Introduction Request for Proposal of Project Management Consultancy for Cross Matching Showcase 2019 Innovative Entrepreneur Association (IEA) will apply the funding support from Create Hong Kong again to organize a Cross Industry Matching project to promote creativity and innovation in Hong Kong by inspiring cross industry matching in commercial applications. This year is the 8th year of this project which aims at creating a cross industry matching platform for local designers and enterprises in Hong Kong. We hope to have a proposal with brand new highlights in order to arise public awareness. About the Innovative Entrepreneur Association (IEA) The Innovative Entrepreneurs Association is composed of winners of the "Innovative Entrepreneurship Awards". As a non-profit making organization, it is committed to strengthening the spirit of "innovative entrepreneurship" and business education in Hong Kong, Mainland China and overseas. It also cooperates with the government and other associations to produce more motifs. The winners can share the experience and business strategies with the entrepreneurs. To help entrepreneurs face difficulties and provide advice to enhance Hong Kong's competitiveness, the Association will endeavor to promote the winners of the Innovative Entrepreneurship Award to fulfill their responsibilities to society. We strive to enable both members and the public to achieve a win-win situation, and to promote Hong Kong's ability in becoming the world's leading "Innovative Entrepreneurial capital" in the next 10 years. Objectives - To connect Hong Kong s home-grown IP owners and designers with potential partners and buyers on licensing and hence facilitating the commercialization of the IPs concerned through the Three Main Approaches: ReBuild, ReBrand, ReConnect; - To promote local artists of creative industries - To promote young entrepreneurship and startups through facilitating their development and expansion of licensing business, which in turn will help cultivate creativity of Hong Kong; - To reinforce Hong Kong s position as the IP-trading and Licensing Hub of Asia About the Cross Matching Showcase Organized by the Innovative Entrepreneur Association (IEA), the Cross Matching Showcase will celebrate its 8 th anniversary in 2019. It is a three-day event at the Hong Kong Convention and Exhibition Centre, featuring workshops, briefing sessions, business matching sessions and mentoring program for both selected designers and potential buyers. In order to facilitate cross industry collaboration between local designers and enterprises, the following activities will be carried out: a) To handle the liaison and documentation between all parties including our association and Create Hong Kong in order to facilitate the feasibility of this CSI8 project. b) To organize or co-organize with a capable party a 3-day Cross Industry Matching Showcase in a
venue with track record. We expect the show can reach at least 8,000 unique visitors. c) To organize seminars and press conference to market and promote the program to the public d) To organize a matching session for designers e) To manage a self-sustainable Online Platform for Matching Your Designers with sophisticated Designers database and showcase for designers to self-manage and self-promote their own designs and masterpieces for their potential clients. f) To organize workshops to train up the exhibitors and local designers in creative industry with business communication, sales and marketing concept, client management skills for cross industry business matching g) To organize a Mentoring Scheme for local creative industry Below is a quick overview of the program s scale of the previous years: Applicant Requirement Applicant should have: 1. Strong business network with industry, and trade association of SME, creative industry, retail, service, banking and finance and IT. 2. Solid technical consultancy experience in business development and management consultancy. 3. Proven track record in similar cross-matching and business nurturing project implementation. 4. The applicant must fulfill all the requirements from Create Hong Kong on any purchase orders and submit an audit report regarding all the expenditures of the project upon project end period. 5. The applicant should have strong financial background. The applicant may be required to settle the project expense for IEA and reimburse later. Project Deliverables: The applicant shall provide technical advice, consultation and assistance in providing the following services items: 1. Pre-event 1.1. Exhibitor Recruitment - Outreach and promote to creative industry, especially young designers to join as exhibitor to the showcase, through design schools, designers association, creative industry market place. Hence recruit local designers for booth application through different channels - Expect to capture approximately 90 creative designers to apply to be exhibitors in the program.
