request for business proposal of k-food fair b2b business ... · market and new purchasing...

Request for business proposal of K-Food Fair

B2B business meeting programme

Project Outline

❍ Project name : 2018 Hong Kong K-Food Fair B2B business

meeting programme consignment agency

❍ Consignment contract periods : from contract starting date to

completion date of the event afterwards 30 days

❍ Consignment(assigned) duties : Set-up(and dismantle) of booth

and all other equipments for the event hall and rental of all

the equipments, Management of invited overseas buyers trip

itinerary(air tickets, reservation of hotels), Management of B2B

business meeting programme schedule(liaison and casting, matching),

Purchasing foods for food(drinks) tasting, Operation of all the events,

Arranging translators, operation workforce, MC and Chef, Full result

report of the project, Post-management of meeting results between

whole parties, Searching(Hunting) for new food chain restaurants MD,

any other requests by aT

* aT will pay for event hall rental fee, buyers’hotel room charges(2 nights),

air tickets(round-trip economy class), Hotel lunch(2 meals), Hotel Dinner(15th,

Monday only).

❍ Consignment contract amount : KRW85 million (about HKD578,000)

* including all taxes and other extra charges

❍ Event Periods : Oct. 15 (Mon) ∼ Oct. 16, 2018 (Tue) / 2 days

❍ Payment for consignment agency : Full payment will be made

to consignment agency after completion of all consignment

duties (No instalment payments are accepted).

- After completion of all the duties, the consignment agency

should submit full result reports with all expenses related

documentary evidence(for example, official receipts and

remittance slips). aT will review all the documents with

inspection of the agency’s performance of assigned duties

and announce that consignment project duty is over. Then, the

agency can issue an invoice for the services and aT will

arrange full payment within 30 days.

* If submission of guaranty insurance security or a security for the

consignment project amount, aT will consider arrangement of advance

of prepayment. Any details should be discussed an agreed by aT.

Request of Proposal

❍ Company Profile

- Recent 3 years business achievement, Related business achievement,

Company overall status, Related documents, etc.

❍ Business Proposals(Detailed implementation of assigned duties)

- Event meeting hall floor plan(layout), Booth and concept booth

design, Operation plan including workforce, PR(Public Relations)

plan, Schedules, Budget planning, Event detailed implementation

plan, Suggestion of programmes of meeting, luncheon and dinner

reception, Special concept booth, etc.

Evaluation of proposals

❍ Composing evaluation committee of proposals and evaluating

submitted proposals by fair estimation and aT’s appraisal

standard and selecting consignment agency

- By evaluation of technical regards(design, operation, management,

achievement, etc.)(80%) and evaluation of quotation(20%), aT

will select the agency(High scorer can be selected)

- Selected agencies are eligible to negotiate with aT to perform

the project, subject to scoring not less than 85% of total scores

of technical regards.

Posting periods

❍ Due submission date : From July.31(Tue) to August.11(Sat), 24:00, 2018

❍ How to submit : E-mail aT Hong Kong contact point([email protected])

* Original quotation chopped by authorized company name should be quoted in KRW and

separately mailed by Aug.10, 18:00 2018, not including the quotation sheet in the proposals

.

Project(Event) and assigned duties

❍ Objective of project(event) - Through holding a large-scale’s export business meeting

programme, exporters can develop promising products to HK

market and new purchasing channels.

- Finding promising items by holding Miracle Food Demonstration

Show suitable for Hong Kong market

❍ Overview of the event - Name : 2018 Hong Kong K-Food Fair B2B Biz Meeting Programme

- Venue : The Mira Hong Kong Hotel Ballroom, 18th Floor

*Hotel Address : 118-130 Nathan Road, Tsimshatsui, Kowloon, Hong Kong

- Date and time : Oct.15(Mon) to Oct.16(Tue), 2018 / 2 days

·(Setting) Starting date and time (at 23:30, Oct.14(Sun), 2018)

Hotel Front View Event Hall Booth image view

Section(Booth number) Contents

Information

Operation(2) • Guide events and operate information desk

Exporters Hall(40)

• Organize counseling zones for each category

detailing exhibitors' products, support efficient

export consultation

· (Dismantle) End of the event After the exporters' meeting (10.16, after 18:30)

till 21:00

* Detailed plans for equipment and dismantling will be confirmed later

❍ Operation of Export Consultation - Event Schedule : Oct.15th (Mon) 10:00 to Oct. 16th (Tue) 13:00 /

2 days

- Promotion Purpose

· To create great export performance, invite excellent buyers in

Hong Kong, Macao, Taiwan, China and match with exporters

· Provide related product information and locate buyers' interest

items by placing a general exhibition stands of export

companies' popular products

· Discover new buyer

- Organization of Consulting Hall

Section(Booth number) Contents

Business Matching

Center(1)

• Support for integrated management of buyer

registration and consultation schedule

Red & Hot

Exhibition(1)

• Promote Korean food of red color, spicy flavor * Exhibition Items: Kimchi, red ginseng, rice cake, ramen,

apple, red kiwi, paprika, dried persimmon, tomato etc.

