conduct pre-event testing, and ensure uninterrupted operation throughout the event program.

6. Development of Key Visuals and Event Branding Materials

Conceptualize, design, and produce all key visuals and branding materials required for the events. This includes event logos, banners, backdrops, digital screens, presentation templates, and printed collaterals. All materials must adhere to DOT’s branding guidelines and delivered within the agreed timelines.

7. Procurement and Management of Event Hosts/Emcees

Source, recommend, and manage event hosts or emcees for each activity. This includes briefing the host, preparing scripts, coordinating run-of-show cues, and ensuring that the host delivers content in a manner consistent with DOT’s tone, objectives, and representation. The service provider shall oversee all host-related logistics, including scheduling and compensation.

8. Management of Invitations, Confirmations, and Attendee Lists

Manage the creation, distribution, and tracking of invitations, confirmations, and attendee lists for all events and activities. This includes drafting compliant invitation content, disseminating invitations through approved channels, monitoring RSVP responses, issuing acknowledgments, and maintaining an accurate, up-to-date attendee database. The service provider shall provide regular status updates and submit a final validated attendee list for each city.

9. Insurance and Liability Coverage

The bidder must secure appropriate insurance coverage, such as:

• General liability insurance
• Workers’ compensation
• Event insurance

B. Identification and Engagement of Invitees and Strategic Partners

Identify, validate, recommend, and engage appropriate and relevant invitees and partners for all events and activities in all cities. This includes:

• Medical tourism facilitators and coordinators
• Medical integrators and wellness service providers
• Travel and medical insurance companies
• Media partners (mainstream, ethnic, digital, and trade)
• Filipino-American community organizations, associations, and leaders
• Travel trade partners, including tour operators, travel advisors, wholesalers, consolidators, and industry associations
• Other relevant industry stakeholders and potential collaborators

The service provider shall ensure proper outreach and coordinate with DOT in
engaging the partners.

C. Transportation Management (Ground Logistics)

Provide transportation services for DOT and delegates as required per itinerary.
This includes:

• Vehicle rental
• Professional driver services
• Fuel, toll fees, and parking fees
• Driver meals, tips, and overtime costs
• Coordination of pick-up/drop-off schedules
• Ensuring vehicles meet safety, comfort, and capacity requirements

The service provider shall ensure timely, reliable, and well-coordinated transportation across all event locations.

Date	City/Location	Vehicle requirement	No. of pax
December 7, 2026	Los Angeles	Arrival transfers (flight details to be advised) Luggage transfer from airport to hotel	12 pax from Manila
December 8, 2026	Los Angeles	Whole day use of van/s	12+2 pax
December 9, 2026	Los Angeles	Whole day use of van/s	12+2 pax
December 10, 2026	Los Angeles	Departure transfer Luggage transfer from hotel to airport	12+1 pax
	San Francisco	Arrival transfer Luggage transfer from airport to hotel	12+1 pax
December 11, 2026	San Francisco	Whole day use of van/s	12+2 pax
December 12, 2026	San Francisco/ Daly City	Whole day use of van/s	12+2 pax
December 13, 2026	San Francisco	Departure transfer Luggage transfer from hotel to airport	12+2 pax
	Vancouver	Arrival transfer Luggage transfer from airport to hotel	12+2 pax
December 14, 2026	Vancouver	Whole day use of van/s	12+2 pax
December 15, 2026	Vancouver	Whole day use of van/s	12+2 pax
	Vancouver	Departure transfer Luggage transfer from hotel to airport	12 pax
December 16, 2026	Vancouver	Departure transfer Luggage transfer from hotel to airport	2 pax

D. Production of Collaterals and Promotional Materials

Design, produce, and deliver all required collaterals and promotional materials to support the events and activities in all cities. This includes, but is not limited to:

• Branded giveaways (include recommendations in the proposal)
• Printed materials (e.g., brochures, program sheets, information cards)
• Event-specific promotional items aligned with DOT branding
• Packaging, labeling, and distribution of materials during events
• The service provider shall ensure that all collaterals:
• Adhere to DOT branding guidelines
• Are produced in high quality and delivered within agreed timelines
• Are sufficient in quantity for all attendees and partners
• Are culturally appropriate and aligned with the objectives of each event/activity

The provider must also coordinate with DOT for content approval, prototype
review, and final production sign-off.

E. Procurement of Domestic Flight Tickets (US and Canada)

Procure domestic flight tickets within the United States and Canada for DOT delegates as required by the approved itinerary. This includes identifying optimal routes, securing competitive fares, managing booking confirmations, and coordinating changes or cancellations when necessary.

No. of Pax	Route
1 pax	Los Angeles-San Francisco-Vancouver-Los Angeles
2 pax	Los Angeles-San Francisco-Vancouver
1 pax	San Francisco-Vancouver-San Francisco

F. Provision of Daily Subsistence Allowance for PDOT-USA delegates (2 pax) in accordance with approved rates and applicable government travel regulations. The service provider shall maintain transparency, accuracy, and proper documentation for audit and reporting purposes.