- Design and develop exhibitors selection criteria, application guidelines and forms - Handle booth application submission and answer enquiries - Prepare press release and advertising campaign for 1 full-page newspaper supplement on HKET and 1 online advertisement for exhibitor recruitment. 1.2 Promotion to trade association - Collect business matching incentive from 20 road-shows at different trade and creative industry associations, in SME, creative industry, retail, service, banking and finance and IT industry associations, to promote the showcase and attract them to visit the showcase - Follow up with the trade associations and business representative to collect at least 10 concrete business needs from the trade associations on business matching - Prepare press release and advertising campaign for 1 full-page newspaper supplement on HKET and 1 online advertisement for promoting the program to trade association. 1.3 Selection Committee for Showcase s Exhibitor Selection - Invite and coordinate with appropriate parties including government organization, association of creative industry and local enterprises, and local senior designers to join the selection committee meeting - Consolidate booth application forms - Draft and prepare selection criteria for selection committee final decision - Chair the Selection Committee Meeting and facilitate the committee to select the 80 most suitable exhibitors - Be responsible for event planning and management, and logistic arrangement 1.4 Media Preview for Cross Industry Matching Showcase - Invite and coordinate with appropriate parties including media, government official, representatives from association of creative industry and local enterprises in SME, retail, service, banking and finance and IT industry associations, and local designers to join the Media Preview - Be responsible for event planning and management, and logistic arrangement 1.5 Cross Matching showcase - Invite Guests of Honor, representatives of local enterprises and the creative Industry, the media to attend the Showcase 1.6 Mentoring Scheme - Develop and implement a mentoring scheme to help local designers to develop their business plan - Actively propose and invite and select field experts to be the mentors and provide advice to the mentees (selected exhibitors) in the area of business planning, development and networking - Facilitate the process of mentee selection with necessary guideline and documentation - Manage, co-ordinate and monitor the mentor-mentee regular meeting (total 40 meetings) and follow up with all the necessary management, administration and logistic of the scheme. 1.7 Logistic Monitoring - Monitor the following tasks which shall be performed by the exhibition venue provider: Arrange venue and meeting room set up for the meetings, seminars, networking activities of the 3-day Cross Industry Matching Showcase Arrange venue, decoration and booth set up in the 3-day Cross Industry Matching Showcase Liaise with designers for promotional materials design, booth design and setup Prepare and execute the on-site logistics plan
2. Program-period (Cross-Industry Matching) 2.1. Conduct business matching for the 80 selected exhibitors - Conduct 1 full-day business matching session for the creative designers to work collaboratively with handicrafts sector, local artisans, ceramicists, manufacturers, engineer-designer, Software/mobile application, etc. This cross matching session is designed to promote partnerships that have mutual benefit of all those involved. The shared values reflect the equal contribution of all, including the designer s concept, the artisan s capacity, and the user s desire. - Conduct 1 briefing session to the 80 selected exhibitors on the concrete business needed. The exhibitor shall select the ones they see fit to further develop presentation to pitch for the business needs. - Conduct 1 full-day business matching session for the creative designers to present their pitching deck to business representatives, based on the business needed collected - Business representative can select up to 2 creative designers for each of their business need, and give feedback to the selected creative designers - Collect feedback from the business representatives, and hence conduct 1 half-day briefing session to the 80 selected exhibitors on how to fine-tune their presentation deck to fit the business need 2.2 Workshop to develop creative designers - Conduct 1 half-day workshop on external design expert to share their experience on how to match their business matching - Conduct 1 half-day workshop on licensing and IP right protection - Conduct 1 half-day workshop on entrepreneurship - Conduct 1 half-day workshop on business selling preparation in Licensing Show environment 2.3 Cross Industry Matching Showcase - Organize guided tours for around 50 business representatives to visit the exhibition booths - Conduct a 1-hour session where the previously selected creative designers (2 designers for each of the 10 business need) shall present their prototype that can succeed in cross matching - Setup of IEA booth and presence in the exhibition including the backdrop and arrangement of event photos taking, association big photos with all exhibitors 3. Program-period (Cross-Industry Matching) 3.1 Media follow up - Arrange press interviews with successful matching cases - News clipping and report on media coverage - Follow-up on successful matching cases between visitors and exhibitors, and between exhibitors themselves - Help arrange business prospection meetings for the local enterprises and exhibitors - Interview the Successful Matching cases 3.2 Mentoring Scheme - Continue the mentoring program by creating a sustainable bonding between mentors and mentees 3.3 Cross Industry Matching Web Platform Administration - Consolidate the findings and matching cases for the entire project and upload to the Cross Industry Matching Website for the general public to use as reference
