Page 1 of 8 INSTRUCTIONS AND SERVICES SPECIFICATIONS PROJECT PERIOD 1. The estimated project period is from 16 October 2017 to 30 April 2018. EVENT DETAILS Date: Time: Venue: 28 March 2018 (Wednesday); subject to changes 11.30am - 9.30pm Sentosa Golf Club Golf Course: Tanjong Course Target: Theme: 144 Golfers The Lengths We Go To (TBA) Creating brand awareness through the following attributes: Understanding Your Needs Bringing You The World Bringing the best of the world to travellers and travellers to the rest of the world Creating Around You Improving travellers journeys with thoughtful products Programme: As below; subject to changes Time 11.30am 11.30am 1.00pm 1.15pm 6.30pm 7.00pm 7.45pm 9.15pm 9.30pm Activity Registration Buffet Lunch Golf Tournament Completion of Golf Tournament Cocktail Reception Dinner Commences Lucky Draw & Tournament Prizes Presentation Closing
Page 2 of 8 EVENT REQUIREMENTS 1. Professional Event Management 1.1 Golf Event Management (v) Supplier will handle all logistical arrangements with Golf Club and act as liaison point between SIA and Golf Club. Supplier will handle all aspects of the Golf Tournament Organization including preparation of all golf rules, format of play, flight pairing, contest rules, program sheet and other necessary Tournament coordination. Supplier will provide SIA with a detailed budget report on all costs allocation for the event. Supplier will provide SIA with detailed contingency plans for wet weather. Supplier will obtain the best possible prices for any third party services that will be engaged during the course of the project. 1.2 On-site Coordination and Execution Supplier will provide full manpower support on event day, with at least 12 staff allocated. This includes registration support, overall tournament supervision and onsite coordination with Golf Club. Supplier will provide SIA with a detailed tournament day timeline for all manpower allocated. Supplier will recommend and manage any talent, entertainers and performances groups required for the event. 1.3 Website Management and Support Supplier will provide a dedicated website with SIA s event registered as domain name, for the duration of the project. Supplier will provide full website support for guests registration. This includes hosting, managing and designing a website with registration and payment platform for guests. Supplier will develop website content relating to golf tournament, prizes and event sponsors. All proposed website content will be subject to approval by SIA before publication. 1.4 RSVP Management and Customer Service Support (Telephone and Email) Supplier will provide full RSVP support to SIA and serve as one- stop information source for all event enquiries from guests. Supplier will provide 1 dedicated Hotline manned by customer service staff and 1 Email address, published on the event website.
Page 3 of 8 (v) (vi) Supplier will manage registration and event queries from guests on both calls and emails. Supplier will send email confirmation to guests. Supplier will provide courtesy reminder calls to every guest, two to three days prior to event day. Supplier will provide SIA with daily registration report updates via email 1.5 Operations Handbook for SIA Supplier will provide SIA with a detailed event run-up and workflow report, prior to event day 2. Branding and Signage 2.1 Event Sponsorship Canvassing and Management Supplier will canvass for sponsors and negotiate sponsorship packages with established and reputable companies across various industries. Supplier will prepare all co-sponsorship contracts, and handle all logistical processes involved. This includes collection, packing and transportation of all deliverables such as sponsored gift bags and prizes on event day. All sponsors will be subjected to approval by SIA before appointment. 2.2 Event Signage and Branding Collaterals Production Supplier will handle all design and layout of all event signage and branding collaterals. SIA will provide Supplier with necessary SIA advertisement, SIA logo and other SIA branding guidelines for Supplier to incorporate in the design and layout of all event signage and collaterals. Supplier will develop a consistent branding effort across all event signage and collaterals for SIA. 2.3 Customized Scorecards with SIA advertisement and Sponsors logos Supplier will design and provide customized scorecards with SIA advertisement, branding and logo. 2.4 Customized Signage with SIA advertisement and Sponsors logos (v) Supplier will design and provide customized golf signage, that incorporate SIA branding and logo. Main Event Board (18ft by 8 ft height) A Board on Golf Course (10 ft by 3ft height) Hole-in-1 Display Board (12 ft by 8 ft height) Fabric Cloth Pin Flags (18 x 14 height)
Page 4 of 8 (vi) (vii) Acrylic Tee Markers (1 ft x 5 height) Pull-up Banners 3. Prizes 3.1 Crystal Trophies Supplier will source for and provide 9 trophies (3 Sets). Please refer to Annex 1 for an example of our past designs. 4. Photography and Videography Services 4.1 Professional Photographers Supplier will source for and provide 2 professional photographers for event day. 4.2 Customized Photo-card with Slot-in Pocket SIA will provide Supplier with necessary SIA advertisement, SIA logo and other SIA branding guidelines for Supplier to incorporate in the design and layout of a Customized Photo-card. 4.3 On-site Photo Printing Service (5R) Supplier will source for and provide on-site instant photo-printing service, so that guests can collect the photos at the end of the event. Please attach supporting documents and quotation for your proposed photography services. 4.4 Professional Videographers Supplier will source for and provide 2 professional videographers for event day. 5. Goodie Bag Items 5.1 Customized Golf Shirt Supplier will source for and provide dri-fit golf shirt with collar and 1 logo embroidery.