*Exhibition producted will confirmed later

New K-Food

Mobile Web

Exhibition(1)

• Promote buyers New K-Food mobile web to

join and collect buyers’opinions for web

Participated Export

Products Exhibition(2)

• Exhibition and promotion B2B biz meeting participation

exporters’products

* Exhibition products : Products are included in the directory book.

Localization

business consulting

booth (1)

• By arranging localization advisory agency, discuss

trademark rights, labelling, non-tariff barriers

business of supporting importers etc,

Miracle product

Exhibition (1)

• Exhibition and Promotion of the Miracle products

* Exhibited items: Omija, Yuzu Aid Bass, Tang chilli, Bokbunja

juice, Pinocchio paprika, wheat noodles, rice cake, Shitake

mushroom, Insect food etc.(*Confirmed later)

Miracle Food

Demonstration

Show

• Invite professional chefs to demonstrate cooking

and food tasting using Miracle food products.

Hold buyers’evaluation meeting

Buyer Lounge

• Providing private rest space for buyers, screening

promotional videos of exporters, providing food

using participating companies to buyers, etc.

Business Lounge• Provide free consultation space and convenience

facilities for buyers and exporters

* The form of booth, composition of consultation booth(hall), items and

contents are determined through final consultation

<Consulting Schedule>

Section 1 2 3 4 5 Lunch 6 7 8 9 10

1st Day 10:00 10:40 11:20 12:00 12:40 13:10 14:50 15:30 16:10 16:50 17:30

2nd Day 10:30 11:10 11:50 12:30 13:10

* 30 minutes consultation at 1 time, 10 minutes rest

❍ Operation of Dinner reception - Event schedule : Oct. 15th (Mon) 18:00~20:00 / Hotel Banquet Room 3 / F

- Participants: Exporters 40, Buyers 80, Associated Organizations

and Press 30 (Total 150)

- Operational plan : Create a free atmosphere by organizing

various events such as B2B results sharing and lucky draws

⋅Discover and Serve VIPs of local on-line and off-line channels

/ residing public institutions / the press / food industry’s

experts, etc...

⋅Singing MOU between exporters and buyers

⋅For promoting and improving understanding of products, arrange

Miracle products like desert and drinks for participating buyers.

❍ Miracle Food Demonstration Show

- Event schedule : Oct. 16th (Tue) 14:30 ~ 16:30

- Target participant : Main retailers of Hong Kong, Macao and

food chain buyers (20 more or less)

- Promotional Items : Omija, Yuzu Aid Bass, Tang Chilli,

Pinocchio paprika, Bokbunja juice, wheat ramen, cake, Shitake

mushroom, Insect food, etc.

* Promotional items of the show can be changed according to circumstances

- Operational plan : Invite professional chefs to demonstrate

cooking and food tasting using Miracle products, Holding

buyers’evaluation meeting by product, notify result by

company

❍ Personnel employment and management: 40 interpreters / 13

operators

- Interpreter : 1 person for each exporter booth

- Operation Staff : 2 Info Desk, 2 Matching Center, 1 Each

Lounge (2 people), 4 Special Promotion Booths (4 people), 1

< Basic details >Section Main Contents

Design

• Present design of BI and slogan

• Create and operate booth environment that can focus on

meeting (based on the sophisticated image of K-FOOD

that matches the branding presented)

Attend

briefing

session

(Korea)

• Participate in a briefing session for exporters in Korea

(hosted by aT headquarters)

- Preparation and description of event planning, export

preparation, shipping customs, etc.

