ANNEX CTERMS OF REFERENCEI.

PROJECT TITLE:II.

BACKGROUND:DESIGN, SET-UP AND DISMANTLING PHILIPPINEBOOTH AT THE ARABIAN TRAVEL MARKET 2018

The Arabian Travel Market (ATM) is the biggest travel and tourism event in the United ArabEmirates (UAE) and the Middle East and pan-Arab region. It is also the premier regional
business forum for inbound, outbound and intra-regional tourism. This year, the ATM will beheld from April 22 to 25, 2018 at the Dubai International Convention and Exhibition Centre inDubai, UAE.
Rationale:
For 2018, the Philippine delegation will be composed of 17 companies and attests to thesustained interest of Philippine tourism industry players in this fast-growing tourist region;

The annual business-to-business (B2B) exhibition showcases over 2,800 products anddestinations from around the world to over 28,000 buyers and travel trade visitors acrossfour days;

Over 39,000 travel professionals, government ministers and international press, visit
ATM every April to network, negotiate and discover the latest industry opinion and trends
at Arabian Travel Market.

This year, the Philippines will be putting up a 230-square-meter (10meters x 23meters) standlocated at booth space number AS 2320. In order to facilitate tabletop business negotiations
between Philippine government and private sector representatives with their counterparts
from the Middle East, the booth will have tables and chairs to accommodate the number ofprivate sector companies joining the Department.

III.

PURPOSE/OBJECTIVES:

The Philippine Department of Tourism is in need of the services of a company based in theUnited Arab Emirates engaged in the business of designing, setting-up and dismantling ofbooths for travel and consumer fairs for the Philippine booth at the Arabian Travel Market
2018.
The Philippine booth should:a) Generate positive name recall of the Philippine brand as a “more fun destination” forthe Middle East market;b) Generate an atmosphere that supports the promotion of the country’s branding
campaign, “It’s More Fun in the Philippines”
c) Attract and encourage consumer and travel trade guests to visit the Philippine booth;andd) Provide a highly functional yet aesthetic booth that will enable the conduct of tabletop
business meetings between Philippine delegates and their Middle East counterparts
and interviews for DOT and its partners at the Philippine booth in the ATM 2018.
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To be able to achieve the above-mentioned objectives, bidders shall prepare a proposed
design and layout for the aforementioned booth.

IV.

SCOPE OF WORK/DELIVERABLES

The Philippine Department of Tourism requires a package of services for the following:
A. Booth design strictly adhering to the rules and regulations set by Reed Exhibition, theevent organizers and Dubai World Trade Center, the event venue management:
1. Philippine booth at the Arabian Travel Market 2018 measuring 10 meters x 23 meters(Total: 230 square meters; four (4) sides open; island type)
2. Layout Should provide individual counters for each Philippine stand sharer / exhibitor
located along the perimeter of, and within, the stand (17-20 exhibitors; seeattached list); with own charging areas and lockable cabinets with individual
negotiating tables and 3 chairs (right at the back of the each exhibitor counter); 1 VIP reception area featuring corporate-inspired furniture, decoration andaccessories and fresh plants and flowers
 Two (2) Philippine information counters with storage areas and two bar stools(per counter) on opposite sides / front and back of the booth; must also have amounted digital / interactive exhibitor directory on both counters;
 Special area for live performance / animation beside the (back) informationcounter Storage-cum-dining area for the Philippine delegation
 A rectangular hanging overhead signage featuring the “PHILIPPINES” andvarious Philippine destinations as backdrop (using images for Davao, Palawan,Manila, Cebu and Boracay)
 It’s More Fun in the Philippines (new) logos at the information counters (withpossible 3D effect) Philippine destination images (large-scale printed / floor to ceiling printing, 3.5 to4 meters in height) as outside backdrop of the side walls of the storage area
(using images for Davao, Cebu, Manila and Palawan)
 3 meters x 2 meters LED video wall to feature “It’s more Fun in the Philippines”
videos to be stationed at the VIP area One (1) 50-inch LED TV and CD/DVD/USB video player at the (back) information
counter area to play/feature It’s More Fun and destination videos
3. General stand design stand theme: “IT’S MORE FUN IN THE PHILIPPINES” using
the It’s More Fun in the Philippines images, new fonts and brand colors
4. Specific booth requirements Booth design and set-up and dismantling inclusive of backlit walls, storage binscum-lockable lockers, storage-cum-dining area, information counters (withlockable cabinets) and VIP area
 Floor to ceiling (3.5 to 4 meters in height) printing of appropriate backdrop
visuals using Philippine destinations, interior décor as appropriate, freshplants and flowers, sufficient lighting to convey a tropical island setting andother decorative elements following the general theme of “Its’ More Fun in thePhilippines” with the new design logo
 Rectangular hanging overhead signage with the word “PHILIPPINES” andPhilippine destinations (Manila, Davao, Palawan, Cebu, Boracay) as visuals
and measuring around 1.5 meters x 12 meters2 Elevated carpeted flooring to cover the electrical wirings and connections
 Philippine Information Counters should have the following: at least 2 highchairs / bar stools, power outlet, lockable cabinets, brochure racks, digital /interactive exhibitor directory and stand layout, appropriate visuals andaccessories
 Individual work stations for stand sharers / co-exhibitors should have thefollowing: small lockable cabinet, individual electric outlets and adaptors,
company logo and company names (in front of their respective counters) andone (1) small round table (preferably glass), 3 chairs,

