TERMS OF REFERENCE
I. PROJECT
| Title: | Services of an Events Management Company for the Philippines’ Participation in Seatrade Cruise Global 2026 |
| Inclusive Dates: | April 11 to 17, 2026 |
| Exhibition Venue: | Miami Beach Convention Center Miami Beach, Florida, USA |
| Booth Details: | Booth #434 Size: 40 x 20 feet (800 sq. ft.) Exhibitors: DOT Central Office, DOT Regional Offices, Philippine Cruise Industry Stakeholders, and Government Agencies involved in Cruise Tourism Operations |
II. BACKGROUND
Seatrade Cruise Global (SCG) is the industry’s premier annual summit, which will again set stage at the Miami Beach Convention Center from April 13 to 16, 2026, to chart the future of maritime travel. This four-day powerhouse is set to unite over 11,500 attendees including high ranking decision-makers, port authorities, and travel professionals from 120 countries. It will host 650+ exhibitors across the expansive show floor. Because nearly three-quarters of these visitors hold direct purchasing power and represent 75+ major cruise brands, the event serves as the definitive global platform for high-level networking and strategic deal-making. The Department has consistently participated in this event annually, with the latest participation in 2025 with a 900 sq. ft. booth.
III. PURPOSE / OBJECTIVES
The set-up and installation of the aforementioned Philippine booth and activities is aimed at attaining the following objectives:
- 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;
- To provide a functional area to allow sufficient interactive space with visitor traffic through appropriate activations; and
- To sustain global market presence through Love the Philippines thematic campaigns fostering the Philippines’s as a top-of-mind international cruise destination.
IV. MINIMUM REQUIREMENTS
- Bidder must have at least three (3) years of experience in designing and setting up exhibition booths for international events, fairs, and exhibitions for travel, tourism or cruise-related events;
- Must have experience in dealing with National Tourism Organizations (NTO) preferably the Philippine Department of Tourism (PDOT);
- Must have a dedicated team who will focus on the design and set-up of the Philippine booth;
- Must have the capability to invest, coordinate shipment to organizers for the event, and assemble and install audio-visual (AV) equipment and furniture accent pieces for the Philippine Booth;
- Must have proven experience organizing cruise cooperation meetings; and
- Must be able to submit the proposed design of the Philippine Booth on the deadline of the submission of bids. The quality of the submitted proposal will be taken into consideration before awarding the winning bid.
V. SCOPE OF WORK / DELIVERABLES
- Booth Design
a. Booth design to be presented, consulted, and discussed with the end user
b. Booth design should showcase the country’s offerings as a cruising destination with elements commonly found in shore excursion (shorex) activities which may include – Philippine beaches/Shorex Destinations (white sand beaches, huts, coconut trees) with geotagging, and Filipino culture (food, Filipino furniture, cultural designs)
c. Booth shall highlight the Philippines’ major destinations for cruising through appropriate visual designs and tools (visuals / graphics subject for approval by the DOT)
d. Booth shall feature Love the Philippines thematic campaigns, following the DOT’s branding guidelines
e. Must be able to submit the design for the booth and allow the end-user to request for revision until the design is approved - Booth Elements / Layout Requirements
a. Cruise Philippines main signage featuring a dimensional cutout (die-cut) logo and typography
b. One (1) information counter for PDOT that includes the following:
i. Love the Philippines logo
ii. Four (4) adjustable bar stools with backrest
iii. Dedicated electrical outlets with at least two (2) sockets for device charging.
iv. Shelved cabinets with lockable doors for storage of information and promotional materials
v. Display of exhibitor’s list
vi. Located at the most strategic side of the stand
c. Eight to ten individual co-exhibitor counters dedicated for private sector stakeholders, cruise regulatory agencies, and/or DOT Regional Offices equipped with the following:
i. Branded counter-top desks with comfortable height to align with the provided adjustable barstools with backrest, allowing for both seated consultations and standing interactions.
ii. Shelved cabinets lockable doors for storage of information and promotional materials
iii. One (1) adjustable bar stool with backrest per counter for the delegate.
iv. Dedicated electrical outlets with at least two (2) sockets for device charging.
v. Electrical Outlets with at least two (2) sockets for charging for each information desk/ meeting area
d. One (1) dedicated general meeting area designed to comfortably accommodate approximately 20 to 30 guests simultaneously for sit-down business consultations and networking. This area shall feature seven to eight (7-8) independent meeting tables, with each table paired with at least three (3) comfortable chairs, strategically arranged to allow for fluid foot traffic and professional private discussions.
