HONG KONG 2014
Invitation to tender:
Design and production of promotional & event materials
for FIVB Volleyball World Grand Prix – HK 2014
Issued by:
Introduction:
FIVB Volleyball World Grand Prix – Hong Kong (WGP-HK) is an international sport event that every
year attracts nearly 30,000 audience and over millions TV audience in HK and mainland China via
live broadcast. The participation of China Women's Volleyball National Team and other national
teams arrests a lot of local and overseas media and results in plenty of news report. WGP-HK is also
granted by Hong Kong Government as one of the M-mark events (Major Sports Event) since 2007.
The others include HK Marathon, Ruby Seven, etc. This year, the tournament will be held from 8 – 10
August at Hong Kong Coliseum. The national participating teams are China, Japan, Italy and
Thailand.
Objective:
Volleyball Association of HK, China (VBAHK) would like to invite qualified suppliers to respond to this
invitation to tender for the design and production of promotional & event materials for the WGP-HK
2014. This invitation to tender sets out the requirement 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 WGP-HK 2014 event including items listed below:
A. Pre Event
Description Design Artwork
modifications
Printing Setup&
Dismantle
Standby
manpower
1 Title Sponsor Press Conference
a. Foamboard Backdrop (Main Body): 6150
(W) x 240cm H
b. Foamboard Backdrop (Side Wings):
82.5(W) x 240cm (H) x 2 sets (left & right)
c. Foamboard Backdrop for photo taking: 150
x 225cm(H)
a & b: stick
on the wall
c: with
standee
2 Event Poster A – 42(W) x 59.4cm(H), 128gsm
x 1,000pcs
3 Event Poster B – 30” x 20”, 157gsm x
1,500pcs
4 Event Banner – 3’ x 10’ x 40pcs
(hanging in 40 locations of LCSD venue)
5 Newspaper adv. 26.5 x 32.7cm(H) x 3
versions
Key art provided
6 Souvenir Programme x1,000 books:
Page Total: 56 pages (Cover – 260gsm art
card with matt lamination, Inside – 128gsm
art paper)
A4 size, 32 pages design
& artwork
7 Pass Badge x 13 versions x 200pcs/version:
10 x 14.5cm, 4C + 4C, 157gsm artpaper
B. Arena Dressing
Description Design Artwork Printing Setup&
Dismantle
Standby
manpower
Court Area
1 Giant backdrop
a. 2020cm(W) x 330cm(H) at Yellow Gate
b. 2500cm(W) x 330cm(H) at Blue Gate
c. 2400cm(W) x 330cm(H) at Red Gate
2 T shape Board
a. T-board in wooden materials with two
sides (front & back) logo banner:
3.4m(W)x1m(H)x0.2m(D) x 24 sets
Logos
Only
b. T-board in wooden materials with two
sides (front & back) logo banner:
3m(W)x1m(H)x0.1m(D) x 6 sets
Resize
Only
c. Fireproof finishing for the above 2 items
(with certificate)
3 Title Sponsor Logo Floor sticker: 3.6 x 1.6m
x 1pc
3m removable
sticker
Officials & Athletes area
4 Indoor Marquee: 2m x 2m (changing area
for players) x 2 sets
(rental)
5 Foamboard: 148.5 x 74cm(H) x 5pcs
(place at the front of CC President Tables)
6 Foamboard: 440 x 97cm(H) x 12pcs (place
at the front of players & official bench)
7 Red Carpet 10m x 50m
(rental)
Emcee & Performance Area
8 L shape Backdrop for games corner:
- 570 x 240cm(H)
- 420 x 240cm(H)
C. Other Area
Description Design Artwork Printing Setup&
Dismantle
Standby
manpower
Media Room
1 Backdrop in Media Room with lighting:
480 W x 240cm(H) x 1 set
2 Foamboard 358 x 72.4cm(H) placed at the
front of the table
Mixed zone, Foyer, Piazza
3 Foamboard Backdrop for mixed zone:
700 x 220cm(H) (place in backstage)
4 Outdoor Marquee (for souvenir sales booth)
3m x 3m x 3 sets with lighting at Piazza
(rental)
5 Backdrop at Foyer 480 x 240cm(H)
6 Foamboard: 180 x 72.4cm(H) x 6pcs
(place at the front of press interviews tables)
D. Ceremony & Promotional Activities
Description Design Artwork Printing Setup&
Dismantle
Standby
manpower
Autograph Session
1 Giant Foamboard for Autography Session:
600cm x 305cm(H) x 1pc
2 Foamboards for Autography Session:
179cm x 73cm(H) x 8pcs
(place at the front of tables)
Logo only
Prize Presentation
4 Giant Cheque Foamboard: 200cm x
100cm(H) x 4pcs
Layout
provided
5 Individual Award Foamboard: 100cm x
40cm(H) x 8pcs
Layout
provided
6 Podium sticker: 240 x 95cm(H) x 9pcs
Team Welcoming Dinner
7 Backdrop 600 x 240cm(H) x 1 set
Others
8 Foamboard for worship 179 x 73cm(H) –
place at the table front
9 Banner for welcoming teams: 240 x
90cm(H) x 3pcs
2 versions
Remarks:
1. Setup time of B & C: 4/8 from 1400 to 2400, 5/8 from 0900 to 1400
2. Dismantle time of B & C: 10/8 (after awarding ceremony) –From around 18:30 till 24:00
3. Please include the cost of safety certificate of production items in HK Coliseum (B, C, D1-2).
Reference Photos:
A1a&b – Press Conference Backdrop A1c – Backdrop for photo taking
B1 – Giant Backdrop at Arena
B2 – T shape boards B3 – Floor Sticker
B5 – Foamboards place at the front of tables B6 - Foamboards place at players & officials bench
B7 - Carpet
B1: Giant backdrop –
blue gate B1: Giant backdrop –
red gate B1: Giant backdrop –
yellow gate
B8 – L-shape Backdrop at corner The back side of backdrop 570 x 240cm(H)
C1 & 2– Backdrop for Media Room C4 – Outdoor Marquee at Piazza
C5 & 6 – Backdrop and table foamboard at Foyer
D6 – Podium sticker D1 & 2 – Backdrop & Table Foamboard for Autograph Session
Timetable:
Issue of tender documents 29 January 2014
Tender return date 28 February 2014
Award & commencement of contract on or before 14 March 2014
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. LED Advertising Panel: The organizer is now seeking vendor to provide LED panel too. Candidate
is welcome to quote rental fee and programming manpower to replace T-shape board (Item B2a).
Any sponsorship or rental discount of LED Advertising panel could be entitled to have logo exposure
in the event promotion.
LED Minimum Requirements:
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; SWF
*Flashy and disturbing animation should not be allowed as it distracts the players, spectators and television viewers
Reference Photo:
5. Delivery cost: Should your quotation included all delivery cost to any district and area.
6. Long term Partner: Please state if you would consider a cross year partnership, with freeze
production cost or discount rate.
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 2014” and send to the tender box at Room
1007, Olympic House, 1 Stadium Path, So Kon Po, Causeway Bay, Hong Kong on or before 28
February 2014, 17:00.
LATE SUBMISSION WILL NOT BE CONSIDERED.
Tender Response - required actions:
Volleyball Association of HK, China
Miss Erica SUM - Marketing Manager
Tel: 2882 9983 / 9804 1770
Email: [email protected]