TERMS OF REFERENCE

CCC WEEK 2017 EVENTS ORGANIZER

NOV. 19-25, 2017

I. EVENT BACKGROUND
Pursuant to the Proclamation No. 1667, dated November 18, 2008, the period of
November 19-25, 2008 and every year thereafter has been declared as the “Global
Warming and Climate Change Consciousness Week”. The Proclamation aims to create
awareness on global warming and climate change by pursuing broad and intensive
public information and educational campaigns to secure the collective cooperation of
private and public sectors at all levels in finding solutions to this concern. The
Proclamation calls on all government offices, agencies, and instrumentalities to observe
this event through the conduct of relevant activities in coordination with the private
sector, and in liaison with the United Nations family of agencies and regional groups in
the country.

Relative thereto, the Climate Change Commission, as the lead policy-making body of
the government related to climate change, was given the task to lead the annual
celebration from November 19-25.

II. OBJECTIVE:
The aim of this year’s CCC Week is to provide a different experience for its annual
delegates. The task is to highlight the urgency of climate change as it affects the individual
and the collective. Through a more dynamic program and relatable content, the CCC
Week must be able to appeal to younger audiences and a wider range of individuals and
organizations.

The CCC week will also be an opportunity for all partners from government and
stakeholders to inform the public about the initiatives on climate change in the global,
national and local levels. The Climate Change Commission is spearheading this event
together with relevant agencies in coordination with key stakeholders and private sector
institutions.

III. SCOPE OF WORK:

The Contractor is primarily responsible in planning, coordinating, managing and
providing goods and services necessary for the preparation, implementation and
documentation of the CCC Week 2017.

In particular, the specific tasks of the Events Organizer will be inclusive of, but not
limited to the following:

PRE-EVENT
 Overall account management – liaising with CCC and its auxiliaries, cross
pollinating departments, and other key members/committees directly involved in
the event
 Overall logistical coordination – liaising with venue, technical, staging, other
external suppliers
 Overall talent coordination – liaising with all talents and/or talent management
agencies
 Concept & Designs – providing conceptual and thematic ideas as well as designs
in relation to the final concept (i.e. collaterals, stage design, venue styling,
production design, e-vite/invite design, and premium items)

EVENT PROPER

 Event ingress
 Full program management, inclusive of but not limited to full production manpower:
o Event Director
o Production Manager / Executive Producer
o Floor Director
o Stage Managers (minimum of 3 pax)
o Technical Director
o Lighting Designer
o Musical Director
o Playback Visualist
o Spinner
o Voice Over Talent
o Production Assistants
o On Ground Marshals (minimum of 10 pax)
o Runners & Haulers (minimum of 5 pax)
 Technical Equipment
o Lights and Sounds
o Audio Visual Playback Interface
o LED Screens (minimum of 2 units of 9x12 P3 walls)
o Generator Sets (minimum of 2 150KVA)
o Video Coverage with 2 HD Camera Set-Up (with SDE and raw file output)
o Photo Coverage (with 3 roving photographers)
 Staging Requirements
o Stage design, fabrication, and construction
o Production design sourcing, styling, and execution
o Installation of collaterals
o Main Exhibit Booth for CCC (on-site and remote)
 Manage/handle VIPs (High-level officials, guest speakers, performers, etc. to be
determined by CCC) by providing/identifying point person/s to:
o Arrange holding area/room
o Coordinate on VIPs meals and snacks
o Coordinate on their scheduled presentation
o Collect from speaker and submit to tech booth speakers’ presentations
 o Allot a reserve table/s in front of the stage for VIP
o Coordinate overall security

POST-EVENT

 Event egress of entire set-up (staging, technical, collaterals)

 Turnover of all video and photo materials (raw and edited files)

IV. QUALIFICATIONS

The minimum qualifications of the Event’s Organizer are as follows:

 Proven expertise in events management

 Strong financial capacity
 Demonstrated ability to work well in multidisciplinary teams and manage
complex tasks

V. EXPECTED OUTPUTS

The expected outputs (deliverables) of the Event’s Organizer and the corresponding
payment schedule are as follows:

Output/Milestone % (percentage)
Signing of Contract Agreement Form and Mobilization 15%
Submission of Progress Report 30%
Submission of final list of service providers/suppliers and
35%
layout design
Completion and acceptance of Deliverables 20%

VI. APPROVED BUDGET FOR THE CONTRACT

The approved budget for the contract is Four Million Peso Only (Php 4,000,000.00).

VII. DURATION OF ENGAGEMENT

Contract shall commence in October 2017 and ends in November 2017.

 VIII. REPORTING

The Event’s Organizer will report to CCC-CCO in the delivery of the said outputs. Formatted: Font: Arial, Not Highlight

For interested applicants, please submit a letter of expression of interest to this address:

SEC. EMMANUEL M. DE GUZMAN

Vice Chairperson and Executive Director
Climate Change Commission

You can also email the same to info@climate.gov.ph and using the subject –
EXPRESSION OF INTEREST - EVENTS ORGANIZER