final booth bidding guidelines and policies

8/18/2019 Final Booth Bidding Guidelines and Policies

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To all organizations:

Good day.

The UP FAIR 2016 team has now opened the bidding for booths in the UP FAIR grounds. To allorganizations who are interested, please read the Booth Bidding Guidelines and Policies below

Thank you.

UP FAIR 2016 BOOTH BIDDING GUIDELINES AND POLICIES

Booth Classification and Description Booths may be classified into five different types:

Major franchise booths – subcontracted private concessionaires with many existingbranches and chains of stores and/or capable of generating a sizeable income (e.g.Jollibee, KFC, etc.)

Minor franchise booths –

subcontracted private concessionaires with limited branchesand/or capable of generating only a small income.

Merchandise booths – selling of productso Food and Beverage – prepared meals or food and beverage requiring facilities

and equipment

o Non – food and/or Beverage – clothes, accessories and other products. Non-merchandise booths – services and other concepts not involving sale of products

(e.g. henna tattoo and massage)

Special booths – booths that do not offer similar products or services as mentionedabove and require extra logistical needs (e.g. rides, wall climbing, shooting range)

Steps in Booth Bidding and Acquisition

Application

All interested organizations should signify their intention by submitting the dulyaccomplished FORM 1 AND a certified document from the University Office of StudentActivities certifying that they are a duly recognized organization of the university ONLINEthrough [email protected]. A reply message will be sent back to them to inform theorgs of the receipt of their application.

Organizations must have one (1) official representative as stated in their Form 1. This

representative must have constant internet access in order to be updated with BoothBidding updates uploaded in the UP Fair 2016 Booth Bidders Facebook group. No two(or more) organizations should have the same representative. The said representativeshould be the person attending meetings. In the event that the representative will beunable to attend meetings, he/she should send another representative from therespective organization provided that he/she inform the Booth Committee at least a daybefore the meeting.


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The organizations have to fill out FORM 2 to indicate their FINAL BOOTHCLASSIFICATION. The organization will NOT be able to change theirCLASSIFICATION once they have submitted Form 2.

o The UP Fair Booths Committee shall provide for a FORM 3 where the FINAL

LIST of concessionaires will be placed. The organization will NOT be able tochange their list of concessionaires once they have submitted Form 3.Changes in concessionaires will only be done if the organization failed toget any of their desired concessionaires by the end of the booth biddingprocess (refer to part B) provided that they inform the Booths Committee.

The UP Fair Booths committee has the discretion to re-classify the proposed booth whenit is deemed necessary. They will inform the organization once they made changes inclassification of their proposed concessionaires

Each organization may apply for two (2) booths at the most, one as the primary and theother as the secondary booth.

In lieu of the usual Bagsakan point system, the quantity of recyclables donated will bethe basis for bidding. An organization must meet the minimum number of pointsneeded and must qualify to be part of the top bidders to host the booth type oftheir choice (refer to Tables 1 & 2 below).

To qualify, there will be two rounds of bidding. For the first round, organizationsshould bid (pledge) a number of bagsakan points in order to belong to the top 30organizations. The minimum number of bids is indicated on Table 1 – this informationshall be used in relation with the desired booth classification of the organization. The UPFair Booths Committee shall specify a date as to when organization bidders should meet

the number of bids they have made. Failure to do so would mean the dropping of theorganization and placing the next one in line in the circle of qualified bidders.

o The second round of bidding shall only be done if the booths were not filled

during the first round.

The organization with the highest quantity of bagsakan points bid and donated will havethe privilege to choose the location of their primary booth, and the order of selection willdepend on the ranking of the accumulated bagsakan point quantities donated by theorganizations. Proposals for the second booth will be accepted once 1) allorganizations who bid for the first round of bidding already have their primarybooths awarded and 2) if there are still booths available for bidding after thedeadline of application.

Organizations who failed to qualify for both rounds of the bidding process will not beobliged to send in recyclables. No space granted, no RECYCLABLES required policywill be observed.


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The booths and their corresponding location on the fairgrounds will be awarded basedon the aforementioned bidding system. The quantity of recyclables donated by theorganizations shall be used in the bidding for the booth type and locations, respectively.

BOOTH

An organization should donate the minimum number of recyclabes required to be able toacquire a proposed booth. Meeting the minimum number of recyclables, however, does notassure the organization’s claim to the booth, thus, the bidding process. Awarding will beaccording to the ranking of the organizations based on the total number bagsakan pointsdonated. The following are the corresponding minimum bagsakan points for each booth type:

Table 1

BOOTH TYPE MINIMUM Bagsakan Points

Major Franchise 500

Minor Franchise 350

Merchandise 200

Non-Merchandise 350

Special 700

(2) Appraisal for recyclabes into points is as follows:

Table 2

Wastes are anything not in the list above but can be accepted by the junk shop. The junk shopshall have full discretion as to how these will be appraised and such appraisal shall translate tofull points for the organization.

SPECIAL PROCEDURES FOR FRANCHISE BIDDING:

For franchise booths, each organization may bid for six (6) proposed franchises, three(3) for the major and the other three (3) for the minor. The accumulated points will be


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credited on all six franchises, but only ONE will be awarded. Organizations shouldspecify in their Form 2 the order of their preference for easier reference in case there isa need for an alternative.

In case more than one organization will propose the same concessionaire, theconcessionaire will be awarded to the two organizations with the highest number ofbagsakan points. The other organizations may choose from their alternative franchisessubject to the same procedure or choose new franchises that are not yet proposed orawarded to other organizations provided that they inform the booth committee.

LOCATION

The organization will be given the privilege to select their desired location from the designatedbooth areas in the layout plan of the fair according to their total accumulated number of fulfilledbids. Changes in location will only be entertained after all other bidders have securedlocations for their booths and if there are still available areas. The number of fulfilledbids will no longer be considered on the change of venues.

c) Collection of RECYCLABLES and accounting of fulfilled bids

i) Collection days will follow the deadline of the fulfillment of the bids. A partner junkshop will be going to the designated bagsakan area to assess and thefinal points to be given to the recyclables.

ii) It is advised that organizations weigh their own recyclables and estimate thecorresponding points before actual bagsakan day. This will ensure that therequired points are met.

iii) The weighing scale of the partner junk shop will be the official weighing scale thatwill be used to assess the points of the recyclables. Should there be anydiscrepancies between the assessment of the organization and that of the

junk shop, the decision of the junk shop will prevail.

d) Important dates will be as follows:

(1) Deadline of Submission of Letter of Intent and Form 1: October 21, 2015(2) Bidding for the First Round: October 21, 2015(3) Deadline of Submission of Form 2: October 25, 2015(4) Deadline of Fulfilling the First Round Bids: November 20, 2015(4) Bidding for the Second Round: October 26, 2015(5) Deadline of Fulfilling the Second Round Bids: November 26, 2015(6) Deadline of Submission of Form 3*: November 26, 2015

*The TOP 5 org-bidders per classification shall be given priority. Once settled, the following 5organizations shall be entertained and so on.

NOTE: For concerns, please contact the UP Fair Booths Committee Directors Erwin SanPedro at 0917 790 4572 or Sam Estrella at 0917 511 6915.

final booth bidding guidelines and policies

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