TERMS OF REFERENCE
I.

BIDDER:

Events Management Company

II.

PROJECT TITLE:

DOT Dive Travel Mart at the DRT Show
Philippines 2018 Welcome Dinner Receptionand Business to Business Meetings

III. PURPOSE/OBJECTIVES:The Philippine Department of Tourism (PDOT) is in need of services of a local events
management company specializing in handling big corporate events and social
functions.
IV. MINIMUM REQUIREMENTS :A. Must be a Philippine organization capable of providing the following services:a. Special events conceptualization and management;b. Logistical requirements;
B. Must be accredited with the Philippine Government Electronic Procurement Systems(PhilGEPS);
C. Must be willing to provide services on send – bill arrangement;
D. Must have at least 3 years of experience in organizing medium to large scale events;
E. Must have a team member knowledgeable on the dive industry, preferably a licensed
scuba diver (submit certification card), to ensure that the proposed components arein line with the event objectives;
F. Must submit list of team members;
G. Must have experience and expertise in conceptualizing, implementing, and managing
major international marketing related events of similar magnitude;
H. Must have experience in running a B2B networking meeting activity;
I. Must submit a project implementation plan and creative proposal;
J. Must present a detailed concept plan for the B2B Meeting and Welcome Dinner
Reception.
V.

SCOPE AND WORK DELIVERABLES :A. Overall Event Management
Manage the events listed below on a turnkey basis from planning and preparation toexecution of the two (2) major event components namely the Welcome Dinner
Reception and Business-to-Business (B2B) Meetings.
1. Develop and implement an agreed upon project budget;
2. Provide administrative support as follows: Develop a work program with corresponding timeline and provide regular andtimely feedback/status of preparations to DOT;
 Coordinate with DOT on the overall execution of the event and budget
allocation; and Handle documentation of all events/activities and maintain an efficient filingand referencing system of all documents.
3. Provide one dedicated Project Manager and full-time secretariat with at least fiveefficient personnel to manage the preparation, planning, coordination, andconduct of events;
4. Update DOT on a regular basis on progress status of the event: Activities/Events,
 Program Schedules, and Other related areas;5. Liaise with LX Group, organizers of the DRT Show, Booth Contractor, and PR
Agency on matters concerning the implementation of the Business-to-BusinessMeetings; and6. Prepare template, distribute, and collate feedback forms to be distributed to B2B
participants.
B. Business-to-Business (B2B) Meeting Management (140 pax)
The Dive Travel Mart will provide a platform for invited foreign buyers of dive tourism
products and services from all over the world to transact business with Philippine
dive sellers in one-on-one Business to Business (B2B) meetings.
Date: September 8 to 9, 2018
Time: 1:00 PM to 5:30 PMVenue: Philippine Pavilion, DRT Show, SM Megatrade Hall
Target No. of Participants: 100 international buyers and 40 local sellers

