2.2 SCOPE OF WORK The vendor selected will provide services including, but not limited to: exhibitor recruitment, logistics, design and layout of the pavilion, lighting, signage, audio, manage pavilion set-up, assist exhibitors with booth, assist exhibitors with guidance regarding importing products to Japan, furniture and transportation needs, conduct after-show follow up surveys and serve as DBEDT's in-country coordinator in Japan leading up to, during and after the trade show. All trade show coordination services shall be in accordance with this RFP, including its attachments and any addenda. The vendor selected will provide services including, but not limited to: (1) Plan, design and coordinate the construction and installation of a Hawaii Pavilion configured into a blend of up to 64 full and half booths at the Autumn 2025 Tokyo International Gift show (TIGS) in Tokyo, Japan, taking place September 3-5, 2025. The Pavilion must reflect a Hawaii sense of place including lighting, partitions and standardized signage and booth design. (2) Identify, recruit, and coordinate up to 64 export-ready Hawaii companies that design and manufacture Hawaii-made products and are interested in exporting or increasing their product presence in Japan. (3) Serve as the in-country liaison between the Hawaii companies and Business Guide-Sha Inc., the Tokyo International Gift Show organizer. (4) Provide guidance to participating Hawaii companies on transporting their products from Hawaii to Japan. (5) Provide guidance to Hawaii companies on travel arrangements including, but not limited to hotel selection and transportation to and from their hotel and the Tokyo International Exhibition Center (Tokyo Big Sight). (6) Provide guidance on: a. Product entry into market b. Delivery of trade show merchandise to pavilion c. Advice on marketing to Japan and trade show selling (7) Plan, organize, and assist with the setup of each company’s booth (e.g. furniture and fixtures, electrical needs, signage, and decoration). (8) Plan, design, coordinate, and setup booths to display selected “Hot and New products’” for new-to-export Hawaii companies and provide one-on-one export consultation during and after the Autumn 2025 Tokyo International Gift show (TIGS) in Tokyo. (9) Assist the Hawaii companies with meetings with prospective buyers at the trade show. (10) Organize an evening networking event for staff of the participating Hawaii companies as a way to facilitate cross promotional efforts between exhibitors. (11) Be present for the duration of the trade show for trouble shooting and assisting exhibitors’ needs. (12) Assist DBEDT with the tracking of sales of products promoted at the trade show including: actual sales at the show, sales leads obtained during the show, and projected sales within 18 months of the show. (13) Survey the satisfaction level of the Hawaii companies participating in the show. (14) Provide, if needed, staffing and/or a minimum of 6 Level 3 Japanese translators each day to assist Hawaii companies during the show. (15) Submit a final written financial report detailing the coordinator’s show expenditures to DBEDT no later than December 31, 2025.