- Schedule and place will be informed later

Exporters

Customs

Agent

• Do business for exporter's customs clearance of goods,

the progress of transportation and settlement of accounts

1) Prevent customs problems by investigating customs

clearance methods of participating companies in advance

- Guide to exporters such as preliminary investigation of local

import conditions, approval of export clearance or procedure

* Participating exporters and items will be notified by the head office

2) Confirmation of customs clearance and transportation costs

for exhibitors

- The agency shall submit dox to aT Hong Kong after

collection of evidence related to settlement

* Exclude from consignment contract amount as it will be

paid by aT

- Maximum support per vendor : up to KRW1.5million

Purchase of

sample

demonstration

items

• Purchase Miracle products te be used at buyer lounge,

dinner reception & Korean agricultural products

* Demonstration of tasting Korean food items will be determined

through further consultation

* Purchase item in Korea if it is difficult to purchase locally

OthersAll promotional materials and directories are translated into

English and Chinese(Traditional).

Localization Business Consulting Booth and 2 others

- Conduct preliminary training for interpreters and operation staffs.

*Interpreters are employed through the pre-demand survey of exporters.

Details of Work

< Events >Section Main Contents

1 Buyer

Support

• Manufacture directory of participating businesses’entry and Item information translated by English / Chinese(Traditional)

- To attract buyers and used as promotional materials * Lists of exporters, items, contacts are provided by aT headquarters • Invitation service of buyers (Discovery, air tickets, accommodation, schedule management) 1) Promote K-Food fair and let buyers attend 2) Identify companies and create consultation’schedule - Discover buyers, 1:1 consultation match with buyers and interested goods * Buyers’discovery will be processed after cooperating with aT 3) Management and reservation of buyers’travel schedule (including air tickets, accommodation, etc) - Airfares and accommodation costs are to be settled by aT,

the agency shall mange and submit proofs of settlement * Airline is based on Economy, accommodation is based on 2 nights 3 days • Further details that aT requests

2

Miracle

Food

Demonst

-ration

Show

• Purchase Miracle’s products for tasting and demonstration • Direct show’s devices and session / Employ chef and host • Prepare show’s program, host(available in English and Cantonese ) • Develop menus(cook, beverage) using Miracle products • Discover new restaurant chain MD and Invitation of show • Report on the result of gathering buyer’s reaction participating show • Further details and operation that aT requests

3 Banquet

• Preparation and Operation of exporters and buyers’banquet (Based on 150 people attendees)

• Progress Event and banquet, prepare program, cast MC, etc. • Create and send invitations, and manage schedule such as confirmation of attendance • On the first day of export meeting, produce and edit sketch

video and watch video simultaneously* Video filming is done on both 1st and 2nd day, to be submitted after production of final film

• Promote and manage on-site-contract with buyers and MOU event • Purchase Miracle desserts, drinks and lucky draws. * Details of MOU, Miracle dessert and beverage, lucky draw

products will be decided in consultation with aT later • Further details that aT requests

< Events >

Section Main Contents

4Exporter

Pavilion

• Establishment of consultation booth for each export company

(system booth)

- 40 booth / 2 x 3m, adjusted according to venue area

• Furnish product display and 1 table (4 chairs)

• Lighting, locking device (lower storage space), size and

structure to be discussed later

• Prepare supplies for operation such as electric outlet

(2 pcs), trash cans

• 40 Interpreters

- Koreans available in English, Cantonese, Mandarin after

conducting survey of demanding exporters

- Provide advance education on export items

- Make export consultation log and report the results

• Further details that aT requests

5Info

Desk

• Present BI design and install backdrop

• 1 Table and 4 Chair

• Provide introduction materials such as consultation map,

participating companies’leaflet, etc.

• Manufacture and distribute name tags for buyers and exporters

• Prepare other equipment

• Arrange two operation staff

(available in English, Putonghua or English, Cantonese)


6

Business

Matching

Center

• Guide buyers according to schedule written through prior

demand survey

• Adjust and Mange schedule according to additional demand

on the day of the event

• Register buyers, Manage business cards, Create buyers’list

• Arrange two operation staff




7Special

Exhibition

• Miracle Product Exhibition

1) Present design of the Miracle product exhibition,

Prepare devices and other equipment

2) Create, install and distribute promotional materials (banners and posters)

3) Arrange one operation staff


• Red & Hot Exhibition

1) Present design and devices of Korean Agro-food

promotion center with red color and spicy taste

2) Produce and install related items (banners, posters,

promotional materials, etc.)



• New K-Food Mobile Web Promotion Center

1) Present design of theme park and devices



3) Create and distribute New K-Food mobile promotional

materials (banners and brochures)

4) Collection buyers’feedback *The form will be provided by aT.

• Participation Export Product Exhibition

1) Present design and devices of theme exhibition

2) Produce and install related items (banners, promotional materials, etc.)



