2015MIECF Request for Quotation & Proposal€¦ · Green Bazaar shell scheme, special events, backdrops for exhibitor meetings, outdoor banners, etc. 4. The contractor will assist

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2015MIECF – Request for Quotation & Proposal - Official Stand Contractor - Accounting Services - Freight Forwarder - UFI Audit Services - Travel Services - Manpower - Registration Services - Website Management Services - Shuttle Bus & Limousine Services - MICE Cross-Border Chauffeur Services

- Electronic Touchscreen Directory

- Printing/ Production Services - Promotion Services - Translation Services - Networking Events Operator - Simultaneous Interpretation and

Consecutive Interpretation Services - Conference, Green Public Day & Concurrent Events Operator

On behalf of the 2015MIECF Host and Host Co-ordinators, we would like to invite the quotation and proposal in writing for the appointment of service providers for 2015MIECF. For environmental protection purposes, all interested parties are welcome to participate in this process and submit their quotation and proposal BY EMAIL ONLY. Event Outline

Event Name 2015 Macao International Environmental Co-operation Forum & Exhibition (MIECF)

Exhibition Date 26 - 28 March 2015

Venue The Cotai Strip® Cotai Expo™, Hall A, Meeting Rooms, Ballroom at The Venetian® Macao-Resort-Hotel & Grand Hyatt Grand Ballroom (Proposed)

Host Government of the Macao Special Administrative Region of the People’s Republic of China

2015MIECF Host Co-ordinators

Government Agencies of Macao Special Administrative Region Macao Trade and Investment Promotion Institute (IPIM) Environmental Protection Bureau (DSPA)

2015MIECF Event Manager

Koelnmesse Pte Ltd

Program Outline (Proposed)

- Green Forum - Green Business Co-

operation Day - Green Showcase - Green Matching - Cocktail Reception - Green Gala

- Opening Ceremony - Networking Lunches - Green Public Day and

Green Bazaar - Concurrent Events - Seminars &

Presentations

Exhibition Area (Estimate) 16,900 sqm (Gross)

No. of Exhibitors (Estimate)

450

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Official Stand Contractor General Responsibility of Official Stand Contractor The appointed stand contractor (contractor) will be held entirely responsible for the total scope of work as given in this Quotation and Proposal until contract completion. The entire scope of work shall be supplied to the Host Co-ordinators on a rental basis and include design proposals and quotations. Prices quoted must include the preparation, construction, and delivery to the fair venue, as well as set-up of all materials and equipment listed in the quotation including all connections and fittings. All extra costs such as taxes, fees, insurance and etc., which may occur, are to be calculated and mentioned clearly. Stand Contractors Qualification - The contractor must have booth materials, which reach international standard

specifications such as Pifex System or Octanorm - The contractor must have sufficient Chinese (both Mandarin & Cantonese) and English

speaking staff to be able to serve local, Mainland China and international exhibitors pre-show and onsite

- The contractor must have sufficient stocks in their inventory for shell scheme booth, additional furniture, and working staff in order to ensure the quality of the event and to serve to exhibitors’ satisfaction

- MIECF is an environmental show and it is crucial that our appointed vendors are in line with this. If you do have any green policies, such as waste reduction, recycling, reusing, paperless operations, etc., please include them in the proposal submission

Scope of Work 1. The contractor will be in charge of design drawings and construction of all shell scheme

booths 2. The contractor will be in charge of exhibition floorplan drawing 3. The contractor will be in charge of design drawings and construction of decoration at

appropriate areas, such as archways, directory boards, directional signs, information centre, hanging banners, Host Co-ordinators’ offices / secretariat office (include the provision of furniture & equipment) , contractor offices, press room, business matching area, Seminars & Presentations area, Cocktail Reception area, Green Public Day area, Green Bazaar shell scheme, special events, backdrops for exhibitor meetings, outdoor banners, etc.

4. The contractor will assist the Host Co-ordinators in appropriate activities such as press conference, exhibitors briefing, promotion activities and etc.

5. The contractor has to assist and advice the Host Co-ordinators in approving technical drawings of stands constructed by outside contractors before the exhibition

6. The contractor will be responsible for the on-site management related to any construction and dismantling to occur in the exhibition venue during pre-show dates, show dates and post-show dates

7. Arrange staff at onsite desk to handle all in-coming enquiries and support the Event Manager throughout the event from setup day to teardown

8. The appointed contractor will be responsible for test drive and/or test ride area build up and tear down including management of power requirements for charging station for electric vehicles

9. To provide the AV system and necessary equipment for Seminars & Presentations 10. The contractor will be responsible for move-in and move-out procedures including but

not limited to:

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Employ and deploy security guards for the loading / unloading bay(s), cargo entrance(s), main exhibition entrance(s) and exit(s), parking area and conference rooms

Provide manpower and security to check exhibitors’ move-out items and move-out permits during move-out period

Return all move-out permits to the Event Manager at the end of the Event 11. All foreign employees and staff must be in possession of valid work permit in Macao

SAR issued by relevant authorities Requirements 1. SHELL SCHEME PACKAGE [9 sqm] Please support this with three (3) stand design options incorporating the general show theme and colors and indicate the stand entitlements, type of materials used and detailed furniture/fittings. The quote must not exceed MOP 2,900 per booth with the materials and furniture/fittings of: - Standard shell scheme system panels - Fascia board - Roofing structure with graphic - Decorative pillar with graphic - Lockable information counter with 2 chairs - Recyclable carpet - 2 sets of 23W energy saving spotlights (equal to 100W) - 13Apm/220V (500W) Socket - 2 shelves *Please ensure to provide the entitlement table in an Excel version for 9 sqm and 18 sqm. In your submission, please also include the list and costs of additional orders such as, furniture, electrical, AV, telecommunication and office equipment. Do also include visuals, such as furniture brochures, if available. The additional order of electrical and the suggested rate are as follows (The suggested rate is based on 2014 standard rate of the venue. If there is any change, the suggested rate will be adjusted on proportionally):- Applicable to Standard Booth Exhibitors:

Electric Items Suggested Rates

Spotlight 100W MOP270

Energy Saving Spotlight 23W MOP270

Long-arm Spotlight 100W MOP290

Energy Saving Long-arm Spotlight 23W MOP290

Fluorescent Tube 40W MOP270

Energy Saving Fluorescent Tube 28W MOP280

Halogen floodlight (300W) MOP500

Halogen floodlight (500W) MOP810

Lighting Connection Max. 100W Per Point MOP200




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Applicable to All Exhibitors:

Electric Items Suggested Rates

Socket (2000W) for lighting only MOP3,500

Power Main - 30AMP/220V MOP7,200



13AMP/220V Single Phase Socket (@max.500W, for Machine Only)

