TERMS OF REFERENCE
I. BACKGROUND
A. The Xi’an Silk Road International Tourism Expo (XSRITE) which is held as part of an umbrella expo titled 10th West China Cultural Industries Expo in 2023 will be held at the Xi’an International Exhibition Center in Xi’an from August 17 to 20, 2023.
B. PDOT Beijing will be participating the Xi’an Silk Road International Tourism Expo (XSRITE) 2023/ the 10th West China Cultural Industries Expo on August 17-20, 2023 to be held at the Xi’an International Exhibition Center with a 54-sqm booth
C. The Philippine booth will be comprised of distribution of brochures, cultural performances, audio visual presentations, and activities.
II. PURPOSE/OBJECTIVES
A. To restart outbound travel from Xi’an and West China to the Philippines and encourage resumption of direct flights.
B. To educate and update the West China agents and mass audience on the Philippines’ tourism recovery plans.
III. MINIMUM REQUIREMENTS FOR SUPPLIERS
A. Must be a registered and licensed/accredited event/exhibition company in China
B. Must be able to provide services on the event dates
C. Must be flexible on payment terms
IV. SCOPE OF WORK/DELIVERABLES
A. Provide the following event requirements:
i. Booth design, installation, maintenance, and dismantling following the XSRITE guidelines with the below specific requirements:
– LED wall (minimum of 5’ X 6’ screen or higher) – 1 set
– Sound system – 1 set
– Microphone (wireless with battery provision) – 2pcs
– Mixer – 1 set
– Storage room
– Reception desk or information counter – 1 pc
– Meeting area
– Mannequin – 2 pcs
Booth Details:
– Total Exhibit Space: 54 sqm
– Dimension:
– Booth No. : G-02
Layout: Island set-up with four sides open
General Design Theme: Beach and Dive
ii. Trade Giveaways – 50 pcs (Philippine-inspired)
iii. Specific Stand Requirements:
• Elevated carpeted flooring to conceal the electrical wiring and connections in all stations.
• One (1) bar-height table with three (3) stools that can double up as a meeting area/booth activation.
• One customized Philippine Information Counter (with lockable storage) strategically positioned in the booth with the following provision: 2 bar stools, electrical outlet/connection (graphics/images c/o PDOT Beijing).
• One (1) lockable storage area (secured; with an electrical outlet; to be covered with high-res Philippine destination images (graphics/images c/o PDOT); •
• One LED Wall equipped with USB ports and strategically mounted for PDOT to play and run videos of destination products and services.
• Provision of visuals, which may be done using large format displays, including but not limited to LED Screens, backdrops/pillars with printed images.
• Other furniture or accent pieces, as may be applicable.
• Provision of Hot and Cold-water dispensers (with water refills), coffee maker/machine (coffee, sugar and cream) for the duration of the event.
• Daily cleaning and maintenance of the area; and,
• All exhibition venue connections, such as electricity, suspensions, and permits
iv. Cultural Performers – 2 pax (to perform daily during the event)
Should include performers honoraria, props, costume, transportation and meals
v. Giveaways for booth visitors – Canvas bag – 1200 pcs (with Philippine branding logo)
vi. Print of destination brochures based on the graphic provided by PDOT-Beijing office – Boracay, Cebu&Bohol, Dream Islands – 1200 pcs per destination
vii. Courier service of the brochures and giveaways (return)
viii. On site assistant – 2 pax (present during the whole duration of the event)
ix. Cleaner – 1 pax
V. BUDGET FOR THE CONTRACT
RMB 147,000.00
based on current foreign currency exchange rate inclusive of taxes
NOTE: The winning bid however, shall be determined based on the proposal with the most advantageous financial package cost, provided that the amount of bid does not exceed the above total budget.
VI. DEADLINE TO SUBMIT: August 5, 2023
VII. PROJECT OFFICER/CONTACT PERSON
MR. JAMES JIANG
Philippine Department of Tourism – Beijing Office
Email: jiangbin@tourism.gov.ph
Telephone: +86 10 6512 8809
Approved By:
Dr. Erwin Fernandez Balane
Tourism Attache
Philippine Department of Tourism – Beijing Office
