EXPERT’S TASKS

STE or Service Provider’s scope of work will include but is not limited to:

1. Pre – Event Planning Meetings

• Participate in coordination meetings with AFOS Foundation and DOST 7 to discuss the event flow, align expectations, and finalize ingress, egress, and permit requirements.

2. Mega Tent Installation
• Supply and install a mega tent at the Ground Floor, Corte Garden Activity Center of Ayala Malls Central Bloc, with measurements as agreed with AFOS Foundation & DOST 7.
• Ensure the tent is structurally sound and weather – resistant.
• Provide appropriate flooring, climate control (heavy duty air coolers), and necessary safety measures.
• Include setup and dismantling of the tent.

3. Stage Construction and Design
• Design and construct a stage suitable for the event.
• Provide a visually appealing and functional stage design that aligns with the event theme.
• Supply all necessary stage elements, including LED walls, risers, platforms, tables, and chairs.
• Ensure the stage is safe and accessible.

4. Sound System
• Provide a professional – grade sound system capable of delivering clear and consistent audio throughout the venues.
• Include microphones, speakers, mixing consoles, and other necessary equipment.
• Provide a qualified sound engineer to manage the system during the event.
• Conduct sound checks and ensure optimal audio quality.

5. Lighting System
• Design and implement a dynamic and visually engaging lighting system.
• Supply all necessary lighting fixtures, controllers, and rigging equipment.
• Provide a qualified lighting technician to operate the system during the event.
• Create lighting effects that enhance the event atmosphere.

6. LED Walls
• Provision and installation of high – resolution LED walls for displaying presentations, videos, and graphics.
• Content management and display during the event.
• Ensuring seamless integration of LED walls with other audio – visual elements.
• Provision of a qualified LED wall technician.
• Proper cabling, and power management with a qualified electrician.

7. Live Streaming (Opening Ceremonies and Closing Ceremonies)
• Provision of a professional live streaming setup, including cameras, encoders, and streaming software.
• Multi-camera setup with professional video switching.
• High quality audio capture and integration with the live stream.
• Live streaming to the specified online platform (e.g., Facebook Live, YouTube).
• Recording of the live stream for post – event use.
• Provision of a live stream technician.
• Provision of a graphics package for the livestream, including lower thirds and overlays.
• Provision of a dedicated and stable internet connection with sufficient upload speed.

8. Installation and Dismantling
• Manage the complete installation and dismantling of all equipment and infrastructure.
• Ensure all installations are completed within the agreed – upon time frame.
• Leave the venue in its original condition after dismantling.

9. Technical Support and Coordination
• Provision of a dedicated Project Manager to oversee all technical aspects of the event.
• On – site technical support throughout the event,
• Coordination with other event suppliers and stakeholders.
• Development of a detailed technical plan and schedule.
• Provision of backup equipment and contingency plans.

10. Safety and Compliance
• Adhere to all relevant safety regulations and industry best practices.
• Provide necessary safety equipment and personnel.
• Obtain necessary permits and approvals.

11. General Terms and Conditions
• The supplier will be responsible for obtaining all necessary permits and licenses.
• The supplier deploys their qualified electricians/engineers to guarantee compliance standards.
• The supplier will comply with all applicable safety regulations.
• The supplier will be responsible for any damage to property caused by their equipment or personnel.
• AFOS Foundation and DOST 7 retain all rights to the live stream content and videos captured by the supplier