1. Manage and implement the B2B Meeting, including, but not limited to thefollowing: program flow, business matching, and other event highlights;
2. Handle venue coordination, to include the following: Provide fast & reliable Wi-Fi connection,
 Facilitate requirements for the ingress-egress at the selected venue andcoordinate other physical arrangements for the B2B Meetings,
3. Handle two-hour rental of Meeting Room A within the Megatrade Hall Exhibition
Venue for the “Know Your Market” Seminar on September 8, 10:30 AM to 12:30
PM;
4. Provide at least five technical personnel to manage the preparations, planning,
coordination, and ensure the smooth flow of the conduct of the Dive TRAVEX;
5. Monitor and ensure the participation of international buyers and local sellers inthe B2B meetings;
6. Facilitate business matching / scheduling and determine B2B Meeting
Schedules / Appointments (speed dating format) between buyers and sellers
with consolidated preferences of buyers and media as reference (consolidated
data to be provided by the project officer);
7. Coordinate and organize separate briefing sessions for international buyers andlocal sellers to discuss the guidelines and program flow. Must be ready toaddress questions and concerns from both parties;
8. Conceptualize layout and design of the B2B Meeting Manual (content to beprovided by the OPMD – Dive) for distribution to the international buyers andlocal sellers;
9. Print 140 copies of the B2B Meeting Manual for distribution to the internationalbuyers and local sellers;
10. Produce 140 B2B meeting notepads with 50 leaves each;
11. Produce 140 B2B meeting pens;
12. Provide snacks (finger food and coffee) / dedicate a food station for 200 pax tobe set up within the Philippine pavilion on September 8 to 9;
13. Provision of food stubs for the buyers and sellers;14. Provide translators/interpreters for the conduct of the B2B Meetings with proof ofcertification of language proficiency of each translator from the applicablelanguage certification schools/agencies (i.e.: Alliance Francaise, Societa Dante
Alighieri Manila, Instituto Cervantes, Ateneo Center for Asian Studies, UP
Department of Linguistics, Unmei Nihongo Center, Japan Foundation Manila(Japanese Language Proficiency Test), Korean Cultural Center in thePhilippines (Test of Proficiency in Korean), Confucius Institute (Hanyu ShuipingKaoshi)). Breakdown of language translators as follows:o French – 2 pax
o Italian – 2 pax
o Spanish – 2 pax
o Thai – 1 pax
o Japanese – 1 pax
o Korean – 1 pax
o Chinese – 1 pax
C. Welcome Dinner Reception Management (for 200 pax)
A welcome dinner reception will be organized for the international buyers andmedia, selected media representatives, regional offices, and private sector
participants, showcasing the Filipino brand of hospitality and revelry.
Date: September 8, 2018
Time: 7:00 PM to 10:00 PM
Target Number of Participants: 200 pax

1. Conceptualize and manage the program flow, set up and staging requirements,and other event highlights;
2. Selection and rental of venue for the Welcome Dinner Reception on September
8 from 7:00 PM to 10:00 PM, preferably a ballroom at a 5-star hotel within 500m
from SM Megamall Megatrade Hall;
3. Provide six-course buffet dinner without pork and beef dishes for 200 pax,inclusive of one round of drinks;
4. Provide 18 bottles of red wine and 2 bottles of sparkling grape juice forceremonial toasting;
5. Handle venue and supplier coordination, as follows: Coordinate with selected venue for necessary arrangements (meals anddrinks),
 Facilitate ingress to egress and other physical requirements,
 Provide technical requirements such as sound system, stage lay-out artist,and lighting facilities, and Coordinate logistical arrangements of the production.
6. Conceptualize and execute a welcome dinner reception program at thefollowing:a. Foyeri. Set up a welcome activity/render an upbeat musical performance
to set a festive mood while guests arriveii. Set up a photo booth with props or conceptualize similar
attractions that will engage the participation of guests

b. Main Stagei. Devise a program that will allow for the DOT Secretary and/or
other officials to deliver a speechii. Provide an emcee/host (preferably someone who is part of thescuba diving community, must submit dive certification)iii. Provide one (1) production number incorporating a Philippine
underwater theme
iv. Provide one (1) DJ to set the mood for the duration of the event
7. Conceptualize and print invitations for international buyers, media, local sellers,and DOT officials (200 copies) to be provided at least 5 days before the event
F. Other Activities
a. Conceptualize and execute other activities to draw exhibition visitors to thePhilippine booth;b. Provide photo and video documentation, including sound bites from interviews
with participants;c. Provide final video output on the B2B Meetings and Welcome Dinner Reception.
VI. BUDGET
The total working budget is ONE MILLION SEVEN HUNDRED SEVENTY EIGHTTHOUSAND PESOS (P 1,778,000.00) ONLY and should cover all requirements
enumerated above.
In the event that DOT is able to secure sponsorships, the corresponding value
must be deducted from the total amount in the invoice.
The winning bidder shall be determined based on the proposal with the most impressive
implementation plan for the B2B Meeting and program concept for the Welcome Dinner
Reception and advantageous financial package cost, provided that the bid amount does
not exceed the above total budget.
VII. CONTACT PERSON
Contact Person :CELSTINE SYAddress

Office of Product and Market Development
5th Floor, DOT Building
351 Sen Gil Puyat Avenue, Makati City:

Contact Number:

459 5200 local 520
0917 584 7556

Email Address :phdiveteam@gmail.com