MOP350


MOP700


MOP1,000


MOP1,300


MOP1,600


MOP1,900

Power Main - 30AMP/220V(@max. 5000W, for Machine Only )

MOP4,000

Please also provide us with a hall decoration proposal based on the show theme and colors including: - Directory board for floorplan, exhibitor list, supporting program, general information, such

as outdoor MIF and MIECF Billboards - Directional signage (indoor/outdoor) - Information Counter, Registration Counter, Form Filling Counter - Secretariat Office - Official Contractor Counter - Official Service Provider Counter - Media Center - Test Ride Area - Archway - Overhead Banners - Badge collecting box - VIP parking area signage - Bus depot signage All the directional signage (e.g. pull up banner) must be ready and stationed at the appropriate area (Inside / outside The Venetian Macao-Resort-Hotel) at least 3 hours before the event. Please also provide rental quote of items and services (optional), such as: - Queue Barrier - Needle punch carpet - Recyclable carpet - Hanging banner service - Material Handling Equipment Penalties on non performance - Any unsafe structure is not allowed. 100% penalty on structure cost on each structure and contractor is legally liable for all damages to all parties

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- Cannot finish setup before show day: contractor to pay for any venue extension charges including electricity. 100% penalty on the cost of each uncompleted construction structure - If there is any mistake found in printed matter, such as Exhibitor directory board, signage before event: reprint and amend a new replacement for free (per each printing material); During event: correct the mistake by sticker within 2 hours

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Freight Forwarder Air, Sea and Land Shipment to Macao 1. To provide a quotation for air, sea and land freight forwarding services including but not

limited to: a. Inward/outward handling (based on per cbm cost) b. Additional tariffs such as import/export licenses and permits, onsite handling

(crane, manpower for packing, unpacking, etc.), additional charges for overweight shipment

c. Any other extra charges or other important points **The freight forwarder indicate the costs based on shipping via ports of Hong Kong,

Macao, Guangzhou, Shenzhen or Zhuhai** 2. To provide shipping schedules, document deadlines and terms of payment 3. Managing loading / unloading bay from setup through teardown 4. To specify necessary regulations and instructions by the Macao government 5. As a pavilion for electric vehicles will be established in the exhibition, the appointed

freight forwarder shall assist the exhibitor to deal with necessary administrative procedures to obtain relevant licences for such vehicle displays at the exhibition

Standard Conditions 1. The appointed freight forwarder must provide us with the complete list of its overseas

network 2. All information pertaining to the Exhibition, which will be discussed and disseminated to

the freight forwarder from time to time, is the property of the Host Co-ordinators. The freight forwarder appointed must not at any time circulate or pass on or make copies for any third party without prior permission of the Host Co-ordinators. The Host Co-ordinators reserves the right to terminate the appointment and take legal action against the freight forwarder if the above condition is breached

3. All staff handling lifting equipment must be in possession of relevant licenses. All foreign employees and staff must be in possession of valid work permits issued by the relevant authorities

4. Other freight forwarders may deliver to the fair ground and may enter the Halls to communicate with their clients. They may not carry out operations, other than in a liaison and observation capacity in the Hall. Other freight forwarders are not to be charged rates higher than would be charged if they were an Exhibitor

5. The Host Co-ordinators expect the Official Freight Forwarder to provide the following services without charge: a) Delivery of necessary show materials, such as documents, stationary items, and

office equipment from operating office to overseas offices and to the Exhibition site and return, if necessary, including customs clearance and duties incurred

b) Provision of labor and equipment support on site to carry out tasks on behalf of the Host Co-ordinators

c) Provision of free shipment up to 300kg for Host Co-ordinators and Event Manager (Maxmium 5 pickup and delivery point)

6. Arrange staff at Onsite Desk to handle all in-coming enquiries and support the Event Manager throughout the event from setup day to teardown

7. Provide the quotation in each item of following: A. Sea, Air and Land Shipment services to Macao (per cbm per exhibitor) -From HK Airport/port to HK Feeder Port -From HK Airport up to exhibition booth -From HK Feeder Port up to exhibition booth -Guangzhou warehouse up to exhibition booth -Shenzhen warehouse up to exhibition booth

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-Zhuhai warehouse up to exhibition booth -Macao port/Macao Premises up to exhibition booth -Macao Airport up to exhibition booth -Gate of Hall up to exhibition booth B. Handling Services Charges (per exhibitor per consignment) -Handling Fees

C. Inbound and outbound documentations & communication fee (% per declared value and minimum per consignment)

-Customs Clearance Fee -Macao Import or Export Declaration Fee -HKSAR import or export declaration fee & handling D. Macao Import or Export License for Vehicle (per vehicle) -License Fee E. Temporary Drive License in Macao (per vehicle) -Import license -Temporary driving permit -Document handling charges F. Additional services -Heavy-lift surcharge (per kgs) -Oversized Penalty - The freight forwarder risks not getting appointed for future years if the Host Co-ordinators

hear of complaints from exhibitors that the freight forwarder does not deliver the exhibits on time (i.e. Exhibitor orders the service and submits the exhibits to the freight forwarder on time)

- If the freight forwarder fails to arrange staff and equipment to handle enquiries and provide onsite support from setup day to teardown day, the freight forwarder will have to bear all incurred costs, such as the cost arising from engaging other service providers. The freight forwarder risks not getting appointed for future years as well

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Travel Services Scope of Work Hotels 1. To source and provide a list of hotels of different categories at competitive rates

(Ranging from 3 star to 5 star). Minimum of 2 per category 2. The Organizers may appoint hotels in addition to the list of hotels sourced by the Travel

Services Provider. The Travel Services Provider would also need to manage these additional hotels as requested by the Organizers

3. Hotel transfers to airport and ferry terminals 4. Rates should not be higher than the published normal rates on the hotels’ websites 5. Rates should be applicable from 23-31 March 2015 6. Rates should include breakfast, room charges and government tax 7. To advise the list of offerings provided, such as, welcome drinks, usage of gym, free

internet service at room, etc. 8. To liaise with hotels to manage requests for hotel rooms 9. Ability to cater for early check in and late check out 10. Pre-registration facilities 11. Delivery of welcome kits to guest rooms Event Delegate and Exhibitor Support & Service Counter (FOC) 1. Ensure that the appointed hotels have an Event Service Counter within the hotel lobby

and are manned by hotel staff at all times. This is for the duration from 25 March – 28 March 2015

2. Assist for the placement of shuttle bus daily schedule within hotel lobbies and hotel bus pick-up points (The bus schedule will be provided by Host Co-ordinators)

