TERMS OF REFERENCE
I. PROJECT TITLE
Setting up of the Philippine booth at the Diving and Resort Travel (DRT) Expo Philippines(DRT Show Philippines) on September 7 to 9, 2018 at the Megatrade Hall, SM Megamall
II. BACKGROUND
The DRT-Philippines is the country’s biggest international dive event that will gather
under one roof dive industry stakeholders (i.e., international and local dive tour operators,
dive resorts, dive training schools, underwater photographers, and marine conservation
organizations, among others), airlines, and international dive media especially in Asiaand Oceania.
The event is unique from other international dive shows as it will incorporate in its
program other travel trade activities such as business-to-business (B2B) meetings
between foreign buyers and sellers, plus a 5-day post tour for buyers. A marine
conservation aspect will be added to the line up of events distinct to the Philippines show.
With the overriding theme of “It’s more fun to dive in the Philippines,” elements of “fun”
and “festivity” will be infused into each component of the event, amidst a setting of thePhilippines as the center of marine biodiversity in the world.
In relation to this, the DOT will set up a 270-square meter Philippine booth at the DRT
Philippines Show 2018 at the Megatrade Hall, SM Megamall, to be shared by Philippine
private sector. Several gimmicks/activities will be undertaken at the Philippine booth tocreate a festive atmosphere at the booth and attract more visitors to come to the booth.
III. OBJECTIVESThe DOT is in need of a well-experienced professional company engaged in the businessof professional exhibition booth design, set-up and dismantling, and booth parts rental.
The company must have previous experience in handling Department of Tourism
projects and events.
The DRT Show Philippines is aimed at attaining the following objectives:a. To provide a venue for foreign buyers of dive travel products to discuss businesswith Philippine dive tourism suppliersb. To position the Philippines as the premier diving and business hub in Asia
c. To sustain global awareness of the Philippines as having the richest marine
biodiversity in the world
In addition, the set-up of the Philippine booth is expected to:a. Create an atmosphere that reflects the Philippines as the premier dive destinationin Asia and evokes the theme “It’s More Fun to Dive in the Philippines”
b. Attract and encourage dive enthusiasts, dive professionals, dive media, and dive
travel trade visitors to visit the Philippine boothc. Provide a functional and aesthetic area as venue for the conduct of table top
business meetings, speaker meet and greet/book signing, cultural presentations,product presentations and updates, audio visual presentations, and otherinteractive activities.
To achieve the abovementioned objectives, bidders shall prepare and submit a proposed
design and layout for the Philippine booth.
IV. MINIMUM REQUIREMENTS
 Must submit proposed design as part of the bid Must be a Philippine-based organization capable of exhibition booth construction Must have at least three (3) years of experience in setting up of exhibition booths forinternational and local events
 Must be accredited by the Megatrade Hall Must be registered with the Philippine Government Electronic Procurement System(PhilGEPS) Must be willing to provide services on send-bill arrangement
V. SCOPE OF WORK/DELIVERABLES
Below are the services required by the Philippine Department of Tourism:
A. BOOTH DESIGN
Design of the Philippine booth constituting thirty (30) standard booth spaces(approximately 270 square meters) at the Diving and Resort Travel (DRT) Show
Philippines 2018 that abides by the rules and regulations set by the venue andevent organizers.
B. BOOTH DETAILS
Size: 270 square meters raw booth space (Refer to attached floorplan for boothlocation and configuration.)
Set-up of the said booth must include the following provisions: One (1) Philippine information counter on strategic side of the stand with back lit
graphic work in appropriate high print quality, at least two (2) chairs, electricaloutlets for laptops/tablets, one (1) brochure rack, and one (1) business card
fishbowl. Counter must also be equipped with lockable storage intended for
promotional and information materials;
A maximum of forty-five (45) information tables for each private sector participant
with company signage/logo, at least two (2) chairs, one (1) brochure rack,electrical outlets for laptops/tablets, and lockable storage intended for exhibitors’
promotional and information materials and personal belongings;

One (1) VIP Reception Area/lounge that can comfortably accommodate 3-5
guests for high-level meetings and VIP meet and greets;

One (1) mobile bar area that can serve free-flowing Filipino-inspired drinks for theduration of the Show;

Area for audio-visual presentation equipped with technical facilities (i.e., soundsystem, LED wall);

One (1) Video/LED wall (2 meters x 2 meters) with advance audio-video
capability;

One (1) area to allow booth visitors to experience the Philippines’ acclaimed divesites through virtual reality technology;

Panels with underwater photos (in appropriate high print quality) taken in key andemerging dive destinations in the Philippines featuring diverse marine life (Photos
to be provided by the DOT Dive-MDG);

Storage room with shelves for storing stock promotional and information materials;

Well-equipped kitchenette to serve coffee and finger food to guests/staff.
Equipment to include: refrigerator, microwave oven, hot/cold water dispenser

(with daily supply of potable water), coffee and tea facilities, tableware, and trashbins (with ample supply of trash bag);Elevated (10 mm) carpeted platform/floor to conceal the electrical wirings andconnections;

Fast & reliable wifi internet access; and

Strong lighting in general areas to highlight stand visibility.

All furniture and fixtures must reflect a modern Philippines and adhere to the “It’s MoreFun in the Philippines” campaign.
All materials rented and used for the booth shall be considered waste materials after theevent.
C. SET-UP AND DISMANTLING
Set-up, installation, and dismantling of the Philippine booth must conform to the schedule,rules, and regulations set by the exhibition organizers.
V. TIME FRAME AND SCHEDULE
All interested parties must submit working design drawings and cost schedules within six(6) days upon receipt of document.
1. Design and approval of the boothAugust 22-23
2. Booth Set-up and TurnoverSeptember 5-6
3. Exhibition Proper/Stand Maintenance
September 7-9
4. Booth Dismantling
September 9
VI. BUDGET
Total budget allocation for the Philippine Booth is P3,200,000.00. The financial proposal
should allow for modifications in stand layout and design in accordance with the needs
and requirements of the end user.
VII. EVALUATION PROCEDURE
The winning bid, however, shall be determined based on aesthetic and functionality ofthe booth design, its conformity with the rules and regulations of the organizers, adoptionof the “It’s More Fun in the Philippines” brand, and financial package cost, provided thatthe amount of bid does not exceed the above total budget.
VIII. PAYMENT PROCEDURE
30% upon delivery of the final booth design
40% upon completion of stand construction
30% upon dismantling of the Philippine booth and satisfactory delivery of services
specified in Section V of this terms of reference.
IX. CONTACT PERSON
Ms. Celstine Sy
Office of Product and Market Development (OPMD) - Dive
Telephone Number: +632 459 5200 local 520
Email: phdiveteam@gmail.com