2012 MIECF Open Tender for:

Transcription

1 2012 MIECF Open Tender for: - Manpower (Assist in booth operation and interpretation) - Promotion Services - Conference and Green Public Day Operator - Networking Events Operator On behalf of the 2012 MIECF Host and Host Co-ordinators, we would like to invite tenders in writing for the appointment of service providers for 2012 MIECF. For environmental protection, all interested parties are welcome to participate in this process and submit their tenders BY ONLY. Event Outline Event Name 2012 Macao International Environmental Co-operation Forum & Exhibition (MIECF) Exhibition Date 29 March to 31 March 2012 Venue Host 2012 MIECF Host Co-ordinators 2012 MIECF Event Manager Program Outline Exhibition Area (Estimate) No. of Exhibitors (Estimate) The Cotai Strip Cotai Expo, Hall A, The Venetian Macao-Resort-Hotel Government of the Macao Special Administrative Region of the People s Republic of China Government Bodies of Macao Special Administrative Region Macao Trade and Investment Promotion Institute (IPIM) Environmental Protection Bureau (DSPA) Koelnmesse Pte Ltd - Green Forum - Green Showcase - Green Matching - Cocktail Reception 13,465 sqm (Gross) Green Gala - Opening Ceremony - Green Public Day - Concurrent Events Tender for Manpower (Assist in booth operation and interpretation) 1. To recruit and provide Mandarin, Cantonese and English speaking Hostesses and Organizer Temp Staffs before and during the show, mainly assisting in booth operation and interpretation, please quote each person in hourly rates. 1

2 2. Host Co-ordinators may arrange an interview with selected temp staffs for special working task. 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 in 2 days after termination (if required). 4. The contractor will be the coordinator of temp staffs pre-show and onsite, coordinate the staff rosters, take daily attendance, replace any temp staff who do not show up, and act as central contact for the Host Co-ordinators. Tender for Promotion Services Provision of promotional services for 2012 MIECF: - Creating 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 and clippings etc. - 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 - Arrangement of press conferences, including: a. General press conference planning - Programme proposal - Venue backdrop layout and design - Layout of venue seating arrangements - Protocol Co-ordination - Deployment of PR staff/ushers - On-site operation, co-ordination & supervision - MC script writing-up and recruitment of MC - Recruitment of Simultaneous Interpreter, 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 OC - Arrangement with local TV station 2

3 c. Photo Taking and Video Recording d. Coordination with production house regarding the design, layout, typesetting for the materials including advertisement, brochure, poster, letterhead, envelope, exhibition directory, post event summary (including printing & production of DVD), etc. 3

4 Tender for Networking Events Operator Provision of event co-ordination and hospitality services for networking events of 2012 MIECF, including events listed below: - Opening Ceremony - Green Gala Dinner - Networking Lunches Responsible for: - Organization of all networking events of 2012MIECF, - Including logistics arrangement of VVIPs, VIPs, Guest, Speakers and Delegation. - Disseminating invitation cards, TM to check RSVP, taking care of protocol arrangements etc. - Delivery of welcome kits and souvenirs/gifts (if any) to guest rooms, etc. - Co-ordination of land transportation with official transport provider; - Coordination with production house regarding souvenir production for 2012MIECF etc. - Coordination with the organizing committee including attending meetings and following up on coordination/logistics work - Photo Taking and Video Recording Please provide the quotation by each area of responsibilities. Detailed areas of responsibilities outlined in attached Appendix 1. Tender for Conference and Green Public Day Operator Provision of event co-ordination and hospitality services for 2012 MIECF, including the events listed below: - Green Forum including all Conference Strands - Green Business Co-operation Day - Green Cocktail & Signing Ceremony - Protocol Signing Ceremonies - Seminars and Presentations - Accompanying Programme - Green Public Day Responsible for: - Co-ordination of all conference events, business matching, signing ceremonies and public day of 2012MIECF as listed above, - Including logistics arrangement of VVIPs, VIPs, Guest, Speakers and Delegation. - Disseminating invitation cards, TM to check RSVP, and taking care of protocol arrangements etc. - Delivery of welcome kits and souvenirs/gifts (if any) to guest rooms, etc. 4

5 - Co-ordination of land transportation with official transport provider; - Coordination with production house regarding souvenir production etc. - Coordination with the organizing committee including attending meetings and following up on coordination/logistics work - Coordination with production house regarding the design, layout, typesetting for materials such as business matching handbook, forum proceeding (including printing & production of DVD), admission ticket, Invitation cards, etc Please provide the quotation by each area of responsibilities. Detailed areas of responsibilities outlined in attached Appendix 2. 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 etc, please include them in the tender submission. For environmental protection, please send in your quotations of the above tenders to the at g.leung@koelnmesse.com.hk on or before 1 December 2011: For any clarification, please contact Mr. Garry Leung at g.leung@koelnmesse.com.hk or Thank you. Yours sincerely, Garry Leung Assistant Operations Manager Koelnmesse Ltd 5

6 Appendix 1 Networking Event Co-ordination Please provide the quotation by each area of responsibilities stated below: 1. Opening Ceremony, Green Gala Dinner, Lunches 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 & Supervision - 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 forum opening - 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 6

7 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 - MCs mikes - Programme for guest - 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 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 CV s and bio for approval 7

8 - 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 - 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 Forum Green Gala Dinner Welcome and farewell the VVIPs at Macao ports - Inclusive of other events: Exhibition, Networking Lunches, Product 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 Lunches a. General Event planning - Programme proposal - Venue backdrop layout and design - Layout of venue seating arrangements - VIP holding / discussion room arrangements - Welcome Party 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 8

9 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 - MCs mikes - Programme for guest - 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. 9

10 Appendix 2 - Event Co-ordination Please provide the quotation by each area of responsibilities stated below: 1. Green Cocktail & Signing Ceremony a. General Event planning - Programme proposal - Layout of venue - On-site operation, co-ordination & Supervision - 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 - MCs 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 2. Conference Strands and Accompanying Programme a. General Event Planning - Gimmick (for Green Business Co-operation Day if required) - 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 - Programme for delegates - Registration /layout (method to be defined i.e. sign in or drop card) 10

11 - Ushers (dress code to be defined by Host Co-ordinators) - Water for all delegates/writing tools 3. Protocal Signing Ceremony (2nd and 3rd Day) a. General Event planning - Layout of venue - On-site operation, co-ordination & Supervision - Recruitment of MC 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 - MCs mikes - Registration /layout (method to be defined i.e. sign in or drop card) c. PR Girls Recruitment - Deployment of the 6 PR staff - Schedule and outline of areas of responsibilities - Schedule and programme 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 CV s and bio for approval 11