3. Provision of “Welcome” sign to welcome Delegates and Exhibitors at hotel lobbies Co-ordination of Hotel Room Booking 1. To manage hotel bookings for all invited and registered VIPs, speakers/moderators,

delegates, visitors, exhibitors, etc. 2. To explain the incentive package to incoming guests (e.g. VIPs, speakers/moderators,

delegations/delegates, visitors, exhibitors and etc.) and ensure the correct registration procedures

3. To provide hotel room logistics coordination services (e.g. hotel booking and all follow up work) to VIPs, speakers/moderators, delegations/delegates, visitors, exhibitors, etc. directly and to obtain correct information needed for registration

4. To provide online and offline hotel booking for the appointed hotels 5. To provide rooming statistics to the Host Co-ordinators/Event Manager on a daily basis

and regular basis during the service period 6. To handle ad hoc situations in hotel room shortage or booking rearrangement and to

liaise with hotel for proper solutions Pick-up Service 1. To co-ordinate with Speakers/Moderators with pick-up arrangement 2. Pick-up service and transfer (in provision of land transportation) for VIP and

Speakers/Moderators from border gate, ferry terminals and airport inclusive of driver and one English, Mandarin & Cantonese speaking escort/greeter per vehicle

Local Tours and Technical Visits 1. To manage and handle on-site registrations for the Local Tours and Technical Visits.

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2. To provide 2 different quotations of half day local tour service from 3pm to 6pm, prices to include itinerary arrangement, road transportation, English and Chinese speaking guides, insurance fees and entrance fees (if needed)

Ferry Ticket Services 1. To provide a quotation for morning and night sailing ticket fee from Hong Kong to

Macao/Cotai and return. Please indicate the discount for bulk purchases, inclusive of terms and conditions.

2. Full details for booking arrangements and on-line booking facilities should be included Flight Arrangements 1. To manage flight arrangements for invited VIPs and speakers/moderators, where

necessary 2. To manage confirmation of flights (if needed), cancellations and necessary flight

changes for attendees

Onsite Travel Desk 1. To manage an Onsite Travel Desk throughout the event from setup day to the last

show day for hotel and travel related queries, including possibility to make and confirm hotel bookings, and arrange local transport

2. To provide attendees and organizers with travel related support 3. To provide travel desk staff with necessary skills Co-ordination with appointed Registration Service Provider 1. Constantly providing the registration company with the new participants’ name list Co-ordination with appointed Networking Events Operator 1. Co-ordination of VVIPs and VIPs invitation lists for various events and functions 2. To convey special needs to related service providers (e.g. Special diet requirements for

certain participants) Personnel Support at 2015MIECF Secretariat Office 1. From 23 Feb 2015: At least 2 persons to work and station at the 2015MIECF

secretariat office, the number of personnel may be increased to cope with the actual situation

2. The sufficient office equipment should be provided by own for personnel work at 2015MIECF secretariat office, such as computer, printer, etc

3. Handle and record all relevant incoming enquiries 4. Support the Event Manager and provide regular reports/updates to the Event Manager

and at all project meetings 5. Due to the above services are included personnel support, the contractor cannot

charge additional personnel support cost.

Penalty - Free replacement of driver on that particular day if client complains of bad behavior (swearing, smoking in the vehicle, poor attitude, etc.) - 15% penalty on limousine/pick up cost if guest is picked up late (15 minutes and over) - 120% on accommodation fee (per room) if the Travel Services provider cannot provide accommodation after the booking is confirmed to guest

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Official Registration Supplier The Host Co-ordinators welcomes any suggestions and improvements on the below scope of work with technologies and innovative procedures which make registration procedures more efficient and environmentally friendly, including paper- or item-less operations and online and mobile applications Scope of Work 1. Set-up an online pre-registration service linked to a real time database in Chinese and

English. Visitors or Delegates must receive instant email acknowledgement/confirmation with ID number and/or barcode once they pre-register. At the same time you must be able to process registrations that are faxed in or made through emails

2. System must be linked to a real time online credit card payment gateway. Visitor and delegate registrations online will only be completed when payment is made via credit card (if applicable)

3. To provide a backend administration module. This module will allow the Host Co-ordinators/Event Manager to monitor the status of registration and payment. The registration data can also be downloaded (in excel format) at any time

4. Online Registration System must include for up to 2 different types of participants, i.e. 1) Trade Visitors 2) Conference Delegates.

5. Link up to Business Matching Module for Exhibitors and attendees to arrange meetings prior to the event

6. System must be able to generate badges in Traditional and Simplified Chinese and English. If required, vendor should provide translation from Simplified Chinese to Traditional Chinese

7. The online registration system should incorporate functionality for inputting a “promotional code”, which will enable the tracking of registrations coming from different sources. Such data should be shown in the backend page

8. Regular updates about pre-registration figures and payment status to the Host Co-ordinators/Event Manager in Excel format. This is required on a weekly basis and more frequently 2 weeks before the event

9. Preparation of exhibitor badges from the exhibitor list provided by the Host Co-ordinators/Event Manager. All exhibitor badges are personalized and contain at least Name of Exhibitor and Name of Company

10. Distribution of pre-printed exhibitor badges (if applicable) and welcome packs to all companies on or before 16 March 2015. At least two computers and badge printers for onsite printing and back up. The appointed vendor will be in charge of this distribution.

11. To provide at least 4 surveyors and handheld devices with e-survey system for conducting visitor surveys during the event. If necessary, handling of paper surveys will also be needed to collect feedback from delegates

a. No less than 1,000 visitor e-surveys and 200 delegate surveys respectively must be conducted onsite

b. The content and format of the surveys are subject to change and will be decided by the Host Co-ordinators/Event Manager

c. Analysis of the data collected from both surveys 12. Onsite visitor and delegate registration flow:

a. Pre-registered visitors and delegates will receive their badges upon presenting acknowledgment letters and/or ID numbers and business cards

b. Walk-in / Onsite visitors will complete a registration form at the form filling counter and will receive their badges upon submitting the form, business card and payment (if required)

c. No attendees will receive a badge without giving their complete contact details

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13. Ensure that the daily visitor report is submitted to the Host Co-ordinators/Event Manager half an hour after the show closes at the end of each show day or upon request

14. The report should include: Attendance per session room, Total Registrations, Pre-Registered participants who have turned up, Pre-Registered participants who did not show up, Onsite Registrations, International visitors should be sorted by Country, and Local Visitors should be listed by Province/Region. The data captured from the badge and admission ticket scanners

15. The final show reports, including the Registration Statistics Report and Trade Visitor & Delegate Survey Report, and registrant database should be ready within 10 working days after the last show day. This data has to be complete with details requested on the online and onsite registration forms, such as, city, telephone, fax number, etc. We would also require the respective pie charts for each survey question and breakdowns of data. Once the database is accepted by the Host Co-ordinators, the official registration company has to pack the forms collected and return them to the Host Co-ordinators