- Consolidate the interview findings from successful matching cases and highlights from Mentoring Scheme and upload to the website 4. Post-Event Period 4.1 Post-Event Meeting with the Exhibitors - Conduct a meeting with all exhibitors to review the showcase and collect the feedback. - Prepare a feedback report based on the feedback questionnaires/survey and after the post event meeting. 4.2 Successful cases follow up - Keep tracking with the exhibitors for 3 months right after the showcase and prepare a report on the final and total number of the successful cases. 4.3 News Monitoring - Prepare a report on the News clipping and report on media coverage before and after program period till March 2019 Appointment term period The term period will begin on the date of appointment to end on April 2019, comprising 4 phases: Planning and event announcement from April to May 2018 Pre-event from May to December 2018 During-event publicity 7-9 Jan 2019 News Monitoring 9 Jan 2019 onwards Selection criteria Item Factor to consider Weighting 1 Ability to meet the scope of the work 50% Proposed work plan 10% Solid technical consultancy experience in 10% business development and management consultancy. Strong business network with industry, and trade 10% association of SME, creative industry, retail, service, banking and finance and IT, design schools, designers association, creative industry market place. Demonstrated PR capabilities (Please provide 10% innovative ideas to develop and execute strategic PR and communications programs) Experiences of working with Create Hong Kong 10% and fulfilling the project implementation requirements of Create Hong Kong 2 Proven track record in similar cross-matching project implementation 10% Work samples showing successful soliciting 10% exhibitors, pitching deck, business matching, press conference, seminars, training workshops, mentoring scheme, management of the online platform, and
project reporting, etc. 3 Are the agency s experience level, staffing, funding and project performance evaluation adequate? 25% Qualifications, Experiences and expertise of staff 10% involved in this program. Experienced personnel are available to participate in the pre-event planning and during the program Demonstrate the understanding of 5% - industry trends, - opportunities of the local exhibitors at the Licensing Show Manpower efficiency in preparing necessary 5% report in required timeline by Create Hong Kong and sufficiency of the working team Value added. Give examples of how you can add 5% value to the program. 4 Creativity and innovation in promoting the program 10% effectively to the local designers community by using budget wise Creative Content Marketing or social media promotion. Work samples showing the quality ideas to develop and execute strategic creative content marketing or social media promotion. 5 Project Budget Control Capability 5% 6 Financial Capability and Strength 10% Submission of Tender 1. Interested companies should provide responses to this document by submit the below via csi8@iea.org.hk no later than 5pm, 30 th March 2018 (Friday): A) Technical proposal: - Containing a description of the company profile, a topline media approach recommendation, topline PR strategy, approximate timeframe of publicity, manpower to look after this project, and monitoring and reporting of pre-and post-event media coverage B) Fee quotation: - The company should quote a service price with breakdown of the required manpower hours against the service items listed above. - The quotation with relevant materials should be reached to the below by email : csi8@iea.org.hk C) Any other information considered by the company to be relevant 2. Short-listed companies may be invited for presentation around two weeks after the submission deadline. Evaluation Criteria The criteria will be based on both the quality of the technical proposal and the fee quotation. Companies are invited to submit both documents by 5pm on 30 th March 2018 (Friday). Shortlisted
parties will be invited to conduct a face-to-face presentation to explain their ideas to the IEA. Submitting companies will be evaluated on: A. Experience and proven successes in handling design industry and entrepreneur projects B. Create yet practical publicity plan C. Local, international and China media relationship and demonstrated ability to deliver results from relevant news media outlets D. Previous experience in working with IEA or with comparable organizations E. Adequate and relevant manpower resources and skillsets F. Fee quotation Schedule April 2018: April: Evaluation and Award of Tender Organize various pre-meetings with sponsoring, collaborating organizations and design schools Invitation of Panel Judges May 2018: Organize roadshow to visit supporting organizations, potential buyers 1 st Press Conference to recruit potential buyers, designers, handicrafts, makers, manufacturing group, designers, design institute, etc June 2018: Organize matching session for handicrafts/makers to meet potential designers to coop in joining Licensing Show Selection of Designers (conducted by selection committee) July 2018: Organize business knowledge workshops and small group discussion sessions August 2018: Organize 1 st Round Pitching Session (Buyers solicit the proposals from designers) September 2018: Organize business knowledge workshops (presentation and negotiation skills) Organize 2 nd Round Pitching session October 2018: Kick start the Mentorship program to follow the successful designers with Potential buyers November 2018: Organize small group discussion sessions and workshops Mentorship program in progress December 2018: Organize the 2 nd press conference 7-9 th January 2019:
Licensing Show 9 th January 2019 onwards: News monitoring Mentorship program follow-up Equiries Ms Natalie Nam Innovative Entrepreneur Association Tel: 9220-8730 Email: csi8@iea.org.hk (Attn: IEA Board)