Invitation to tender: Design and production of promotional ... Tender... · Design and production of promotional & event ... tender invitation for the design and production of promotional

HONG KONG 2016

Invitation to tender:

Design and production of promotional & event materials

for FIVB Volleyball World Grand Prix – HK 2016

Issued by:

Introduction:

FIVB Volleyball World Grand Prix – Hong Kong (WGPHK) is an international sport event that every

year attracts over 30,000 spectators and millions TV audience in HK and mainland China. The

participation of China Women's Volleyball National Team and other national teams arrest a lot of

local and overseas media and results in plenty of news report. WGPHK has been granted by Hong

Kong Government as one of the M-mark events (Major Sports Event) since 2007 and WGPHK2014

was awarded the ‘Most Outstanding “M” Mark Event of the Year’. This year, the tournament will be

held from 24 – 26 June (Friday to Sunday) at Hong Kong Coliseum with the participating national

teams of China, Germany, Netherlands and USA.

Objective:

Volleyball Association of HK, China (VBAHK) would like to invite qualified suppliers to respond to this

tender invitation for the design and production of promotional & event materials for the WGPHK 2016.

This tender invitation sets out the requirements and the selection criteria to be used in the evaluation

and provides information regarding how the tender process will be managed.

Service Overview:

Provide design and production service for WGPHK 2016 event including items listed below:

A. Pre Event

Description Qty Design Artwork

Modifications

Printing/

Production

Setup&

Dismantle

1 Pre-event promotional poster 50cm(W) x

75cm(H), 128gsm

1,500

2 Title Sponsor Press Conference(To be held in a shopping mall)

a. Wooden Backdrop (Main Body): 9.6m (W)

x 3m (H)

1

Similar design of item 1

b. Wooden Backdrop for interview: 3m(W) x

2.25m(H)

1


c. Wooden Backdrop for sponsor: 3m(H) x

2.25m(W)

1 To be

provided by

organizer

d. A-board Panel with 2 sides (display size:

0.9mH x 2.4mW)

10

Logo only

e. Marquee rental (2m x 2m) with 4 panels 2

3 Official Event Poster – 50cm(W) x 75cm(H),

128gsm

500 To be

provided by

organizer

4 Event Banner – 0.9m(H) x 3m(W)

(hanging in 40 locations of LCSD venue)

40


5 Newspaper adv. (1)26.5cm x 32.7cm(H) x 3

versions (2)17.5cm x 21.6cm(H) x 2 versions

5


6 Souvenir Programme:

Page Total: 56 pages (Cover – 260gsm art card

with matt lamination, Inside – 128gsm art paper)

1,200

A4 size, 32 pages design

& artwork

7 Pass Badge x 13 versions x 200pcs/version:

10 x 14.5cm, 4C + 4C, 180gsm wood free

paper

B. Arena Dressing


Modifications

Printing/

Production

Setup&

Dismantle

Court Area

1 Giant backdrop

a. 20.20m(W) x 3.23m(H) at Yellow Gate

1 To be

provided by

organizer

b. 25.6m(W) x 3.73m(H) at Blue Gate 1

c. 24.3m(W) x 3.73m(H) at Red Gate 1

2 LED Panel Rental

Specifications:

Module height >768mm

Led SMD

Pitch 16mm

Power supply 230 Vac

Refresh rate 300 Hz

Brightness 2000Nit

Expected lifetime of led 100.000 hours

File JPG; MOV

*Flashy and disturbing animation should not

be allowed as it distracts the players,

spectators and television viewers

appx.

16m x

2 set,

15m x

2 set

Extra

graphic on

demand

To be provided by

organizer

or Logos only

Suitable and

customized

LED cover and

cable cover

should be

included if

need

Including

transportation,

onsite,

operator in

match day,

technician,

electricity

connection

and any

related

manpower

3 T-board in wooden base with two sides

(front & back) logo banner:

3m(W)x1m(H)x0.1m(D)

4 To be

provided by

organizer

4 Metal frame covered with banner in two

sides: 3m x 1m

6 To be

provided by

organizer

5 Fireproof finishing for any wooden

materials of item 3 & 4 with certificate

6 Logo Floor sticker: 3.6 x 1.6m

(3m removable sticker)

1

Logos Only

Officials & Athletes area

7 Indoor Marquee with 4 panels: 1.5m x

1.5m (changing area for players)

2

(rental)

8 Foamboard: 148.5 x 74cm(H)

(place at the front of CC President

Tables)

5 To be

provided by

organizer

9 Foamboard: 440 x 97cm(H) (place at the

front of players & official bench)

4

10 Foamboard: 380 x 97cm(H) (place at the

front of players & official bench)

4

(rental)

11 Red Carpet 10m x 50m 1

(rental)

Emcee & Performance/Games Corner

12 L shape Backdrop for games corner:

- 5.7m(W) x 2.4m(H)