16. Design of lanyards, badges and registration form with Host Co-ordinators’ approval 17. To provide eco-friendly material for badges, which does not require the use of badge

holders 18. Printing of name badges for Exhibitors, Delegates, Trade Visitors, Speakers, Moderators,

VIPs, Opening Ceremony Guests, Press, Contractors, Secretariat, Staff and etc. To co-ordinate with the Host Co-ordinators to pre-print and send badges in advance to Guests, if required

19. Recruitment and briefing of sufficient registration staff and ushers. 1 Project Manager and 1 Technical staff have to be onsite throughout the setup and show days. All registration staff must be employed locally for the event

20. To have the webmaster station at the venue to ensure timely and accurate website 21. Setup and management of onsite Registration Counters with the necessary equipment: -

a. Computers (laptop / desktop) b. Badge printers c. Server d. Network e. Scanners for hall entrance and session rooms

Processing/Compilation of Database 1. Invited VVIPs and VIPs 2. Speakers and Moderators 3. Registered Conference Delegates 4. Registered Trade Visitors 5. Delegation Participants

Online Registration System 1. Available in both English & Chinese 2. Real time database with management tools 3. Auto confirmation email with barcode 4. Online Statistics & Analysis 5. Post-show report (Registration Statistics Report) 6. Administrator can input email/fax applications online 7. Information can be exported into Microsoft Excel 8. Online payment gateway 9. Once the online registration site goes “live”, it must not have a downtime of over 60

minutes throughout the duration of registration unless it is for a pre-scheduled maintenance which should be notified at least 5 working days in advance to the Event Manager

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Co-ordination with Travel Agent 1. Transfer hotel reservation requests of registered participants to the Official Travel

Agent 2. Transfer information such as airport pick-up and transfer for VVIPs, VIPs, Speakers

and Moderators to Official Travel Agent 3. Printing and compilation/sorting of badges 4. Distribution of badges Personnel Support at 2015MIECF Office 1. From 9 Feb 2015: At least 2 persons to work and station at the 2015MIECF office. 2. Handle and record all incoming enquiries 3. Support the Event Manager 4. Provide regular reports/updates to the Event Manager and at all project meetings 5. Provide confirmation of approved applicants of incentive packages 6. Staff assigned must be able to handle database spreadsheets Requirements Please provide a quotation and proposal based on all details provided above complete with breakdown of costs including the complete scope of work. (The peak hours of the exhibition, the different scenarios of registration, etc. have to be taken into consideration when planning the manpower allocation). Prices quoted must include all materials and delivery to the fair venue. All extra costs such as taxes, fees, etc., which may occur, are to be calculated and mentioned clearly. Penalty - 10% penalty on the cost of the Online Registration System if there is a technical failure or downtime of the Online Registration System amounting to 60 minutes. 15% penalty if it exceeds 3 hours and 25% if it exceeds 6 hours - 10% penalty on Onsite Registration System cost if there is a technical failure or downtime of 5 to 10 minutes. 20% penalty if it is above 10 minutes - For either the visitor e-survey or the delegate paper survey: 10% less than target: 10% on wages of surveyor cost 11-20% less than target: 20% on wages of surveyor cost >21% less than target: 30% on wages of surveyor cost

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Shuttle Bus & Limousine Services 1. To provide quotation for shuttle bus & luxury limousines:

Mercedes S350 (4-seaters)

Toyota Alphard / Nissan Elgrand (6 to 7-seaters)

20-seaters

45-seaters

Electric buses (if available) 2. To provide quotation in hourly rate for hiring drivers and for the drivers to attend training

lesson for electric vehicles 3. Agents of the electric vehicles insurance and arrange towing service, providing the

related costs 4. Full details of vehicle information and details should be stated with quotation, such as

Car type, Car Age, Number of seats, Number of cars available, Unit price per hour and per day (8 hours), Overtime Charges per hour, Extra Charge (if needed)

5. To provide daily transfers from hotel – venue – hotel for appointed hotels, downtown-venue-downtown and site visit day tour

6. The drivers’ meal expenses and insurance fees should be borne by the appointed service provider.

As MIECF is an environmental show and it is crucial that our appointed vendors are in line with this. The availability of cars and buses powered by electricity or hybrid will be an advantage. Penalty - Free replacement of driver on that particular day if client complains of bad behavior (Swearing, smoking in the vehicle, poor attitude and etc.) - 15% penalty on shuttle cost of the day of the route if a shuttle does not show up in the first 15 minutes (25% penalty if it is late by over 30 minutes)

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MICE Cross-Border Chauffeur Services

1. 45-seat coaches with “cross-boundary vehicle licenses” for traveling between Macao and cities such as Guangzhou / Jiangmen / Zhongshan / Zhaoqing / Zhanjiang / Zhuhai / Dongguan / Foshan

Arrival date (to Macau): 26 March 2015

Departure date (from Macau): 27 to 28 March 2015 (To be determined)

Provide a bottle of mineral water for each passenger

Provide a staff member to provide assistance on each coach

Provision of only coaches with “cross-boundary driving licenses between Mainland China and Macao” is preferred, instead of using both such coaches and the local coaches (in Macao) at the same time.

2. Regarding Group Travel Personal Accident Insurance:

Coverage date from 26 to 28 March 2015

Coverage age from 18 to 75 years old

Maximum benefit is MOP $ 300,000 / person and maximum medical benefit is MOP $ 10,000 / person

As MIECF is an environmental show and it is crucial that our appointed vendors are in line with this. The availability of cars and buses powered by electricity or hybrid will be an advantage. Penalty - Free replacement of driver on that particular day if client complains of bad behavior (Swearing, smoking in the vehicle, poor attitude and etc.) - 15% penalty on the cost of the day of the route if a coach does not show up in the first 15 minutes (25% penalty if it is late by over 30 minutes). 120% penalty on the cost of the day of the route if a coach does not show up

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Printing/ Production Services Please provide a quotation with the details stated below:

Items Size/ Specifications Qty (pcs)

Paper (gsm)

(MOP) Design Fee (MOP)

Production period

Unit Price

Total Amount

1. Event Guide

14.8cm(w) x 20.9cm(h) 4C for cover, back page and advertisement 20 pages black & white for content 250 pages Unit price for additional page 100% recycled paper * Including delivery charges for up to 2 delivery points

1,000

2,000

250gsm for cover/105gsm for inner

2. Visitor Brochure

21cm(h) x 59.2cm(w) 4C x 4C (double side in 3 folds into A5 size) 100% recycled paper * Including 2-point delivery charges

1,400 157gsm

3. Public Day Ticket

21cm(w) x 10cm(h) 4C with barcode Slitting 100% recycled paper * Including delivery charges