• Each special exhibition’s operation staff must receive prior

instruction such as product information, business

introduction & promotion, booth operation (related to the

given special exhibit)

• Promotional materials for each booth are provided by aT

and written in English and Chinese (traditional).

• Further details aT requests


8

Localization

business

consulting

hall

• Survey of pre-demand for localization support projects, overseas

joint logistics business and buyers' consultation with export

companies

• Manage and Operate Expert - Exporters, Buyers 1:1 Matching

Schedule *Experts will be arranged by aT Hong Kong

• Present design of consulting hall and prepare devices and

other equipment

• Manage counseling results and submission of results (aT)

• Produce and distribute promotional materials of localization support

business, overseas joint logistics business *Data will be provided by aT

• Arrange one operation staff



9Business

Lounge

• Construction of meeting space and rest space available

for exporters or buyers freely(minimum table 10, chair 40)

• Install projector and TV that can display exporters’

promotional video and materials.

- Exporters products’video and K-Food video will be

made after discussing with aT

• PC 3, printer 2(or multi-function copier) & office area

will be furnished

• Arrange various promotional items

• Arrange after considering the flow of Special exhibit and

matching center




10Buyer

Lounge

• Construct rest place that buyers can freely use

(Minium : 7 table, 40 chairs)

• Install projector and TV that can display exporters’

promotional video and materials.

- Exporters products’ video and K-Food video will be

made after discussing with aT

• Organize, purchase, and operate food & beverage menu

provided by participating companies


• PC 3, printer 2(or multi-function copier) will be

furnished and office area will be arranged

• Furnish various promotional items

• Arrange after considering the flow of Special exhibit and

matching center



• Further details aT requests

11

Report

surveys

and

results

,

Post-

manage

ment

• Conduct surveys on all exporters and buyers participating in export

conferences (according to the survey form provided by aT)

• Create results’report and submit the report after collecting the surveys

- Submit original version of surveys and results’report

• Submit report on overall results including meeting results and

receipts(and payment slips) related to expenditures

• (Post-management) Manage and Share consultation results

within two months after the conclusion of the meeting

* Post-management is not related to the end of service and

payment, It is not obligatory to be included in the contents

of the service

(when the contract concludes, agenda of whether to

proceed will be decided under mutual consultation

Payment guidelines

❍ Common applied guidelines : Payment is made according to

quotation and documentary evidence(receipt and bank payment

slips)

- Regards to not specified and listed details in the quotation

and aT payment guidelines, they should be discussed with aT

in advance before expenditure.

❍ Documentary evidence to submit : Payment is made only

subject to receipt, payment slips

Section details to applyDocuments to

submit

Rental(place

and equipment) and booth

setup(dismantle)

• Event Hall(meeting, dinner, luncheon, hotel room) Rental

• Booth․Lighting․Audio System and

accessories• Other consumable expenditure

- Payment slip(and

receipt) and contract - Photo of on-site

or actual things

PR costs (Event costs)

• PR (media, pamphlet, souvenirs, etc) • Consignment agency commission * Less than 10% of contract amount

• Performance, event costs except food tasting

- Payment slip(and receipt) and contract

- Actual photos,

event photos, PR details

Food Tasting

Cost

• Exhibition, Food/Beverage tasting materials(food itself and other

consumable materials only) * Not applied to assets, furnitures, etc

- Payment slip(and

receipt)

Translators and Operation

staff Cost

• Translators and operation staff daily limit(Day/Person)USD250• Chef, MC, Lecturer, etc (Day/Person)USD500

* If high professionalism or long distant invitation is required or any other special cases, the daily limit can be adjusted.

- Payment slip(and, receipt) and contract(with ID

copy)- Photo of On-site

and activities

Business management

cost

• Oversea trip cost(according to aT trip

cost regulation, payment of cost can be done)• Bank transfer charges, any other

consumable purchasing cost, etc

- Documents to

report to aT Korea - Receipt(or payment

slips )

- Actual photos

❍ Detailed payment guidelines

Appendix : 1. Export Biz Meeting Hall(Ballroom) image view

2. Dinner receiption(3/F) image view

3. Miracle Food Demonstration Show (Reference photo)

< Appendix 1. Export Biz Meeting Hall(Ballroom) image view >

Info-desk & Buyer matching Center Business Lounge

Buyers’Lounge Special Exhibition

Demonstration Place 1 Demonstration Place 2

Cooking Demonstration Using Miracle’ Products

Cooking Demonstration Using Miracle’ Products

< Appendix 2. Dinner Reception(3/f) image view >

< Appendix 3. Miracle Food Demonstration Show (Ref. photo) >