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: ericas@vbahk.org.hk