5,500 105gsm

4. Post Event Summary

21cm x 29.7cm Portrait or Landscape and production 4C for Cover/back page + 54 inner pages (Estimated) Unit price for additional page 100% recycle paper Assist to insert the DVDs into the back page * Including delivery charges for up to 2 delivery points

200

250gsm for cover/ 105gsm for inner

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Translation 1. Provide English – Chinese – Portuguese document translation service for 2015MIECF

advertising materials, keynote speaker’s speech, etc. 2. Provide full details of the quotation in terms of the price per word in 3 working days, 1

working day and 3 hours Penalty - if the contractor cannot meet the standard of translation, the service provider should revise and correct it within 24 hours after notification, otherwise 20% penalty on the translation cost per job will be charged Simultaneous Interpretation and Consecutive Interpretation Service

1. Provide simultaneous interpreter services for the Opening Ceremony, Green Business Co-operation Day, Green Forum and Press Conference and Briefing

2. Provide consecutive interpreter services for the Green Matching 3. Provide the interpreter service for the accompanying programme and other activities as

required by Host Co-ordinators/Event Manager 4. The contractor will be the co-ordinator of interpreters pre-show and onsite, co-ordinate

the staff rosters, replace any interpreters who do not show up, and act as the central contact point for the Host Co-ordinators/Event Manager

5. Co-ordination with Portuguese Interpreters for Host Co-ordinators before and during the event

Penalty - 20% penalty on the interpreter cost per day (on the basis of 8 hours per day per person) if the contractor fails to provide enough interpreters - 10% penalty on interpreter cost of each interpreter that is late for that day if helper does not show up within the first 15 minutes of appointed time. (15% on the cost of each interpreter every 15 minutes thereafter)

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Accounting Services Accounting and Project Fund Disbursement Control - Operating the designated MIECF bank account - Prepare bank movement report and reconcile with bank movement - Arrange disbursement of funds after obtaining authorization - Booking of project receipts - Prepare final summary of project payment and compare against the approved budget - Handle all project account transactions from date of appointment to five months after

the close date of the event - Collect cheque and cash payments for MIECF in the MIECF secretariat office weekly - Submission of fortnightly reports of receipts and recent disbursements and the

expected outgoing disbursements to be issued from the Project funds in weeks to follow

- To set up, co-ordinate and provide information for Credit facilities for Project online and onsite transactions in a timely manner

- Provide staff to bring reimbursement money to Event Manager one day prior to event onsite

- Provide and manage credit card machine onsite including closing of daily account Penalty - 5% penalty on accounting management fee (per week) if the contractor does not collect payment from secretariat office every week UFI Audit Service

1. Exhibition system appraisal and review 2. Spot checking and inspection on site 3. Output control review of registration and attendance database 4. Issue of UFI audit certificate

Penalty - 5% on service fee if the contractor cannot provide the report within 150 days after the event

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Manpower (Assist in booth operation and interpretation) 1. To recruit and provide Mandarin, Cantonese and English speaking Hostesses and

Organizer Temp Staff before and during the show, mainly assisting in booth operation and interpretation, please quote each type of worker in hourly rates

2. Host Co-ordinators may arrange an interview with selected temp staff for certain tasks 3. The temp staff may be terminated by the Host Co-ordinators at any time if their

performance becomes unsatisfactory for whatever reasons, a placement should be arranged within 2 days after the termination (if required)

4. The contractor will be the co-ordinator of temp staff pre-show and onsite, co-ordinate the staff rosters, take daily attendance, replace any temp staff who do not show up, and act as the central contact point for the Host Co-ordinators/Event Manager

Penalty - 20% penalty on the manpower cost per day (on the basis of 8 hours per day per person) if the contractor fails to provide enough helpers - 10% penalty on manpower cost of each helper that is late for that day if helper does not show up in first 15 minutes (15% on the cost of each helper every 15 minutes thereafter) - Free replacement of helpers if there are complaints of bad behaviour by clients on any particular helper

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Official Website Management Service

1. Website design and production (http://www.macaomiecf.com) 2. Updating existing MIECF event website in English and Chinese based on Host Co-

ordinators/Event Manager requirements with show information for 2015MIECF. Design of appropriate visuals and banners

3. Maintaining MIECF website and providing unlimited website content updates. Uploading of given texts and documents must be accomplished within one working day from the day of request throughout the service period (1 January – 31 December, 2015) except during the period stated in Point 4 below

4. Uploading and updating of website content must be accurately done within 4 hours upon request by Event Organizer between 16 and 22 March 2015

5. Tracking links for e-banners directed to MIECF website 6. Report for the e-banner tracking links (click-through rate for each tracking link) 7. Website Hosting services: 1 GB storage capacity and 20 email accounts from 1

January – 31 December, 2015 8. Provide plentiful storage space for the operation of website 9. One dedicated technician must be assigned to work onsite at MIECF venue from 23 -

28 March, 2015 to provide real time information uploading service 10. Create the event program editing page to Host Co-ordinators/Event Manager for editing

the program information and formatting, it can be saved and to be published later. It can be an export functionality to generate MS Excel format event programs as well.

11. Create Speakers’ Center and Exhibitors’ Center: i. Speakers’ Center: - There is a log-in capability allowing users to access the contents in the Speakers’

Center with a User ID and password. - It can contain text boxes for the users to type in their biographical information,

abstracts, flight information and accommodation requirements. It will also allow users to upload files such as receipts and flight itineraries.

- The user’s interface should be able to display the submission status of the various items, as well as the uploaded files.

- There is a “save” functionality to allow users to log in and submit information at different times.

- There is a backend page accessible by the administrator, which clearly shows the users’ log-in information, submission status as well as the uploaded files.

- An export functionality to generate status reports on the submission status in MS Excel format.

ii. Exhibitors’ Center: - There is a log-in capability allowing users to access the contents in the Exhibitors’

Center with a User ID and password. - It can contain webpages containing information such as a landing/welcome page,

announcements page. It will also contain the Exhibitor Manual, as well as various downloadable service order forms from the Exhibitor Manual and other relevant information.

- It can contain text boxes for the users to type in details such as company profile, exhibitors’ publicity information, guest nominations, exhibitor badge names, Hosted Buyer nominations.

- The user’s interface should be able to display the submission status of the various items, as well as the uploaded files.

- A “save” functionality to allow users to log in and submit information at different times. - There is a backend page accessible by the administrator, which clearly shows the

users’ company information, log-in information, submission status as well as the uploaded files.

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- An export functionality to generate status reports on the submission status in MS Excel format.

