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Request for Proposal
Event Service Provider for AmCham China’s 2017 Appreciation Dinner
Date Issued: Sept. 13, 2017
Due date of Written Response: Sept. 25, 2017
Background:
AmCham China is a non-profit, non-governmental organization with a number of 3000 individual members from over 800 companies. Working as a bridge between Chinese and American government, we organize hundreds of variety events every year to promote bilateral trade and economic development, while helping members achieve success across China.
We seek proposals from vendors interested in planning and executing AmCham China’s 2017 Appreciation Dinner scheduled at Friday, Dec. 1st in the China World Hotel. Interested parties are asked to submit written proposals and budgets as described in below. The proposal should prove the company’s qualification to take this project and describe similar events that it undertook in past.
Nature of the event:
The Appreciation Dinner is the largest annual event of AmCham, which gathers 500-600 guests. Members and government officials alike look forward to the gala evening and opportunity to foster relationships while celebrating the past year of collaboration between china and the US; to give appreciation to every contributor from government official to business man that make efforts to improve bilateral trade and relationship.
All design and planning are supposed to center on the theme: “ 砥砺前行“ . The phrase must be an inspiring fit for the occasion in both languages.
Format & Task list:
Total guests approximately 500-600
· It will start with a warm opening, two keynote speeches, with a cocktail before a sit-down dinner.
· It should be elegant and unique, and cater to the nature of the event.
· Dress code will be business formal.
· The venue is China World Hotel
Qualifications Requirements Include:
• At least 5 years’ experience as prime contractor for similar scale event
• During the bidding process, the bidder should give an appropriate presentation introducing the company, show case of previous work, draft work plan and quotation
• Proposals should also provide names of references/contact information for verification of qualifications and quality of the work
• Past experience with AD or similar event would be ideal
Responsibilities of the Organizer:
• The organizer will work under the supervision of the AmCham China Director for Government Affairs
• The organizer should designate a team to work with AmCham China and have staff ready to work in house when needed
• The organizer will work closely with AmCham China staff on all major decisions regarding contracts, design, venue set up and take down, registration and related printing and logistic tasks etc.
• Overall planning, management and execution of the flow of events leading up to and during the event
• Design and printing of promotional material for sponsors
Design and Implementation Tasks List of the Organizer：
• Main Stage
• Registration backdrop/area
• Photo Backdrop( include VIP room)
• Major Sponsors’ Display Areas
• Invitation Letter
• Menu Card
• Table card and name tags(using different color for officials as background)
• Gifts Proposals and wrapping bags
• Video
• Entertainment (including selection of band) and Greeters
Any applying vendor is encouraged to give their design on the overall format, including, registration, main stage, major sponsor showcase, all printing materials. AmCham China looks to each proposal for suggestion on: 1. Proper gift to all event participants 2 Performance at the stage before keynote speeches.
Budget and Fees:
The proposal should include a detailed budget. All taxes must be included in the budget price. VAT Special fapiao must be available for all expenses to be paid under this proposal.
Other Requirements:
Event Service Provider for AmCham China’s 2017 Appreciation Dinner
Date Issued: Sept. 13, 2017
Due date of Written Response: Sept. 25, 2017
Background:
AmCham China is a non-profit, non-governmental organization with a number of 3000 individual members from over 800 companies. Working as a bridge between Chinese and American government, we organize hundreds of variety events every year to promote bilateral trade and economic development, while helping members achieve success across China.
We seek proposals from vendors interested in planning and executing AmCham China’s 2017 Appreciation Dinner scheduled at Friday, Dec. 1st in the China World Hotel. Interested parties are asked to submit written proposals and budgets as described in below. The proposal should prove the company’s qualification to take this project and describe similar events that it undertook in past.
Nature of the event:
The Appreciation Dinner is the largest annual event of AmCham, which gathers 500-600 guests. Members and government officials alike look forward to the gala evening and opportunity to foster relationships while celebrating the past year of collaboration between china and the US; to give appreciation to every contributor from government official to business man that make efforts to improve bilateral trade and relationship.
All design and planning are supposed to center on the theme: “ 砥砺前行“ . The phrase must be an inspiring fit for the occasion in both languages.
Format & Task list:
Total guests approximately 500-600
· It will start with a warm opening, two keynote speeches, with a cocktail before a sit-down dinner.
· It should be elegant and unique, and cater to the nature of the event.
· Dress code will be business formal.
· The venue is China World Hotel
Qualifications Requirements Include:
• At least 5 years’ experience as prime contractor for similar scale event
• During the bidding process, the bidder should give an appropriate presentation introducing the company, show case of previous work, draft work plan and quotation
• Proposals should also provide names of references/contact information for verification of qualifications and quality of the work
• Past experience with AD or similar event would be ideal
Responsibilities of the Organizer:
• The organizer will work under the supervision of the AmCham China Director for Government Affairs
• The organizer should designate a team to work with AmCham China and have staff ready to work in house when needed
• The organizer will work closely with AmCham China staff on all major decisions regarding contracts, design, venue set up and take down, registration and related printing and logistic tasks etc.
• Overall planning, management and execution of the flow of events leading up to and during the event
• Design and printing of promotional material for sponsors
Design and Implementation Tasks List of the Organizer：
• Main Stage
• Registration backdrop/area
• Photo Backdrop( include VIP room)
• Major Sponsors’ Display Areas
• Invitation Letter
• Menu Card
• Table card and name tags(using different color for officials as background)
• Gifts Proposals and wrapping bags
• Video
• Entertainment (including selection of band) and Greeters
Any applying vendor is encouraged to give their design on the overall format, including, registration, main stage, major sponsor showcase, all printing materials. AmCham China looks to each proposal for suggestion on: 1. Proper gift to all event participants 2 Performance at the stage before keynote speeches.
Budget and Fees:
The proposal should include a detailed budget. All taxes must be included in the budget price. VAT Special fapiao must be available for all expenses to be paid under this proposal.
Other Requirements:
- Written proposals to be submitted by 5:00 PM Sept 25, 2017. The top two candidates will be given the opportunity to present their proposals for final decision.
- All planning and event staging must take place off site (not in AmCham China headquarters)
- All advertising or solicitations using AmCham China name or logo must be approved in advance by the AmCham China staff (as designated prior to the commencement of the engagement). The theme of Annual Appreciation Dinner and all advertising and solicitations must comply with all PRC copyright law and PRC trademark laws and other regulations.
- References should be provided with proposal and description of related experience
- All contracts, agreements, understandings, and barters (including sponsorship packages) must be pre-approved by AmCham China staff
- Proposals should be submitted to Breeze at bwang@amchamchina.org.
- All membership information provided to Organizer is proprietary and may not be used other than in connection with its performance of its role as the event planner of the AmCham China 2017 Annual Appreciation Dinner