Page 5 of 8 5.2 Customized Golf Cap Supplier will source for and provide non dri-fit golf caps with 2-colour logo printing. 5.3 Customized Titleist Pro v1 Golf balls Supplier will source for and provide Titleist Pro v1 golf balls, with 2-color logo printing 5.4 Customized Golf Cart Towels Supplier will source for and provide microfiber golf cart towels with carabiner clip attachment, with 1 logo embroidery. 5.5 Customized Golf Tees Suppliers will source for and provide wooden golf tees, with 2-color logo printing. 5.6 Customized Golf Iron Covers Suppliers will source for and provide PU Leather golf iron covers, with 2- color logo printing. 5.7 Customized Golf Duffel Bags Suppliers will source for and provide PU Leather golf duffel bags, with 2- color logo printing. 5.8 Customized Golf Cart Bags Suppliers will source for and provide PU Leather golf cart bags, with 2-color logo printing.
Page 6 of 8 5.9 Customized Golf Hat Clip Sets with Magnetic Ball Marker Suppliers will source for and provide golf hat clip sets with 1 magnetic ball marker, with 2-color logo printing.
Page 7 of 8 Supplier s Pricing Schedule (for evaluation) Please a. Complete the following table. b. Do not leave any item blank. State clearly by printing N.A if requirement cannot be met. c. Provide a copy o f t h e q u o t a t i o n for any third party services that will be engaged. Without which, SIA will not proceed to accept the quoted pricing and the requirement will subsequently be deemed to be unmet. d. Attach any other supporting documents, if necessary. No Requirements Qty 1 Professional Event Management 1.1 Golf Event Management Fees 1.2 On-site Coordination and Execution (total man-hours) 1.3 Website Management and Support RSVP Management and Customer Service 1.4 Support (Telephone and Email) 1.5 Event Operations Handbook for SIA Unit Cost Amount (SGD) Remarks Please state total staff allocated and total man-hours clearly. 2 Branding and Signage Event Sponsorship Canvassing and Management 2.1 (Do you engage an external Branding Consultant? If yes, please indicate clearly.) 2.2 Event Signages and Branding Collaterals Production 2.3 Customized Scorecards with SIA advertisement and Sponsors logos 2.4 Customized Signage with SIA advertisement and Sponsors logos: Main Event Board (18ft by 8 ft height) 1 A Board on Golf Course (10 ft by 3ft height) 2 Hole-in-1 Display Board (12 ft by 8 ft) 2 Fabric Cloth Pin Flags (18 x 14 height) 18 Acrylic Tee Markers (1 ft x 5 height) 36 Pull-up Banners 6
Page 8 of 8 3 Prizes 3.1 Crystal trophies 9 4 Photography and Videography Services 4.1 Professional Photographers 2 4.2 Customized Photo card with slot-in pocket 400 4.3 On-site Instant Photos x 5R 400 4.4 Professional Videographers 2 5 Goodie Bag Items Golf shirts 5.1 (Dri-fit with collar; 1-colour logo embroidery) 5.2 Golf caps (2-colour logo embroidery) 5.3 Titleist Pro v1 Golf balls (with 2-colour logo printing) 5.4 Golf cart towels (Microfiber, 1 logo embroidery) 5.5 Golf tees (Set of 10, with 2-colour logo printing) 5.6 Golf iron covers (PU Leather, with 2-colour logo printing) 5.7 Golf duffel bags (PU Leather, with 2-colour logo printing) 5.8 Golf cart bag (PU Leather, with 2-colour logo printing) 5.9 Golf hat clip sets with ball marker (Magnetic, with 2-colour logo printing) 180 180 60 Boxes In sets In sets
Annex 1