Penalty - 10% penalty on the total website maintenance and hosting services cost if there is a technical failure or downtime of the official website amounting to 60 minutes. 15% penalty if it exceeds 3 hours and 20% if it exceeds 6 hours - 10% penalty on the total website maintenance and hosting services cost if an update cannot be accurately done within 12 hours after receiving the request by Host Co-ordinators/Event Manager during the period described in Point 4 above (i.e. 16-22 March 2015)

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Electronic Touchscreen Directory

1. Provide a quotation of the rental on the unit cost of an Electronic Touchscreen Directory for the exhibition period 26-28 March 2015, which includes both the hardware and the software

2. The hardware would be one or two sets of 42” LED Multi-touch Kiosk or a similar device

3. Provide the exhibition directory software, which includes the contents page, exhibition floor plan, exhibitor’s profile, a search function and other relevant information requested by Host Co-ordinators and Event Manager

4. The exhibition directory must be able to operate and display in English, Traditional Chinese and Simplified Chinese

5. Regarding the exhibitor profile, it should be capable of sorting or searching by: i. Country / Region ii. Industry sector

iii. Alphabetical order iv. Pavilion v. Category (Individual Vs Association exhibitors)

vi. Inputting exhibitor’s name in English, Traditional Chinese and Simplified Chinese by various word processing methods

6. The number of exhibitors is expected to be around 400-450, which will be represented by individual booths and pavilions

7. The system should be able to show the route that leads to the selected exhibitor on the exhibition floor plan

8. The contractor should provide an assistant to help visitors to use the system during the show days. The cost for such a person should be quoted as well, if applicable

Penalty - If ample time is given to set up the system and it cannot be delivered to the event venue on time (at least one day before the first show day), 10% penalty on the system rental will apply. If it cannot be delivered on Day 1 of the show, 30% penalty of the system rental will apply. If it still cannot be delivered on Day 2 of the show, 60% penalty of the system rental will apply. If it cannot be delivered at all, 100% penalty of the system rental will apply - If the system or major function (such as the search function and the floor plan) does not work on site between 30 minutes to 2 hours, 10% penalty on the system rental ; 15% if it exceeds 2 hours; 30% if it exceeds 6 hours

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Promotion Services

Provision of promotional services for 2015MIECF: - Creating a buzz in the media including press release write-up and issuing to media in

Macao, Hong Kong and South China, and follow up with the media to ensure the issuance of press releases, clippings and etc.

- Creating a media plan proposing the media / advertising channels for promotion and the costs incurred

- Event promotion including provision of promotional plan and placement of advertisement in the relevant media in Macao, Hong Kong and South China

- Preparing press releases in English and Chinese versions (approx. 5 press releases) - Translation of press releases into Chinese and Portuguese - Hospitality Services and Events Co-ordination for Press Conferences - Manpower: Provide an organization chart, which states the name of project manager

and other staff, and the specific duties of each person - Arrangement of press conferences, including:

a. General press conference planning - Programme proposal - Venue backdrop layout and design - Layout of venue seating arrangements - Seating Plan arrangement (head table and audience seats) - Prepare invitation list, invitation follow up and update RSVP for important guests - Protocol co-ordination - Deployment of PR staff/ushers - On-site operation, co-ordination & supervision - MC script write-up and recruitment of MCs - Simultaneous Interpretation System (Portuguese, English, Mandarin) and booth

construction for Simultaneous Interpretation b. Local media invitation & follow-up - Details of arrangements for media - Database invitation and RSVP - Media kits - Media registration - Media support at Opening Ceremony - Arrangement with local TV stations c. Photo Taking and Video Recording - Planning, organization, production and editing of photos and videos d. Design, layout, artwork & typesetting of Collaterals

Include but not limited to the below items:

Items Size/ Specifications

1. Advertisements Various sizes (for newspaper, print magazines)

2. Online Web Banner Advertisements

Various sizes (animated gif, flash etc.)

3. Post Event Summary booklet (design only), DVD & Envelopes (design with printing and production)

21cm(w) x 29.7cm(h) or 29.7cm(w) x 21cm (h) 4C for cover, back page, content 54 pages Unit price for additional page Electronic output for DVD production DVD production at least 350qty

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DVD envelopes at least 150qty 100% recycled paper of envelopes

**Coordination with production house regarding the above items is required. Penalty - 20% penalty on the cost of each advertisement if contractor is not able to meet the deadline for placing such advertisements - No charge for that session's AV costs if it spoils over 10 minutes during a particular, press conference or event - Mistake in printed matter, such as stage backdrop, signage and etc. If it is before press conference: reprint and amend a new replacement for free (per each printing material); If it is found during the press conference: correct the printer mistake by sticker and 50% penalty on material cost (per item)

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Networking Events Operator Provision of event co-ordination and hospitality services for networking events of 2015MIECF, including events listed below: - Opening Ceremony - Green Gala Dinner - Networking Lunches - Green Business Networking Cocktail Reception & Protocol Signing Ceremonies - Other protocol events - Accompanying Networking Events & Programmes - Protocol Signing Ceremonies Responsible for: - Organization of all official networking events of 2015MIECF - Provision and management of PR girls & MCs - Logistical arrangements of VVIPs, VIPs, Guests, Speakers / Moderators and

Delegations - Disseminating invitation cards, telemarketing to check RSVP, taking care of protocol

arrangements and etc. - Delivery of welcome kits and souvenirs/gifts (if any) to guest rooms and etc. - Liaison with official transport provider for land transportation needs - Working with production house regarding souvenir production for 2015MIECF - Working closely with Event Manager and other Official Contractors to ensure the

smooth planning and execution of each event and programme of the show - Working with the organizing committee including attending meetings and following up

on logistics work for the networking events - Photo Taking and Video Recording, and the production and editing of the photos and

videos taken afterwards - Design, layout, artwork and production of admission tickets, invitation cards, and

related printed materials for networking events - Manpower: Provide an organization chart, which states the name of project manager

and other staff, and the specific duties of each person Please provide the quotation by each area of responsibility. Detailed areas of responsibility are outlined in the attached Appendix 1. Penalty - 10% on guest database compilation/mailing cost if the contractor fails deliver the invitation to guests on time due to its own fault - No charge for that session's AV costs if it spoils over 10 minutes during a particular program, or networking event. - If MC or performers (if any) does not show up in at least 15 minutes before the program starts: 50% penalty on performers cost or MC cost; 100% penalty they are late for 5 minutes or more. - Mistake in printed matter, such as stage backdrop, if it is before event: reprint and amend a new replacement for free (per each printing material). If it is found during the event: correct the printer mistake by sticker for free and 50% penalty on material cost (per item)

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Conference, Green Public Day and Concurrent Events Operator Provision of event co-ordination and hospitality services for 2015MIECF, including the events listed below: - Green Forum (including Green Business Co-operation Day) - Green Public Day (including the Green Bazaar) - Concurrent Events

