Below is the list of questions and answers related to this Request for Proposals.
The Europe booth is expected to accommodate 18 co-exhibitors. At the time of publication of these clarifications, 13 perimeter counters and 4 internal meeting tables are confirmed. The final allocation may change slightly before contract signature.
Meeting counters and meeting tables serve the same purpose. The main differences are their location within the booth and their branding.
The final list of co-exhibitors and all available branding assets (logos, graphic files and campaign assets) will be provided to the selected contractor following the kick-off meeting. Print-ready files for co-exhibitors will be supplied by ETC. Any booth-specific adaptations of visuals may be prepared by the Contractor.
As stated in the Request for Proposals, the Contractor is expected to propose an appropriate solution for adapting the booth between the B2B and B2C days.
The standing audience area for 20–30 people does not need to remain permanently available.
The Contractor is free to propose how meeting tables, furniture and visitor flow should evolve between the two exhibition phases.
The booth conversion is expected to take place on 25 September between 19:00 and 20:00. Where more substantial modifications are proposed, arrangements may be discussed with the exhibition organiser in advance.
The link to the Brand Book of the “Unlock an Unexpected Upgrade” campaign is already included in the Request for Proposals.
Print-ready graphic files for the co-exhibitors will be provided by ETC. Other branding assets required for booth production will be made available following the kick-off meeting. The Contractor may be required to adapt certain visuals where necessary for integration into the proposed booth design.
Destination videos and presentation content will be provided by ETC and the participating destinations.
The presentation schedule will be agreed after contract award and therefore does not need to be reflected in the proposal. However, audio equipment and microphones should be included in the proposed solution.
Electrical plans are not required at proposal stage. A detailed electrical plan will only be requested from the successful Contractor during project implementation.
All technical requirements relating to booth construction, maximum height, suspended structures, flooring, electrical supply, fire safety, waste management and other venue regulations are governed by the Tourism Expo Japan Exhibitor Manual that can be found here.
The Contractor is invited to propose the most appropriate storage solution within the booth layout.
A compact refreshment area should be included in accordance with the Request for Proposals. The inclusion of a refrigerator is appreciated but not mandatory.
The detailed programme of presentations and other activities will be agreed after contract award and should therefore not influence the design proposal.
The sustainability requirements are those described in the Request for Proposals. Contractors are encouraged to propose the most appropriate environmentally responsible solutions. No specific materials, reporting methodology or additional bonus points will be applied beyond the published evaluation criteria.
The AI disclosure requirements are those set out in Section 4.1 of the Request for Proposals. No additional information is required.
Mood boards and material samples form part of the proposal and therefore count towards the 20-page limit. Annexes and supporting documents do not count towards this limit.
Reference projects do not need to have been carried out in Japan. However, when assessing the relevance of previous experience, ETC will consider the extent to which the references demonstrate the Contractor’s ability to deliver projects of comparable scope, complexity and operating environment.
A certificate of satisfactory execution may consist of any document issued by the client confirming the satisfactory completion of comparable work, for example a reference letter or certificate of good execution.
Except where expressly specified in the Request for Proposals, the design of the booth is left to the Contractor’s professional judgement and expertise. Contractors are encouraged to propose the solution they consider most appropriate in light of the project objectives, target audience and award criteria.
