To all organizations:

Good day.
The UP FAIR 2016 team has now opened the bidding for booths in the UP FAIR grounds. To all
organizations who are interested, please read the Booth Bidding Guidelines and Policies below
Thank you.

UP FAIR 2016 BOOTH BIDDING GUIDELINES AND POLICIES

Booth Classification and Description
Booths may be classified into five different types:

Major franchise booths subcontracted private concessionaires with many existing

branches and chains of stores and/or capable of generating a sizeable income (e.g.
Jollibee, KFC, etc.)
Minor franchise booths subcontracted private concessionaires with limited branches
and/or capable of generating only a small income.
Merchandise booths selling of products
o Food and Beverage prepared meals or food and beverage requiring facilities
and equipment
o Non food and/or Beverage clothes, accessories and other products.
Non-merchandise booths services and other concepts not involving sale of products
(e.g. henna tattoo and massage)
Special booths booths that do not offer similar products or services as mentioned
above and require extra logistical needs (e.g. rides, wall climbing, shooting range)

Steps in Booth Bidding and Acquisition

Application

All interested organizations should signify their intention by submitting the duly
accomplished FORM 1 AND a certified document from the University Office of Student
Activities certifying that they are a duly recognized organization of the university ONLINE
through upfair1516@gmail.com. A reply message will be sent back to them to inform the
orgs of the receipt of their application.

Organizations must have one (1) official representative as stated in their Form 1. This
representative must have constant internet access in order to be updated with Booth
Bidding updates uploaded in the UP Fair 2016 Booth Bidders Facebook group. No two
(or more) organizations should have the same representative. The said representative
should be the person attending meetings. In the event that the representative will be
unable to attend meetings, he/she should send another representative from the
respective organization provided that he/she inform the Booth Committee at least a day
before the meeting.

The organizations have to fill out FORM 2 to indicate their FINAL BOOTH
CLASSIFICATION. The organization will NOT be able to change their
CLASSIFICATION once they have submitted Form 2.
o

The UP Fair Booths Committee shall provide for a FORM 3 where the FINAL
LIST of concessionaires will be placed. The organization will NOT be able to
change their list of concessionaires once they have submitted Form 3.
Changes in concessionaires will only be done if the organization failed to
get any of their desired concessionaires by the end of the booth bidding
process (refer to part B) provided that they inform the Booths Committee.

The UP Fair Booths committee has the discretion to re-classify the proposed booth when
it is deemed necessary. They will inform the organization once they made changes in
classification of their proposed concessionaires

Each organization may apply for two (2) booths at the most, one as the primary and the
other as the secondary booth.

In lieu of the usual Bagsakan point system, the quantity of recyclables donated will be
the basis for bidding. An organization must meet the minimum number of points
needed and must qualify to be part of the top bidders to host the booth type of
their choice (refer to Tables 1 & 2 below).

To qualify, there will be two rounds of bidding. For the first round, organizations
should bid (pledge) a number of bagsakan points in order to belong to the top 30
organizations. The minimum number of bids is indicated on Table 1 this information
shall be used in relation with the desired booth classification of the organization. The UP
Fair Booths Committee shall specify a date as to when organization bidders should meet
the number of bids they have made. Failure to do so would mean the dropping of the
organization and placing the next one in line in the circle of qualified bidders.
o

The second round of bidding shall only be done if the booths were not filled
during the first round.

The organization with the highest quantity of bagsakan points bid and donated will have
the privilege to choose the location of their primary booth, and the order of selection will
depend on the ranking of the accumulated bagsakan point quantities donated by the
organizations. Proposals for the second booth will be accepted once 1) all
organizations who bid for the first round of bidding already have their primary
booths awarded and 2) if there are still booths available for bidding after the
deadline of application.

Organizations who failed to qualify for both rounds of the bidding process will not be
obliged to send in recyclables. No space granted, no RECYCLABLES required policy
will be observed.

The booths and their corresponding location on the fairgrounds will be awarded based
on the aforementioned bidding system. The quantity of recyclables donated by the
organizations shall be used in the bidding for the booth type and locations, respectively.
BOOTH
An organization should donate the minimum number of recyclabes required to be able to
acquire a proposed booth. Meeting the minimum number of recyclables, however, does not
assure the organizations claim to the booth, thus, the bidding process. Awarding will be
according to the ranking of the organizations based on the total number bagsakan points
donated. The following are the corresponding minimum bagsakan points for each booth type:
Table 1
BOOTH TYPE

MINIMUM Bagsakan Points

Major Franchise

500

Minor Franchise

350

Merchandise

200

Non-Merchandise

350

Special

700

(2) Appraisal for recyclabes into points is as follows:

Table 2

Wastes are anything not in the list above but can be accepted by the junk shop. The junk shop
shall have full discretion as to how these will be appraised and such appraisal shall translate to
full points for the organization.
SPECIAL PROCEDURES FOR FRANCHISE BIDDING:

For franchise booths, each organization may bid for six (6) proposed franchises, three
(3) for the major and the other three (3) for the minor. The accumulated points will be

credited on all six franchises, but only ONE will be awarded. Organizations should
specify in their Form 2 the order of their preference for easier reference in case there is
a need for an alternative.

In case more than one organization will propose the same concessionaire, the
concessionaire will be awarded to the two organizations with the highest number of
bagsakan points. The other organizations may choose from their alternative franchises
subject to the same procedure or choose new franchises that are not yet proposed or
awarded to other organizations provided that they inform the booth committee.

LOCATION
The organization will be given the privilege to select their desired location from the designated
booth areas in the layout plan of the fair according to their total accumulated number of fulfilled
bids. Changes in location will only be entertained after all other bidders have secured
locations for their booths and if there are still available areas. The number of fulfilled
bids will no longer be considered on the change of venues.
c)

Collection of RECYCLABLES and accounting of fulfilled bids

i)

ii)

iii)

d)
(1)
(2)
(3)
(4)
(4)
(5)
(6)

Collection days will follow the deadline of the fulfillment of the bids. A partner junk
shop will be going to the designated bagsakan area to assess and the
final points to be given to the recyclables.
It is advised that organizations weigh their own recyclables and estimate the
corresponding points before actual bagsakan day. This will ensure that the
required points are met.
The weighing scale of the partner junk shop will be the official weighing scale that
will be used to assess the points of the recyclables. Should there be any
discrepancies between the assessment of the organization and that of the
junk shop, the decision of the junk shop will prevail.

Important dates will be as follows:

Deadline of Submission of Letter of Intent and Form 1:
Bidding for the First Round:
Deadline of Submission of Form 2:
Deadline of Fulfilling the First Round Bids:
Bidding for the Second Round:
Deadline of Fulfilling the Second Round Bids:
Deadline of Submission of Form 3*:

October 21, 2015

October 21, 2015
October 25, 2015
November 20, 2015
October 26, 2015
November 26, 2015
November 26, 2015

*The TOP 5 org-bidders per classification shall be given priority. Once settled, the following 5
organizations shall be entertained and so on.
NOTE: For concerns, please contact the UP Fair Booths Committee Directors Erwin San
Pedro at 0917 790 4572 or Sam Estrella at 0917 511 6915.