Responsible for: - Providing stage / backdrop designs / artwork and any other necessary constructions for

the Green Forum and Concurrent Events - Providing necessary equipment for Green Public Day - Provision and management of PR girls & MCs (if necessary) for the Green Forum, but

overall management of the Forum sessions will be managed by the Event Manager - Formulate ideas and run all the activities of the Green Public Day, according to

instructions and directions given by the organizing committee - Coordinate with the organizing committee including attending meetings and following up

on coordination/logistics work - Photo taking and video recording for all the above activities, and production and editing

of the photos and videos taken afterwards - Manpower: Provide an organization chart, which states the name of project manager and

other staff, and the specific duties of each person - Design, layout, artwork & typesetting of collaterals which include but are not limited to

the below items:

Items Size/ Specifications

1. Green Public Day Poster (with production)

42cm(h) x 29.7cm(w); 4C in double side Production At least 30qtys 100% recycled paper

2. Green Public Day Online Web Banner Advertisements

Various sizes (animated gif, flash and etc.) 2 layouts & 2 artworks

Please provide the quotation by each area of responsibilities. Detailed areas of responsibility are outlined in the attached Appendix 2. Penalty - No charge for that session's AV costs if it spoils / does not work over 10 minutes during the particular conference, seminar, press conference or event. - If performers or MC does not show up in at least 15 minutes before the program starts: 50% penalty on performers cost or MC cost; 100% penalty they are late for 5 minutes or more

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By submitting your quote to this Quotation and Proposal, you have indicated your acceptance of the Penalties, Terms and Conditions listed on this Quotation and Proposal document. The Host Co-ordinators reserve the right to terminate the working relationship with any Official Contractors at any time if the service performance becomes unsatisfactory or should

the event be cancelled or postponed for whatever reasons. The Host Co-ordinators / Event

Manager will not be liable for any damages (including work-in-progress and loss of anticipated profits). As MIECF is an environmental show and it is crucial that our appointed service providers are in line with this. If you do have any green policies in the area of your service, such as waste reduction, recycling, reusing, paperless operations and etc., please include them in the Quotation and Proposal submission. In addition, all contractors and relevant staff are requested to execute the good source classification, dismantle and recycle the reusable materials. Cut the combustible waste into appropriate and acceptable size and length before sending to the Incineration Plant. The suitable construction waste should be delivered to landfill dumping of construction waste. For environmental protection purposes, please send in your quotations of the above Quotations and Proposal via email to [email protected] on or before 5th September 2014 at 5pm. Late submissions will not be accepted. For any clarification, please contact Mr. Garry Leung at [email protected] or +852 2511 8125. Thank you. Yours sincerely, Garry Leung Assistant Operations Manager Koelnmesse Ltd

mailto:[email protected]

mailto:[email protected]

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Appendix 1 – Networking Event Co-ordination Please provide the quotation by each area of responsibilities stated below: 1. Opening Ceremony, Green Gala Dinner, Luncheons and other activities as

required by Event Organiser a. General Event planning

- Programme proposal - Venue backdrop layout and design - Gimmick (if any) - Layout of venue seating and standing arrangements - Floor plan - VIP holding / discussion room arrangements - Welcome Party list and co-ordination with arrangements - Protocol Co-ordination - Deployment of PR staff/ushers for Guest-of-Honour (GOH), VVIPs, VIPs, guest,

delegates and Media - On-site operation & co-ordination - Liaison with related services suppliers & performers - Co-ordination with venue providers

b. Guest-of-Honour

- Guest-of-Honour co-ordination and protocol arrangements with IPIM and GOH office

- Official dossier for GOH i.e. invitation card, route map, programme etc. - Guest-of-Honour arrival / greeting arrangements at venue– i.e. time, entrance and

first point of entry, - Necessary hotel co-ordination for GOH: car, red carpet, entrance, lifts and hotel

security - A detailed time schedule pertaining to the GOH arrangements - Arrangements and details for welcome party to greet Guest-of-Honour - Dissemination of information to welcome party - Route map from holding point of entry to holding room - Route map form holding room to the Opening Ceremony - Requirements for procession - Plans and arrangements for Tour of Exhibition

c. Ballroom Arrangements

- Stage layout plan – design and sketch - Backdrop – design and detailed technical specifications - Seating Arrangements - GOH and Officiating VVIPS - Seating arrangements/table allocation for VIPs and Press

for Opening ceremony: Define number of rows for VIPs and Press - Seating arrangements/table allocation for delegates

for Opening ceremony: classroom style - Seating arrangements/table allocation for guest

for Opening ceremony: theatre style - Other requirements such as stage mikes, podium and venue decoration - MC’s mikes - Programme for guest - Registration /layout (method to be defined i.e. sign in or drop card)

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- Ushers (dress code to be defined by Host Co-ordinators) - Water for all delegates/writing tools

d. Local guests database compilation / mailing service

- Database compilation and co-ordination - Proposed schedule for mailing – RSVP (both Direct mailing and E-mailing) - Contact for information for RSVP - Invitations and badges coordination - Invitation kits coordination with secretariat and registration company - Car park labels for VVIPS

e. Local media invitation & follow-up

- Details of arrangements for media - Database invitation and RSVP - Media kits - Media registration - Media support at OC - Arrangement with local TV station - Co-ordination of interviews with Guest-of-Honour and VIP’s (for Opening Ceremony

only) - Platform stage for photographer & TV Crew (for Opening Ceremony only)

f. Program rundown g. Logistic plan i. Rehearsal j. On-site operation, coordination & supervision k. Protocol consultancy l. Master of Ceremony

- Recruitment of MCs - Co-ordination and liaison with MCs (provision for 2 to 3 MCs) - Language: Mandarin, Cantonese, English and Portuguese - Proposed MCs’ CVs and bio’s for approval - Venue arrangements (stage, staircase, podium, lighting, rigging services, audio

system, video and etc.) - Script - Protocol - Mode of presentation – consecutive or read-out speeches to be defined by Host

coordinators for MCs - MC script writing-up

m. PR Girls Recruitment

- Deployment of the 20 PR staff - Schedule and outline of areas of responsibilities - Schedule and programme for Rehearsal - Dress Code to be confirmed by Host Co-ordinators - Briefing with PR girls

n. Photo Taking and Video Recording

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- Details of the DVD length and script - Details of full set of photo album – quantity etc. - Photographers and Video Recording Technicians taking highlights of the following

events: Opening Ceremony & highlight of Green Forum Green Gala Dinner Welcome and farewell the VVIPs at Macao ports

- Inclusive of other events: Exhibition, Networking Lunches, Seminars & Presentations, Business Matching Sessions, Technical Visits, etc.

