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Invitation to Tender – Exhibition Liaison and Set Up – May 2021

The Italian Cultural Institute (ICI) is pleased to invite your company to submit a proposal in respect of the captioned project.

If your company is interested in providing the services described in this Invitation to Tender, more details below, please submit your tender to ICI by 12:00 noon on 26 February 2021 (Friday) at the following e-mail address:


Italian Cultural Institute


Late proposals will not be considered.


For and on behalf of the Italian Cultural Institute


Mr. Stefano Fossati


25 January 2021




Invitation to Tender – Exhibition Liaison and Set Up – May 2021


1) Project background

The Italian Cultural Institute is aiming to organize one exhibition at Pao Galleries (4&5 floors, Hong Kong Arts Centre, 2 Harbour Rd, Wan Chai, Hong Kong) related to contemporary Italian art and design during the month of May 2021.


2) Invitation to tender and interpretation

The Italian Cultural Institute invites Tenderers to submit written proposals on the provision of Exhibition Liaison and Set Up services.

In this document, the following terms shall have the following meanings:

“Project” means the project described in Sections 3;

“Tenderer” means the person(s) or corporation(s) tendering for the Project;

“Contract” means a formal agreement to be entered into between ICI and the Contractor in relation to the Project containing such terms and conditions as the parties shall agree;

“Contractor” means the Tenderer whose tender is accepted by ICI.


3) Project overview, requirements and deliverables

Tenderers are required to provide a proposal regarding the following area:

Exhibition liaison with set up and dismantle:

– Arrange an appropriate number of staff to work on venue design, set up and dismantle of the exhibitions

Tenderers are welcome to submit proposal(s) in view of the Contractor’s required experience and expertise.

ICI can, at its discretion, award specific area(s) of the work listed to suitable Contractor(s) based on its/their capability, relevant experience, project team, scope and depth of service, resource commitment and fees structure etc.

The proposal should include the following items:

(a) Description of the scope and depth of service on offer;

(b) Agency credentials, including background;

(c) Overall strategy plan for ICI;

(d) Fee structure, including amounts of fee or rates of commission for each area charged by the Tenderer, any volume discount and/or rebate obtained from the media and any items which could incur costs charged by third parties.


4) Timeline

Date Deliverables
25 January 2021 Issue of tender
26 February 2021 Deadline for submission of tender
5 March 2021 Presentation by shortlisted tenderers