Events management Service for the conduct of the National Science, Technology, and Innovation Week on November 25-December 2, 2024 (inclusive of ingress and egress) in Cagayan de Oro City Request for Quotation (RFQ)   Reference Number 11397729   Procuring Entity DEPARTMENT OF SCIENCE AND TECHNOLOGY - REGION X   Title Events management Service for the conduct of the National Science, Technology, and Innovation Week on November 25-December 2, 2024 (inclusive of ingress and egress) in Cagayan de Oro City   Area of Delivery Misamis Oriental   Printable Version Solicitation Number: 2024-RFQ-10-110 Trade Agreement: Implementing Rules and Regulations Procurement Mode: Negotiated Procurement - Small Value Procurement (Sec. 53.9) Classification: Goods Category: Events Management Approved Budget for the Contract: PHP 400,000.00 Delivery Period: 0 Day/s Client Agency: Contact Person: Ruel Vincent Cadigal Banal Administrative Officer V / Supply Officer III J. V. Seriña St., Carmen, Cagayan De Oro City Misamis Oriental Philippines 9000 63-88-8583933 Ext.10 63-88-8583933 ruel_vince@yahoo.com Status Active Associated Components Order Bid Supplements 0 Document Request List 0 Date Published 24/10/2024 Last Updated / Time 24/10/2024 12:00 AM Closing Date / Time 29/10/2024 8:00 AM Description TASKS: lot 1 Event Management & Execution (50%) - Oversee the smooth flow of activities at Limketkai Center Rotunda, Cinema 4, Parking Lot C, Mallberry Business Hotel, and East Concourse (Nov 27-Dec 1, 2024); - Provide a comprehensive plan detailing staff numbers, assignments, and communication processes; - Prepare and execute contingency plans for each venue as needed; - Provide technical assistance with traffic flow, lighting, sound, and clean-up coordination; - Inspect all event decorations for damage or wear throughout the event; - Conducts orientation and dry run for the ushers and usherettes, registration, and secretariat team before the event and assures smooth completion of tasks as agreed and assures that their ingress forms, area, and system are in place. Supplier Coordination (30%) - Coordinate with third-party suppliers (stylists, director, LED wall, sound system, etc.) to ensure they are present and on time for ingress, dry-runs, the actual event, and egress; - Ensure suppliers complete tasks based on the agreed work plan and deliverables; - Coordinate with performers to ensure timely arrival and review of costumes for both dry-runs and the event; - Facilitate submission of ingress form in all the venues of NSTW. Staff & Logistics Management (20%) - Coordinate ushers, usherettes, registration, and secretariat staff, ensuring their areas are ready and systems are in place; - Conduct staff orientation and dry runs to ensure smooth task execution; - Deploy additional staff to manage information desks and supervise venue cleanliness and functionality throughout the event: **Atleast 2 staff to provide information and IEC materials at the entrance areas of the mall **Atleast 2 staff to supervise and assure all areas are clean, functional, and ready to accommodate NSTW attendees anytime Other Information For more information, please email us at supply@region10.dost.gov.ph Created by Ruel Vincent Cadigal Banal Date Created 23/10/2024 The PhilGEPS team is not responsible for any typographical errors or misinformation presented in the system. PhilGEPS only displays information provided for by its clients, and any queries regarding the postings should be directed to the contact person/s of the concerned party.       DEPARTMENT OF SCIENCE AND TECHNOLOGY - REGION X