Exhibition, fair and congress organisation services

Description

Denmark has been granted permission to use Tokyo's Hibiya Park as a platform for a major Danish export initiative during the Olympic Games 2020. A spectacular Danish pavillion will be erected with the aim of presenting the best Denmark has to offer, reaching out to the world press, the many visitors to the Olympic Games and Danish B2B contacts. VisitDenmark is searching for a full-service event partner with a speciality in planning, management and implementation of B2C and B2B events. The task is to align, plan, liaison and manage the Danish Tokyo venue in collaboration with VisitDenmark during the Olympic Games in Tokyo 2020 and to assist with the practicalities of the promotional activities in Tokyo, including catering, security, fire safety and first aid, lightning, sound and water supply, waste management, liaison with authorities, etc. The contract is expected to be awarded to one single supplier. The time schedule for the tender proces is stated on the website, cf. section 1.1). Interested parties must submit an expression of interest to the website stated in section 1.3). The expression of interest must be of maximum one A4 page. The expression of interest has to address: 1) Your company's fulfillment of the following requirements: — License to operate as a business in Japan, — Office in Tokyo, — English speaking contact persons, — Experience in working with large events and international clients. 2) Short description of your company and a description of how your company covers the scope of work described below. Scope of work - key information: — A joint Danish marketing platform during the Tokyo 2020 Olympics and Para Olympics, — Location: Hibiya Park, Tokyo, — Showcase for Danish culture, industry, sports and tourism in an interactive format, — Target group: International journalists, visitors to the Olympic Games and B2B contacts, — Purpose: To create awareness and to brand Denmark, — Project owner: VisitDenmark, — Mounting/assembly period: 1-20.7.2020, — VIP Opening: 22 or 23.7.2020, — Event period: 23.7.2020 – 9.8.2020 (period 1) and 25.8.2020 – 6.9.2020, — Opening Hours: Open all days from approx. 11:00 am – 10:00 pm. Project management and operations of the project: — One continuous and permanent project manager that has the overall project responsibility and is VisitDenmark's primary contact at the agency, — One daily onsite project manager ('24/7') throughout the pavilion opening period — Design and overview of project deliverables including step by step timelines, actions required and resources necessary, — Production of a clear project operations and communication plan for the entire project period, — Guidance, recommendations, planning and execution on all events. Financial management: — Develop a detailed project budget in consultation with VisitDenmark, — Maintain the project budget and manage payments to all relevant sub-suppliers, — Provide VisitDenmark total transparency in relation to all costs, including copy of all invoices from sub-contractors, — Provide a monthly budgetary reporting schedule to VisitDenmark. Supplier management: VisitDenmark will assume no contractual relationship with subcontractors and the event agency will maintain full responsibility of ensuring that the tasks assigned to subcontractors are executed on time and to the agreed quality. The event agency is responsible for identification and sourcing, contracting and management of relationships with a number of suppliers required to deliver the project. Security, Safety and Regulations: — Assistance and advisory about necessary insurances for the operation of the pavilion, — Managing an 24/7 security set-up, — Risk management plan for the entire period of operation at the Danish Pavilion, — Managing of all required regulations – e.g. making sure that we are compliant with all applicable regulations (e.g. waste management, tech systems etc.), — Daily technical assistance to handle all AV, hotspot, sound, tech, lights, etc., — Daily cleaning, waste management and maintenance of the pavilion, — Daily security guards and/or system for crowd control and flow of people in the pavilion. The submitted expression of interest must be received before the 25.4.2019, 5:00 PM Tokyo time / 10:00 AM CET. If there are more interested parties than three (3), the contracting authority will select the three companies who fulfill the requirements, cf. section III.1.4) and scope of Work, cf. above, best according to the described in the expression of interest. Any questions should be send via the system Ethics, cf. the website stated in section 1.3). Please be aware, that it is a Danish public holiday the 18 – 22.4.2019 - any received questions in this period will be answered the 23.4.2019.