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Events Organizer for the Conduct of the Doctors to the Barrios (DTTB) National Exit Conference on November 9-13, 2026 in Baguio City
AI Summary
The Department of Health – CAR Office is procuring a single event‑organizing service for the Doctors to the Barrios (DTTB) National Exit Conference that will take place in Baguio City from November 9 to 13, 2026. The contracting agency seeks a professional organizer to design, coordinate, and execute all aspects of the conference, ensuring that the 3‑day schedule runs smoothly from the Socialization Night through the Gala Night Awards.
The selected organizer must develop a cohesive thematic concept that is approved by the CHD CAR HRDS Team and HHRDB Management, and translate that vision into all creative and production elements, including venue staging, décor, a photo wall, and a light, sound, and special‑effects setup. Coordination with the hotel and catering suppliers, early venue readiness, provision of an LED wall (6 × 4 panels, minimum 12 ft × 9 ft), a photobooth, and the specified award giveaway items are required. The vendor is also responsible for hiring traditional folk‑dance performers, delivering a complete technical and production crew, managing program flow and ingress/egress, and delivering a post‑event Statement of Account within three days of the event in compliance with applicable procurement laws.
All activities must culminate in the successful execution of the conference at the Baguio City venue, with full operational readiness the day before the opening and continuous functionality throughout the 3‑day event. The organizer shall adhere to the stated dates of ingress on November 9 and egress on November 12, 2026, and submit all required documentation promptly. The LED wall must consist of six by four panels with a minimum size of twelve feet in width by nine feet in height.
Description
| Events Organizer | 1 | job | 300,000.00 |
| Scope of the Assignment: | |||
| A.Production Concept and Logistics
1.Thematic Concept * The Events Organizer (EO) shall propose a compelling and cohesive central theme for the event. ensuring consistency and integration throughout the activity. * Final concept execution shall be subject to approval by the CHD CAR HRDS Team and HHRDB Management. * The EO shall prepare the proper creative and production aspects during the Awards/Gala Night in line with the identified theme by the central office. | |||
| 2.Venue Coordination
* The EO shall coordinate with the winning supplier for the hotel, venue, and catering services. * The EO shall ensure that the venue is fully set up and operational at least 1-2 hours before the start of the event. | |||
| 3.Set-up and Technical Requirements
* Provide and install an LED wall consisting of 6x4 panels with dimensions of at least 12 ft. (W) x9 ft. (H). | |||
| * Set up venue, stage, and photo wall decorations that
are aligned with the approved production concept. The stage set-up should include lights, sound system, and special effects. * The EO shall be in charge of decorating the gallery walk for the event. * The LED wall and stage decorations must remain fully functional and properly maintained for the whole 3-day event duration. * The EO shall provide any additional technical equipment or materials required for the execution of the production concept. | |||
| 4. Provision of Photobooth
* The EO shall provide, set up, and manage a photobooth area for the Gala Night. | |||
| 5. Gala Night Awards
* The EO shall provide the following Gala Night award giveaways: - Teddy Bear (2 pcs) - Toy crown (2 pcs) - Bouquet (3 sets) - Sash (5 pcs) | |||
| 6. Preparatory Meeting
* The EO shall attenda preparatory meeting with the end-user to finalize all production and logistical arrangements. | |||
| B. Provision of Talents
1 .Hire and engage traditional folk-dance performers for the Socialization Night. 2. The proposal must include a pair of performers with talents appropriate for a diverse, multigenerational audience. 3. Talents are expected to perform professionally and in alignment with the theme and decorum of the event. | |||
| C. Event Handling and Management
1.Program Management * In coordination with the end-user, the EO shall oversee the program mounting and execution. including scripting, stage direction, program flow, and overall event coordination. * The EO shall also manage the ingress and egress operations efficiently. | |||
| 2. Technical and Production Crew
* The EO shall provide a complete team to manage the technical, creative, and production aspects of the event. | |||
| 3.Post-Event Requirements
* The EO shall submit a Statement of Account (SOA) to the end-user no later than three (3) days after the conduct of the event. * The EO shall ensure strict compliance with the government procurement and payment procedures in accordance with Republic Act No. 12009. | |||
| Please see attached Terms of Reference | |||
| Ingress: November 9. 2026
Egress: November 12, 2026 |
Notice Reference Number: 85741
Status: Closed
Lot Type: Single Lot
Procurement Mode: Small Value Procurement
Classification: Goods
Applicable Procurement Rules: Implementing Rules and Regulations
Funding Source: Regular Agency Fund (01000000)
Delivery/Project Location: Benguet
Business Category: Entertainment services
Line Item Details:
| Item No. | UNSPSC | Lot Name | Lot Description | Quantity | Unit of Measure |
|---|---|---|---|---|---|
| 1 | 90151802 | Fair organization or management services | Events Organizer for the Conduct of the Doctors to the Barrios (DTTB) National Exit Conference on November 9-13, 2026 in Baguio City | 1 | Lot |