ANNEX CTERMS OF REFERENCEI.

PROJECT TITLE:II.

BACKGROUND:DESIGN, SET-UP AND DISMANTLING PHILIPPINEBOOTH AT THE RIYADH TRAVEL FAIR (RTF) 2018

The Riyadh Travel Fair (RTF) is the biggest travel and tourism event in the Kingdom ofSaudi Arabia (KSA). This year, the RTF be held from April 10-13, 2018 at the Al Faisaliah
Tower Hotel in Riyadh, KSA.
Rationale:

2017 arrivals from the Middle East reached 89,932. 2017 arrivals from the KSA, thePhilippines’ largest source market out of the region reached 54,716.

This year, the Philippines will be putting up a 72-square-meter booth and in order tofacilitate business negotiations between private sector representatives and with theircounterparts from the Middle East and Saudi consumers, the booth will have several display
counters and tables and chairs to accommodate the number of private sector companies
and consumers visiting the Philippine booth. Attached is the venue layout and location of thePhilippine booth.
III.

PURPOSE/OBJECTIVES:

The Philippine Department of Tourism is in need of the services of a company based or has
an affiliate in the Kingdom of Saudi Arabia (KSA) or United Arab Emirates (UAE) engaged in
the business of designing, setting-up and dismantling of booths for travel and consumer
companies participating in the RTF 2018.
The Philippine booth should:a) Generate positive name recall of the Philippine brand as a “more fun destination” forthe Saudi Arabian 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 KSA counterparts as wellas possible interviews for DOT and its partners at the Philippine booth in the event.
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 ASAS Exhibitions,the event organizers and the event venue:
1. Philippine booth at the Riyadh Travel Fair (RTF) 2018 measuring 72 square meters;
three (3) sides open; island type)1

2. Layout
 Should provide five (5) individual counters with negotiating tables for each
Philippine exhibitor located along the perimeter of, and within, the stand with own
charging areas and lockable cabinets;
 1 VIP reception area featuring authentic Filipino furniture, decoration andaccessories and fresh plants and flowers at the center of the booth; Two (2) Philippine Information counters with storage areas and two bar stools(per counter) on opposite sides of the booth, containing “It’s More Fun in thePhilippines” brand Storage area for the Philippine delegation
 Philippine destination images (3 to 4 meters in height floor to ceiling / dependingon the venue height) at the side wall of the storage area (Manila and Bohol) Destination images (large-scale printed) as backdrop image of storage area
(Cebu, Palawan and Davao)
 “PHILIPPINES” cut out letters mounted on top of the destinations backdrop / wall
 Two (2) 50-inch LED TVs and CD/DVD/USB video players mounted on the wallsof the storage area and one (1) 50-inch player and CD/DVD/USB video players at
the VIP area to feature It’s More Fun and destination videos
3. General stand design stand theme: “IT’S MORE FUN IN THE PHILIPPINES” using
the standard destination images, new fonts and brand colors
4. Specific booth requirements Booth design and set-up inclusive of backlit walls, storage bins-cum-lockablecabinets, and VIP area
 Printing of appropriate backdrop visuals, interior décor as appropriate, freshplants and flowers, sufficient lighting to convey a tropical island setting and otherdecorative elements following the general theme of “Its’ More Fun in thePhilippines”
 Elevated carpeted flooring to cover the electrical wirings and connections
 Philippine Information counters should have the following: It’s More Fun in thePhilippines new logo at least 2 bar stools, power outlet, lockable cabinets,
brochure racks, appropriate visuals and accessories Negotiating tables should have the following: one small glass table, 3 chairs,
small lockable cabinet, individual electric outlets and adaptors, company(exhibitor) logo and names in front of the counters

Storage area-cum-dining area should have the following inside: Brochure shelves, working table, mirror, lockable doors
 hot and cold water dispenser with ample supply of water for the durationof the event, coffee maker with ample supply of coffee and paper filters,
medium-sized refrigerator, 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 area withcounters and bar stools, lockable doors;General and VIP reception areas should have the following: corporate furniture:
four (4) lounge chairs, one (1) center sofa, one (1) glass center table, Two (2) 50inch LED TVs and CD / DVD / USB player, appropriate lighting and accessories;
fresh flowers (centrepiece) and fresh plants and flowers around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 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 the closing of the Philippine stand2
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Booth set-up and dismantling supervision and booth maintenance for the durationof the fair
6 individual internet connection and WiFi at the booth (accessible to thePhilippine delegation members only) for April 10 to 13, 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 loan basisonly: Chairs, tables, bar stools
 brochure racks, hangers, mirrors
 LED 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 9-10:
April 10-13:
April 14 (5:00pm) :VI.

Set-up of Philippine boothRiyadh Travel Fair 2018 proper
Dismantling of Philippine booth

BUDGET

Total Budget allocation for the booth is US Dollar US$ 37,000.00 inclusive of taxes (or its
equivalent in Philippine Peso).
VII.

PAYMENT PROCEDURE
Following is the payment procedure:

50% upon submission of the approved final booth design
50% within 45 days upon dismantling of Philippine booth, submission of
invoice and satisfactory delivery of services specified in the contract
CONFORME:______________________________[Authorized Signature][Name and Title of Signatory][Date]

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