G. Accommodation Recommendations and Booking Assistance

Recommend suitable accommodations for DOT delegates and Philippine-based partners, ensuring proximity to event venues, safety, and adherence to government travel guidelines. Provide booking assistance, negotiate rates when applicable, and coordinate reservation details, rooming lists, and special requests.

H. Documentation of All Events and Activities

Provide comprehensive documentation for all events, including photos, videos, attendance records, program flow, and key interactions. Documentation must be organized, high-quality, and suitable for reporting, archiving, and future promotional use.

I. Submission of Post-Event Reports with Analysis and Recommendations

Prepare and submit a consolidated report for each city and a final overall report. Reports must include:

• Summary of activities
• Attendance analysis
• Operational assessment
• Challenges encountered and resolutions
• Recommendations for future missions
• Feedback from participants, partners, and stakeholders

Reports must be submitted within the agreed timeline and in a format compliant
with DOT reporting standards.

J. Multi-City Coordination and Standardization

Ensure consistent quality and execution across all three cities—Los Angeles, San Francisco, and Vancouver. This includes harmonizing branding, program flow, technical standards, and attendee experience while adapting to local venue conditions and requirements. The service provider shall maintain a unified project management approach and provide city-specific implementation plans.

IX. MINIMUM QUALIFICATIONS FOR BIDDERS / PROPONENTS

The bidders / proponents must possess the following qualifications:

1. The bidder must be a legally registered company with an office in the USA or Canada.
2. The bidder must have at least 3 years of verifiable experience in events management, public relations, publicity, or destination marketing. Experience in multi-city or multi-country event execution is an advantage.
3. The bidder must demonstrate prior experience working with government agencies, national tourism organizations, medical and wellness companies/organizations, or public-sector clients. Experience working with the Philippine Department of Tourism (PDOT) or its overseas offices shall be considered an advantage.
4. The bidder must demonstrate proven capability to identify, map, and engage key stakeholders relevant to medical and wellness tourism and the broader travel industry

X. DOCUMENTARY REQUIREMENTS

Bidders must submit a comprehensive tactical placement proposal with the following attachments:

• Proposal with detailed strategy, work plan, and methodology for delivering all components of the Terms of Reference, and and sample design and lay-outs, where applicable
• Company profile and information about each team member who will be involved in the project
• Portfolio and case studies of previous similar projects
• Copy of company registration documents, tax registration, and relevant licenses, as applicable

XI. CRITERIA FOR RATING

Requirement	Description	Points
1. Compliance with the Terms of Reference (TOR)	Completeness of submission, adherence to mandatory requirements, ability to deliver all TOR components.	Pass or Fail
2. Technical Proposal	Overall strategy, methodology, and work plan for delivering all components of the TOR	65 points
2.1. Stakeholder identification and engagement strategy	Bidder’s approach to identifying and engaging key stakeholders and media partners (maximum 25 points)
3. Relevant Experience and Track Record	Experience in events management, PR, publicity, multi-city execution, and stakeholder engagement.	35 points
	Additional points for experience working with government agencies, tourism boards, and experience with the Philippine Department of Tourism (1 point for each project handled, maximum 10 points)
Total		100 points

XII. APPROVED BUDGET FOR CONTRACT

The total allocated budget for the project is PHP6,000,000.00 or USD100,924.55 inclusive of all applicable fees and excluding taxes (the DOT will provide a copy of tax exemption document). The amount also includes all related expenses to ensure the full implementation of the project as may be identified and agreed upon by the winning proponent and the DOT.

A breakdown of costs must be included in the proposal.

The winning bid shall be based on the LOWEST CALCULATED AND RESPONSIVE BID. However, the DOT retains the discretion to award the contract to the bidder offering the most financially advantageous proposal, provided that the bid amount does not exceed the approved budget.

XIII. TERMS OF PAYMENT

Payment terms may be agreed upon by the selected company and the PDOT based on business practice or acceptable payment terms. Such terms will be specified in the contract.

Required documents for payment:

• Original copy of signed and notarized contract
• Invoice
• Post-Event Report
• Copies of all documentations for turn-over to PDOT
• Certificate of Satisfactory Services Rendered issued by the PDOT

XIV. TIMELINE AND SCHEDULE OF WORK:

XV. CONTACT PERSONS

STALINGRAD F. SAMSON
Foreign Tourism Officer/Administrative Officer
Philippine Department of Tourism-San Francisco
Email: stalin@philippinetourismsf.org
Address: 447 Sutter Street, Suite 212, San Francisco, California 94108

GENESIS RAENANI G. REÑOS
Foreign Tourism Officer/Administrative Officer
Philippine Department of Tourism-Los Angeles
Email: gen@philippinetourismla.org
Address: 3250 Wilshire Boulevard, Suite 707, Los Angeles, California 90010