Hotel Accommodation, Catering and Transportation for the 37th Hong Kong International Film Festival. Specifications

Transcription

1 Hotel Accommodation, Catering and Transportation for the 37th Hong Kong International Film Festival (Tender Ref. HKIFF 37-03) Specifications A. Location Hong Kong or Kowloon, preferably with easy access to the main screening venues of the 37 th Hong Kong International Film Festival (HKIFF) in Tsim Sha Tsui (including Hong Kong Cultural Centre, Space Museum, Science Museum and The Grand Cinema). Other screening venues on Hong Kong Island: City Hall, Hong Kong Film Archive, Hong Kong Arts Centre, Hong Kong Convention and Exhibition Centre and selected commercial cinemas. B. Accommodation Requirements To provide accommodation for guests attending the 37th HKIFF (17 March 2 April 2013) and other events including Asian Film Awards and Hong Kong - Asia Film Financing Forum organized by the Hong Kong International Film Festival Society Limited (HKIFFS) during March to April 2013, covered either by the HKIFFS Office or the guests themselves, in the following room categories: 1) Standard Room / same grade of accommodation room nights 2) Deluxe Room (Access to Club Floor) / same grade of accommodation (Optional) - 20 room nights

2 3) Junior Suite / same grade of accommodation (Optional) - 8 room nights 4) Executive Suite / same grade of accommodation (Optional) - 8 room nights Remarks: The amount of room nights listed above and the estimated breakdown of room nights in Appendix I are for reference only. The actual number and distribution of room nights will vary from the estimated figure. C. Interview, Meeting Room and Hospitality Office Requirements 1) Media Interview Room 7 inconsecutive days for HKIFF press junkets and individual media interviews. 2) HKIFF Jury Meeting Room Half day on the week of 25 March, 2013 with light refreshment. 3) HKIFF Hospitality Office / Desk / Room (Optional) A hospitality office / desk / room during the festival from 15 March to 4 April, 2013, HKIFF Staffs / Volunteers will be station and respond HKIFF guest s enquiries.

3 D. Catering Requirements (Optional) 1) Additional Breakfasts Excluding the 2 breakfasts in the room package 2) One / Two (1/2) HKIFF Press Conferences Date: Time: Capacity: Menu: Early February & 21 February 2013 (TBC) 09:00 14:00 (set-up) & 14:00 18:00 (event) Maximum 100 pax per event Coffee, tea and snacks / canapés 3) Three (3) Luncheons during the festival Date: During the Festival Period (TBC) Time: 12:00 15:00 Capacity: 25 pax per luncheons Menu: Buffet and A la carte with unlimited refill of coffee, tea and soft drinks 4) HKIFF Awards Gala Dinner-Party Date: 27 March 2013 (TBC) Time: 19:00 23:00 Capacity: pax Menu: Dinner buffet with unlimited refill of beer and soft drinks 5) One or Two (1/2) HKIFF Parties Date: During the Festival Period (TBC) Time: 18:00 24:00 Capacity: pax Menu: Snacks/canapés/finger food with unlimited refill of beer and soft drinks Remarks: Dates, time and the actual number of participants listed are for reference only. Exact information is to be confirmed.

4 E. Transportation Requirements (Optional) 1. Limousine / van / coach / shuttle bus services to / from airport. 2. Limousine / van / coach services to / from festival screening / event venues. F. Sponsorship Opportunities The Hong Kong International Film Festival Society welcomes sponsorship / joint promotional partnership from hotels and their group affiliates (if applicable). In return, acknowledgement will be offered in the 37th HKIFF promotional events and materials (including logo acknowledgement in the backdrop of the festival events, marketing and PR materials, as well as advertisement in the booking folder/publications over 100,000 copies which are distributed extensively locally and world-wide to major film festivals, film archives and libraries) Actual acknowledgement details will depend on the value of sponsorship / joint promotional partnership. G. Notes to Tenderers 1. Please quote NETT charge for all services included in the quotation form. 2. Please provide a payment-terms proposal with a contingency plan on withdrawal/ transfer of committed budget (e.g. budget for accommodation can be used for food and beverages consumption, or can be postponed to next HKIFF. 3. Although only one official hotel will be appointed, hotels which are interested but unable to comply with all requirements listed are welcome to submit the quotation forms. HKIFFS takes into consideration for all proposals, all tenders must make the submission in response to bids whether they can or cannot supply.

5 Appendix 1 Estimated Breakdown of Room Nights for the 37th HKIFF Date No. of Room Nights March 15th Fri 8 16th Sat 18 17th Sun 20 18th Mon 20 19th Tue 20 20th Wed 20 21st Thu 18 22nd Fri 18 23rd Sat 18 24th Sun 18 25th Mon 18 26th Tue 18 27th Wed 10 28th Thu 8 29th Fri 8 30th Sat 8 31st Sun 8 April 1st Mon 8 2nd Tue 8 3rd Wed 4 4th Thu 4 Total Nights 280