- 4.2m(W) x 2.4m(H)

1 set Same as

item B1

Logos Only

C. Other Area


Modifications

Printing/

Production

Setup&

Dismantle

Media Room

1 Backdrop in Media Room with lighting:

4.8m(W) x 2.4m(H)

1 To be

provided by

organizer

Logos only

2 Foamboard 358cm(W) x 72.4cm(H)

placed at the front of the table

1

Mixed zone, Foyer, Piazza

3 Foamboard Backdrop for mixed zone:

7m(W) x 2.2m(H) (place in backstage)

1 To be

provided by

organizer

4 Outdoor Marquee (for souvenir sales

booth) 3m x 3m with lighting at Piazza

3

(rental)

5 Backdrop at Foyer with lighting

5.4m(W) x 2.4m(H)

1 Similar to

item B1

6 Foamboard: 180 x 72.4cm(H)

(place at the front of press interviews

tables)

6 To be

provided by

organizer

D. Ceremony & Promotional Activities


Modifications

Printing/

Production

Setup&

Dismantle

Autograph Session

1 Wooden Backdrop for Autography

Session: 8.4m x 3m(H)

1

2 Foamboards for Autography Session:

179cm x 73cm(H)

(place at the front of tables)

8

Logo only

3 Red carpets 9m x 9m 1

Prize Presentation

4 Giant Cheque Foamboard: 152cm x

76cm(H)

4 To be

provided by

organizer

5 Individual Award Foamboard: 100cm x

40cm(H)

8

6 Podium sticker:

7.2m x 0.31m(H)

7.2m x 0.41m(H)

7.2m x 0.15m(H)

3 sets

Team Welcoming Dinner

7 Backdrop 600 x 240cm(H) 1 Similar to

item B1

Others

8 Foamboard for worship 179 x 73cm(H) –

place at the table front

1 Similar to

item B1

9 Banner for welcoming teams: 240 x

90cm(H)

3

2 versions

Remarks:

1. Setup time of B & C: 20/6(Mon) from 0000 to 1700

2. Dismantle time of B & C: 26/6(Sun) 18:30 - 27/6(Mon) 11:00

3. Please include the cost of surveyor / RSE report of production items in HK Coliseum (B, C, D1-2).

Reference Photos:

A2a – Press Conference Backdrop A2b – Backdrop for interview

B1 – Giant Backdrop at Arena

B2 – LED Panels B3 – Floor Sticker

B1: Giant backdrop –

blue gate


red gate


yellow gate

B11: L-shape

backdrop

B2: LED

Panel

B5 – Foamboards place at the front of tables B6 - Foamboards place at players & officials bench

B7 - Carpet

B8 – L-shape Backdrop at corner The back side of backdrop 570 x 240cm(H)

LED at green gate:

Around 15m x 2

B4 – Banner on metal

frame

B3: T-board

LED at yellow/blue

gate: Around 16m

C1 & 2– Backdrop for Media Room C4 – Outdoor Marquee at Piazza

C5 & 6 – Backdrop and table foamboard at Foyer C3 - Foamboard at mixed zone

D6 – Podium sticker D1 & 2 – Backdrop & Table Foamboard

for Autograph Session

Timetable:

Issue of tender documents 9 November 2015

Tender return deadline 30 November 2015, 17:00

Award & commencement of contract on or before 31 December 2015

Required components of tender:

1. Breakdown: Breakdown into fees of design, artwork, printing, setup & dismantle is highly

appreciated.

2. Previous Experience: List any relevant experience your company has had in supplying to sport

events.

3. Key Benefits and Additional Services: List any key benefits and / or additional services you can

provide before / during / after event.

4. Delivery cost: Should your quotation included all delivery cost to any district and area.

5. Long term Partner: Please state if you would consider a cross year partnership with special

package offer.

Selection Criteria (Listed in no particular order)

1. Cost of design and production

2. Any additional service or significant items could be provided

3. Quality of production and services.

4. Past experience and good track record

Tender Submission:

The tender shall be valid for at least 6 months from the date of the tender.

Please submit the duly completed and signed tender in a sealed envelope marked conspicuously

“Confidential - Tender Document for Design & Production of Promotional & Event Materials

for FIVB Volleyball World Grand Prix –Hong Kong 2016” and send to the tender box at Room

1302, Silicon Tower, 88 Larch Street, Tai Kok Tsui, Kowloon on or before 30 November 2015,

17:00. EMAIL submission is not accepted.

LATE SUBMISSION OR EMAIL WILL NOT BE CONSIDERED.

Tender Response - required actions:

Volleyball Association of HK, China

Ms. Erica SUM - Marketing Manager

Tel: 2882 9983 / 9804 1770

Email: [email protected]

~ END ~

mailto:[email protected]

Documents

Invitation to tender: Design and production of promotional ... Tender... · Design and production of promotional & event ... tender invitation for the design and production of promotional