Storage area-cum-dining area should have the following inside: Lockable cabinets, wardrobe shelves, brochure shelves, working table andlockable doors.
 hot and cold water dispenser with ample supply of water for the duration of
the event, coffee maker with ample supply of coffee capsules for four (4)days, medium-sized refrigerator, cutlery, porcelain cups and saucers, serving
trays and glasses for VIP guests (per approximate quantity requirement),
storage cabinet and shelves trash bins with ample supply of trash bags,
 eating counters and six (6) bar stools, lockable doors;General and VIP reception areas should have the following: corporate furniturelounge chairs, sofa, center table, 3 meters x 2 meters LED screen (at the backwall) and CD / DVD / USB player, appropriate lighting and accessories, freshplants and flowers

Live performance / interactive / animation area should have the following: It’s
More Fun in the Philippines (new) logo, public address / sound system / mixer,
appropriate lighting and wiring, furnishing and accessories, electrical sockets;
microphones; four(4) large speakers and four microphones; (Note: specifictechnical rider to be provided upon completion of the bidding for animator group)

Furniture should fit the “It’s More Fun in the Philippines” setting and conform to
the recommended layout by bidding company to include counters, tables, chairs,shelves, hangers, mirror, etc.

All exhibition venue connections (electricity and water, suspensions and permits)Sufficient power outlets (with adaptors for flat plugs) and lighting

Other accessories needed to achieve the desired theme

Daily stand cleaning – before the opening and during the closing of the Philippine
stand



Booth set-up and dismantling supervision and booth maintenance for the durationof the fairEight (8) individual internet connection and WiFi at the booth (accessible tothe Philippine delegation members only) from April 22 to 25, 2018



Other accessories to achieve the desired theme

4.1 Included in the deliverables of the supplier as part of the ABC but are on loanbasis only: Chairs, tables, bar stools3 Wardrobe and brochure racks, hangers, mirrors
 LED wall and TV sets, CD/DVD/USB video players, sound system
 Hot and cold water dispenser, coffee maker, refrigerator,
 Porcelain cups and saucers, cutlery sets, glasses and serving trays
B. Set-up and installation of the aforementioned booth while strictly following the rules
and regulations set by the fair / event organizer
C. Dismantling inclusive of storage / disposal of the aforementioned booths / parts andegress on the date designated by the event organizers.
V.

TIME FRAME AND SCHEDULE OF WORKThe contract duration is for a period of one (1) week with the following schedule of work:
April 20-21
April 22-25
April 26VI.

:::

Set-up of Philippine boothArabian Travel Mart 2018 proper
Dismantling of Philippine booth at ATM 2018

BUDGET

Total Budget allocation for the booth is US Dollar US$ 77,000.00 inclusive of taxes
VII.

PAYMENT PROCEDURE
Following is the payment procedure:
50% upon submission and approval of final stand design
50% within 45 days upon dismantling of Philippine booth, submission of invoice andsatisfactory delivery of services specified in Section IV of this Terms of Reference

CONFORME:______________________________[Authorized Signature][Name and Title of Signatory][Date]

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