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B2B Workshop

TERMS OF REFERENCE

I. PROJECT TITLE AND DESCRIPTION

B2B WORKSHOP WITH SELECTED TOUR OPERATORS AND CREATIVE CONSUMER CAMPAIGN IN AMSTERDAM, NETHERLANDS

Overall management and development of the following activities for the Philippine Department of Tourism:

(1) B2B Workshop and networking event with top tour operators in the Netherlands and BENELUX region; and

(2) Implementation of a Creative Consumer Campaign in Amsterdam to ensure maximum and relevant exposure and positive publicity of the Philippines as a premier destination in the Netherlands.

II. BACKGROUND

The Philippine Department of Tourism (DOT) will be implementing two activities in Amsterdam catering to the Dutch travel trade and consumers, to further encourage the growth in tourism arrivals received from the market and promote the fun in the Philippines in the Netherlands:

(1) B2B Workshop and Networking event on Monday, 30 September 2019 – this will involve tour operators and travel agents in the BENELUX markets looking to include the Philippines in their portfolio and enter into business partnerships with Philippine DMCs;
and

(2) Consumer campaign on Saturday or Sunday, 28 or 29 September 2019 – this will be in the form of guerilla performances in central and iconic locations around Amsterdam, featuring performers from the Philippines

III. OBJECTIVE

• An integrated and comprehensive program, including Public Relations (PR) initiatives, is needed to generate positive publicity for the Philippines. This program must ensure maximum exposure for the country, including display in local print publications and similar mass media platforms, as well as partnerships with online influencers in promoting the Philippines as a young, dynamic and fun destination.

IV. SCOPE OF WORK / DELIVERABLES

a. Management of the two (2) events

1) B2B Workshop and Networking Event

- Propose a strategic location for the networking event, which would reflect the brand identity of the Philippines;

- Negotiate with relevant suppliers for the implementation of the event;

- Invite top tour operators and travel agencies from the BENELUX region looking to generate tour packages on the Philippines and partnering with Philippine DMCs, hotels, and resorts to attend the event

- Pre and/or post event publicity, if necessary

2) Creative Consumer Campaign

- Identify central and iconic locations around Amsterdam to implement the guerrilla performances

- Negotiate with relevant suppliers for the implementation of the campaign

- Invite relevant mass media and online platforms to generate publicity on the campaign

- Produce and distribute a post-event video to be launched on YouTube, Instagram, and other relevantonline and social media platforms

- Secure necessary permits for the implementation of the campaign

b. Publicity generation: arrange for various press coverage before, during, and after the events highlighting the Philippines as a premier destination
This includes:

- Identifying media publications and outfits with a wide reach and high relevance particularly for audiences in the Netherlands, covering traditional, digital, and social media platforms

- Generating official Press Releases before, during and after the event and whenever deemed necessary, and securing approval for the same before disseminating to an extensive media contacts list with high reach for consumers

- Suggesting creative ways to maximize the Philippines’ participation, as a way of increasing consumer interest for the brand

- Arranging for publicity coverage in relevant media platforms, further to discussions and agreements

c. Generation of a comprehensive post-event report for both event.

V. MINIMUM QUALIFICATIONS FOR SUPPLIERS

a. Full service Destination Marketing and Public Relations agency operating in the Netherlands, with relevant contacts in the media and travel industry and able to facilitate the requirements and deliverables as stipulated above

b. Dedicated Account Manager and Account Director to oversee the project and coordinate with the DOT with respect to the execution and implementation of the two (2) events

c. Presentation of similar projects previously undertaken. If not available, please present case studies of projects undertaken in Netherlands.

VI. TIMELINE AND SCHEDULE OF WORK

August 6, 2019: Submission of bid proposals, inclusive of publicity requirements according to these Terms of Reference, and mandatory legal documents

August 8, 2019: Selection of the DOT Frankfurt office of the winning Agency assigned to handle both events for the Philippines

August 12, 2019: Submission of revised plan, including firmed up proposals on how to implement each aspect of the two activities, timelines, and schedule of accomplishments, based on the DOT-Frankfurt Office feedback on the winning bidder’s original proposal

August 14, 2019: Coordination for the full implementation of the two (2) events

Sept 28/29-30, 2019: Events proper
November 1, 2019: Submission of post-event report

VII. BUDGET

• The total budget allocation for the project is €25,000.00 inclusive of taxes and other applicable fees, including but not limited to agency service fees, operational expenses, press coverage fees, production fees, documentation costs, among others.
• Interested bidders must present a budget breakdown in their proposal, indicating the components of their proposed budget.

VIII. DOCUMENTARY REQUIREMENTS

• Signed Terms of Reference (all pages should be initialed)
• Company registration documents and appropriate licenses
• Latest Tax clearance
• Company portfolio containing similar projects previously undertaken in the past 5 years. The winning bid shall be determined based on the proposal with the most advantageous financial packaged cost, provided that the amount of the bid does not exceed the established total budget for the project.

IX. TERMS AND CONDITIONS

1. The selected agency shall be subject to assessment by the DOT Frankfurt as to the effectiveness of any part or phase of the campaign launched. The DOT Frankfurt reserves the right to terminate the services of the winning bidder should any part of the deliverables be unsatisfactory.

2. Subject to the assessment by the DOT Frankfurt as to the performance of the creative agency for its implementation of the campaign, the services of the selected creative agency may be re-contracted by DOT Frankfurt to implement supplemental programs, subject to additional budgets and a separate agreement.

3. Any excess remuneration or compensation in the form of rebate from production and media suppliers following the industry practice of compensating services of an agency shall be negotiated by the winning agency, and credited by the supplier in favor of the DOT Frankfurt/TPB in the form of additional promotional materials and/or extended media or PR placements, in order to maximize the effect and benefit of the campaign.

X. PAYMENT PROCEDURES

Compliant with the procedures of the Philippine Government

• 50% initial payment upon approval of PR plan
• 30% payment upon completion of the scope/deliverables
• 20% balance payment upon submission of final report Required supporting documents for payment:
• Original copy of signed contract
• Original copy of invoice following signed contract

X. CONTACT PERSON

Anabelle Gaye Apostol
Operations Officer
Philippine Department of Tourism – Frankfurt
anabelle@morefunphilippines.de

 

SIGNED BY PROPONENT:
Signature : ___________________________________________________
Name: ___________________________________________________
Company: ___________________________________________________
Company Designation: ___________________________________________
Date: ___________________________________________________