e. One (1) general storage/pantry area that will also serve as a coffee/snack area with the following:
i. Lockable door
ii. Shelves for storing information and promotional materials and personal belongings
iii. Hot and cold water dispenser with ample supply of water for the duration of the event
iv. Free-flowing coffee and snacks with ample supply for the duration of the event
v. Mini refrigerator
vi. Trash bins with ample supply of trash bags for the duration of the event
f. Other booth requirements
i. One (1) television unit (size as appropriate) to play videos of cruise destinations and other promotional videos
ii. Area for product presentations with screen and seating
iii. Furniture, fixtures, décor, plant decorations that complement the general theme
iv. Flooring material that complements/achieve the general theme
v. Strong lighting in general areas to highlight stand visibility;
vi. All exhibition venue connections and fees (i.e. ample supply of electricity, suspensions and permits)
vii. Supply and delivery of all the required materials, amenities, and supplies necessary for the set-up and installation of the booth
viii. Event insurance which includes, damage, event cancellation coverage and event/public liability coverage should be included in the final quote - Booth Installation and Logistics
a. Conform with the schedule, rules, and regulations set by the Seatrade Cruise Global organizers for set-up and dismantling.
b. Manage the dismantling, storage, or disposal of booth parts and egress on the date designated by the event organizer.
c. Execute daily booth cleaning and disinfection before opening, after closing, and as needed, to include the regular emptying of trash bins.
d. Provide standby technical support for the duration of the event to oversee the LED wall, television units, and all electrical connections.
e. Provide at least one project manager to plan, coordinate, and oversee the set-up and dismantling of the booth as the main point of contact.
f. Include all labor, on-site supervision, insurance, and permits in the contract.
g. Arrange ingress and egress transportation for DOT participants. - Stand Activation
Provide a comprehensive package for one to two (1-2) personnel/service providers to showcase Filipino hospitality and culture through the delivery of curated on stand activations.
a. Package must be all-inclusive of all operational costs, including but not limited to: materials, professional fees, meals, required attire/uniforms, and all consumable supplies necessary for the activation.
b. Package must cover all applicable travel-related expenses: roundtrip airfare (with excess baggage for costumes/equipment), accommodation, daily allowance, travel insurance, and any necessary entry requirements/health protocols for the team.
c. The overall activation concept, final schedule, repertoire and F&B menus (if applicable) are subject to the review and approval of the DOT. - Promotional Materials and Printing
a. Produce 120 pieces of booth giveaways (LTP foldable totes).
b. Manage the layout and printing of the Philippine cruise map for distribution during the event.
c. Ensure all printed materials follow the official branding and quality standards of the DOT. - Asia Cruise Cooperation (ACC) Destination Update on April 13, 2026
a. Arrange a 5 to 10-minute cultural show for the ACC Destination Update as the opening performance, in coordination with the Hong Kong Tourism Board.
b. Produce 55 corporate giveaways specifically for the Destination Update. - Industry Networking Dinner on April 14, 2026 (tentative)
a. Organize a hosted industry networking dinner for 30 pax at a restaurant/venue located near the event site or official hotels.
b. Include all costs for food and beverage, coordination services, and venue rental (if applicable).
VI. BUDGET AND PAYMENT PROCEDURE
Total budget allocation for the project is USD 82,355.33 or its Philippine peso equivalent, inclusive of taxes and other applicable fees. Financial proposals 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.
VII. PAYMENT PROCEDURE
One hundred percent (100%) payment upon satisfactory delivery of services specified in Section IV of this Terms of Reference and submission of a terminal report of required supporting documents for payment. Bill must be addressed to the Department of Tourism. Only outgoing bank charges are to be shouldered by the DOT
VIII. DOCUMENTARY REQUIREMENTS
Bidders must submit the following together with their proposals:
- Detailed company profile
- Sample of previous similar project
- Copy of company registration documents and relevant licenses, as applicable
IX. CONTACT PERSON
| Project Officer | Micah Maria Anne P. Sales Office of Product Development |
| Address | 5/F, The New DOT Building 351 Sen. Gil Puyat Avenue, Makati City Brgy. Bel Air, 1200 Makati City |
| Contact Number | +632 8459 5200 local 510 / Viber (+639)17 633 4346 |
| Email Address | cruisephilippines@tourism.gov.ph |