- Production of video and album with the highlights of events o. Corsage

- Design and style - PR staff to pin corsage on GOH and VVIP

p. Refreshment - Menu Arrangements 2. Gala Dinner and Networking Luncheons a. General Event planning

- Program proposal - Venue backdrop layout and design - Layout of venue seating arrangements - VIP holding / discussion room arrangements - Attendence list and co-ordination with arrangements - Protocol Co-ordination - Deployment of PR staff/ushers - On-site operation, co-ordination & supervision - MC script and recruitment of MC

b. Venue Arrangements

- Stage layout plan – design and sketch - Backdrop – design and detailed technical specifications - Seating Arrangements for VVIPs, VIPs, Press, Delegates and Guest. - Other requirements such as stage mikes and podium - MC’s mikes - Program for guests - Registration /layout (method to be defined i.e. sign in or drop card) - Ushers (dress code to be defined by OC)

c. Local guests database compilation / mailing service

- Database compilation and co-ordination - Proposed schedule for mailing – RSVP - Contact for information for RSVP - Car park labels for VVIPS.

3. Green Cocktail & Signing Ceremony a. General Event planning

- Programme proposal - Layout of venue - On-site operation, co-ordination & Supervision

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- MC script and recruitment of MC& PR b. Venue Arrangements

- Venue layout plan – design and sketch - Stage for signing ceremony - Backdrop – design and detailed technical specifications - Other requirements such as stage mikes and podium, signing table & chairs, AV

equipment & technician - MC’s mikes - Registration /layout (method to be defined i.e. sign in or drop card) - Refreshment

c. Local guests database compilation / mailing service

- Database compilation and co-ordination - Proposed schedule for mailing – RSVP - Contact for information for RSVP - Car park labels for VVIPs - Daily RSVP report

4. Accompanying Programme a. General Event Planning

- Gimmick - Venue backdrop layout and design - Layout of venue seating arrangements - Speaker/Moderator arrangements - Deployment of ushers and registration staff - On-site operation, co-ordination & Supervision - Co-ordination with the Contracted Simultaneous Interpreter and Simultaneous

Interpretation System Provider - Set-up of speaker’s PowerPoint and managing the slides - Coffee/Tea breaks arrangements - Time keeping for Moderator - Presentation handouts for distribution before each conference strand. - Other requirements such as stage mikes and podium - Mikes - Program for delegates - Registration /layout (method to be defined i.e. sign in or drop card) - Ushers (dress code to be defined by Host Co-ordinators) - Water for all delegates/writing tools

5. Protocol Signing Ceremonies a. General Event planning

- Layout of venue - On-site operation, co-ordination & Supervision - Recruitment of MC’s


- Venue layout plan – design and sketch - Stage for signing ceremony - Backdrop – design and detailed technical specifications - Other requirements such as stage mikes and podium

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- MC’s mikes - Registration /layout (method to be defined i.e. sign in or drop card)

c. PR Girls Recruitment

- Deployment of the 6 PR staffs - Schedule and outline of areas of responsibilities - Schedule and program for Rehearsal - Dress Code to be defined by Host Co-ordinator - Briefing with PR girls

d. Master of Ceremony

- Co-ordination and liaison with MCs (provision for 2 MCs) - Language: Mandarin and English - Proposed MCs’ CVs and bio’s for approval

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Appendix 2 – Conference, Green Public Day Operator and Concurrent Events Please provide the quotation by each area of responsibilities stated below: 1. Conference Operator a. Venue Arrangements

- Backdrop and Podium logo Production for Green Forum sessions and Green Business Co-operation Day sessions (if any)

- Design, layout, artwork and production - Installation and dismantle - Includes highlight - Backdrop (estimate size: 32ft (w) x 12ft (h) ) - Stages (estimate size: 32ft(w) x 12ft (d) x 24inch (h) x8pcs) setup with 2 sets of

staircases b. Masters of Ceremony - Recruitment of MCs - Co-ordination and liaison with MCs (provision for 2 MCs) - Language: Mandarin and English - Protocol (if any) - Mode of presentation – consecutive and read-out speeches to be defined by Host Co-

ordinators for MC’s - Proposed MCs’ CV’s and biographies for approval - MC script write-up - Rehearsal c. PR Girls Recruitment

- Conference Strands and Accompanying Program - 4 PR girls for each Green Forum session (if necessary) - 10 PR girls for Green Business Co-operation Day (if any) - 2 registration staffs (8 hours) (under Secretariats’ direction) for each session

- Schedule and outline areas of responsibility for the PR girls - Provide briefing and rehearsal for the PR girls to run through the programs

d. Local Guests Database Compilation/Mailing Service - Database compilation and co-ordination - Proposed schedule for mailing – RSVP - Contact for information for RSVP - Car park labels for VVIPs - Daily RSVP report - Invitation card set & RSVP slips e. Photo Taking and Video Recording

- Covering highlights of the Green Forum & Green Business Co-operation sessions (if any)

- Include CD & DVD with photographs and video 2. Green Public Day Operator a. General Event Planning &Venue Arrangements - Programme rundown - Layout of venue seating and standing arrangements

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- Floor Plan - On-site operation, co-ordination & supervision - Logistics plan - Liaison with related services suppliers & performers - Liaison with venue providers - Rehearsal - Event promotion arrangements

b. Master of Ceremony - Recruitment of MCs - Co-ordination and liaison with MCs (provision for 1 MC) - Language: Cantonese - Proposed MCs’ CVs and biographies for approval - MC script write-up - Rehearsal c. Helper Recruitment - Recruitment of Helpers - Schedule and outline of areas of responsibility - Provide briefing and rehearsal d. Photo Taking and Video Recording

- Details of full set of photo album – quantity etc. - Photographers and Cameramen recruitment - Production of video and album with the highlights of events

3. Concurrent Events a. General Event Planning

- Layout of venue seating arrangements - On-site operation, co-ordination & supervision


- Venue layout plan – design, sketch and installation - Backdrop – design and detailed technical specifications - Stage - 2 sets of staircases - Other requirements such as stage mikes and podium - MC’s mikes - AV systems

c. PR Girls Recruitment

- Deployment of the 6 PR staff - Schedule and outline of areas of responsibility - Schedule and programme for Rehearsal - Dress Code to be defined by Host Co-ordinators - Briefing with PR girls

d. Photo Taking and Video Recording

- Details of full set of photo album – quantity etc. - Photographers and Cameramen recruitment - Production of video and album with the highlights of events

Documents

2015MIECF Request for Quotation & Proposal€¦ · Green Bazaar shell scheme, special events, backdrops for exhibitor meetings, outdoor banners, etc. 4. The contractor will assist