JETRO Japan Pavilion: Globe 2014 March 26-28, 2014 Vancouver Convention and Exhibition Centre Request for Pavilion Design/Construct Proposals

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1 JETRO Japan Pavilion: Globe 2014 March 26-28, 2014 Vancouver Convention and Exhibition Centre Request for Pavilion Design/Construct Proposals Background: JETRO (Japan External Trade Organization) will be organizing the Japan Pavilion at Globe 2014, March 26 to March 28, The total area for the Japan Pavilion will be 1000 sq. ft. and will include eight (8) exhibiting companies (each company will occupy one 10 x 10 booth, with exception of one of the companies who will have two booths), plus a Japan information area, storage/administration space. Japan Pavilion components: booths (20 x 50 ) 2. Individual Exhibits to take up 9 booths (10 x 10 each) by 8 companies. The following are the list of exhibits and the amount of space they will occupy in the booth: Company A: two (2) booths Company B-H: one (1) booth each 3. A Japan Information Space / JETRO Storage Area should occupy the remaining 10 x 10 booth. Note this booth does not necessarily have to be at a corner location of the pavilion; however the design and construction of this booth should reflect that it is the reception booth of the entire pavilion. The detail of how to divide the space up between information display space and internal storage space will be explained below in next section 4. The design should include the location of electrical requirements. Once all electrical needs are determined, JETRO will contract the electrical power from the Convention centre directly. The quote will need to include the rental of all necessary spotlights for the pavilion (See attached plan for location of the booth area on the show floor Booth 919) Requirements: 1. Design, project management and construction of the overall pavilion (include all booth components, common and individual company booth signage, overhead signage, booth furniture, lighting and design for electrical power) 2. Nine (9) booths for individual exhibitors (each exhibitor booth size is identified above). All exhibitors will require vertical surfaces to attach promotional material. 3. Japan Information Space / JETRO Storage Area : a) Japan Information Space One counter (with sliding doors and shelves for storage) to be used for computer and brochure display Space for brochure racks (no need to include brochure racks rental, JETRO has two brochure racks that we can provide) One Stand for displaying additional brochures Two stools Two spotlights (combined wattage should not exceed 200 watts) for signage (please confirm the spotlights can be moved) Design for 750 watts electrical (or enough electrical service to allow for a computer and printer and two overhead spotlights). Computer to be in public area and printer and computer to be in storage/administration space as described below

2 b) One small storage/ administration area Closed off storage area with a locking door and at least two keys Area to include two chairs and two wire shelves for storage (all needs to be rented) 4. Overhead pavilion signage/decoration to allow for an overall Japan presence at the show. Logo to be provided by JETRO as to create a consistent theme with the brochure and PR material to be displayed 5. Consistent carpet throughout the 10 booth space. 6. Exhibit space will have the following: a. Vertical background for display to attach promotional material (minimum 10 linear feet of display space per booth where practical). This length may need to be modified for the two booth space for Company A. If possible provide an approximate per unit cost of each panel. b. Two exhibit/display counters per booth (provide a per-unit cost for each display counter) double for Company A c. Two chairs and one table per booth (please list per unit price per item) double for Company A d. Individual company/booth signage and graphics to provide a cohesive booth presence (graphics to be supplied where necessary or use standard text/font) e. Rental of two spotlights per booth (confirm lights can be moved). Identify location of 750 watts of electricity to accommodate all spotlights (combined wattage should not exceed 200 watts per booth) and other electronic equipment to be used by exhibitors (could include monitors, computers etc. to a maximum of 500 watts) f. One wastepaper basket per booth (provide a per-unit cost for each wastepaper basket). g. Regarding Company A with two booth spaces design as a single booth without a dividing wall down the middle 7. Design requirements: a. The overall design and theme of the booth should be consistent with the design of the attached promotional brochure, using the same: Logos Colour schemes Font Etc. b. Maximize visibility from all areas of the trade show floor c. The pavilion is to have an overall open concept with walls between each exhibitor dividing up each booth not necessary to be the standard 3m height d. Cohesive/consistent look for all common booth components e. Create presence on the trade show floor f. Allow for some guest movement within the pavilion (i.e. between individual booths) 8. Set-up, project management and dismantle of the booths a. Arrange all sub-contractors and ensure necessary administrative and insurance requirements are met. b. Liaise with the show organizers and contractors to ensure all deadlines (move in and out and construction etc.), exhibitor regulations etc. are being followed. c. Identify the cost of hanging any overhead signs

3 9. Arrange for necessary graphics printing (include quote for graphics printing that would be required for the booth) 10. The Contractor in submitting a bid and signing the contract confirms the contractor and all subcontractors have the necessary insurance and Worksafe BC requirements for Globe contractors. This quote is for a standard booth shell : individual exhibitors may require additional equipment, furniture, accessories (brochure racks, garbage cans, plants etc.) which will be contracted separately. Please provide a menu of additionally available items for rental (such as extra chairs, stools, tables, etc.) per unit price. Each individual company will pay for additional rental items at the show. As this is a competitive quote the only information that can be provided regarding price, is the budgets should come in line with the Japan Pavilion at Globe 2010 (photo attached). Quote/information must include*: 1) Design, rental, construction cost of overall pavilion (include carpet, pavilion walls etc.) 2) Provide a design and quote with rental and construction that would provide for eight (8) exhibitors (nine booth spaces) & Japan information area and private storage/administrative area 3) Set-up, construction, takedown costs 4) Per-unit cost of display counters, meeting tables, additional equipment, chairs/stools, spotlights and wastebaskets 5) Payment terms 6) Option and/or fees associated with the cancellation of one or more booth design, rental, equipment, setup etc., in the event that one of the companies cancel their participation with the Japan Pavilion 7) Option and/or fees association with the revised design and set up of one or more booth spaces in the event that one of the companies cancel their participation with the Japan Pavilion 8) Cost breakdown of pavilion components to allow for changing elements where practicable. 9) Previous exhibit experience (particularly in relations to the Globe series) *JETRO cannot provide compensation for tender submissions. All proposals must be received in writing by our JETRO contacts listed below by 4:00 pm (EST), Monday, February 17 th, 2014 ( , fax, mail or hand delivery). Confirmation of receipt of quotation will be forwarded via (please include contact). Factors taken into consideration in awarding the contract will be the quote price, as well as design and fulfillment of the specified criteria. Contract dates: From contract signature through to take down of exhibit and move out Proposed Target dates (tbc with contractor): Finalize design/construction plan: Feb. 24, 2014 Finalize standard booth furniture: Feb. 24, 2014 Finalize individual exhibitors requirements (if applicable): Mar. 5, 2014 Move-in: Available move-in time for exhibitors is Mar. 23, 2014 at 4pm PST Move-out (take down): Mar. 28, 2014

4 JETRO Contact Information: Gayle Oyama Tel: West Pender St., Vancouver, BC V6C 1G8 Johnny Tan Tel: University Ave., Suite 1600, Toronto, ON M5H 3M7

5 JETRO Japan Pavilion: Globe 2014 Booth Design & Construction Company Profile As part of quote and design proposal process, please fill out the following information with regards to your company: Company Name: Company Address: Main Contact: Company Profile: Please share some previous experience in booth design and construction: Have you had previous experience working with JETRO?

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7 Pictures of Japan Pavilion from GLOBE 2012:

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9 Promotional Brochure of JETRO Japan Pavilion 2014 theme, colours, logos, etc. of the design of the Japan Pavilion to be consistent with the following: