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Snapchat Summit Embassy of the United States of America Riyadh, Saudi Arabia RFQ No. PR11910184 Questions and Answers Q1: The range for accommodations could vary a lot from 4- or 5-stars hotels or ven... Snapchat Summit Embassy of the United States of America Riyadh, Saudi Arabia RFQ No. PR11910184 Questions and Answers Q1: The range for accommodations could vary a lot from 4- or 5-stars hotels or venues to the 2- or 3-stars ones or other options. Is there any preference for the embassy? A1: Preference is for 4- or 5-star venues. Please provide cost estimate for both options. Q2: Fall and Winter are considered high seasons and all events happen during this period, would it be possible to have a more accurate date? Or would it be possible to have a budget so we can plan according to it (while taking into consideration different options according to the availability once the date is set)? A2: Event is expected to take place in January or February. Please provide estimated cost accordingly. Q3: Is there any technical list that we can have that could be based on the plan of the day: 2D or 3D venue, with or without interpretation, training and/or workshops, parts, and segments of the day (So we can change the organization of the set accordingly). Would you like to include lunch and dinner too? Etc. A3: Snapchat Inc. will potentially provide any visuals needed. No 2D or 3D venue required, training/workshop model will be followed, no seating arrangement change will be needed, catering including all-day coffee and snacks and lunch should be provided for 65 guests. Q4: Is the total number of participants 65 only? Do we allocate a room for each of the15 guests? Each in a car? A4: Yes, expected guests are 65. 23 rooms are needed for 23 guests coming from outside Riyadh. No need for one car for each, buses/shuttles can be used. Q5: As for the financial part. Shall we send a lump sum only based on expectations and probabilities? Shall we divide it into a lump sum and invoices (for accommodations) as well? A5: Please provide detailed cost estimate with breakdown of all event expenses (hotels, transportation, roundtrip flights (10 domestic from Jeddah to Riyadh, 10 domestic from Dhahran to Riyadh, and 3 international flights from Dubai to Riyadh), venue, catering, etc…) Q6: Could we clarify the following points regarding influencers and content creators? Nationality: Is it required for them to be exclusively Saudi nationals, or is residency in the Kingdom of Saudi Arabia also acceptable? Preference is for Saudi nationals. Passion Point: Are you targeting particular profile categories like Lifestyle, Gaming, Tech, etc.? No specific field, preference is for diversity of fields for social media influencers selection. Tier classification: Are you considering a tiered classification, such as Heroes, Macros, and Micros? Gender distribution: Should we strive for a balanced 50/50 gender distribution? A6: Yes Q7: The brief states that the agency is in charge of venue selection. Does this also entail creating the theme, handling decorations, and managing additional particulars? A7: Agency is not expected to manage or propose training content/themes. Agency will be responsible for inviting social media influencers, venue, logistics, invitations, flights, and all related event logistics. Q8: Could you kindly provide further clarification on the following points, and specify which documents you are seeking to receive? Satisfactory record of integrity and business ethics. A8: Offeror needs to provide suitable documentation that the company follows all applicable laws and regulations, and maintains appropriate leadership, accountability, trustworthiness, and reliability, as well as adheres to the principles of respect for others, honesty, respect of laws, responsibility, fairness, loyalty, and transparency. Q9: Regarding payment, is the agency expected to handle all expenses initially and then be reimbursed after the conclusion of the event? A9: An invoice can be submitted after completion of the event, in accordance with U.S. Government prompt payment act Net 30 days. Q10: The RFP mentioned that we need to provide proof of adequate experience in digital marketing and online campaigns, could you shed more light on what Digital Marketing entails? A10: Offeror will need to provide evidence of experience and list of relevant/similar past projects that have been completed including company name, point of contact with contact number and the value of the project. Q11: When it comes to influencers and content creators is the agency supposed to provide a suggested list of invitees at this point in time? A11: No, but the agency is expected to provide adequate proof of experience in working with influencers or managing events with influencers. Q12: Social media influencers and content creators? Will the vendor/agency select and invite the social media creators at its own discretion or the Embassy’s Public Affairs Section will select/suggest for the social media creators to be invited. A12: The agency is expected to provide a suggested list of social media influencers and rational for proposed guest. The Public Affairs Office will review suggested names and have final decision on guestlist. Q13: Domestic & Regional Travel? Regional travel means travelling to/from Riyadh within Saudi Arabia. Please provide your words on it and if known please provide the regions. Regional travelling shall be made by road or by air and or both, based on the distance from destination and convenience? A13: 13 roundtrip flights will be needed as follows: 3 roundtrips from Dubai to Riyadh 10 roundtrips from Jeddah to Riyadh 10 roundtrips from Dhahran to Riyadh Q14: Participants: 50 Saudi Arabian nationals – Are the total 50 nationals split by, 15 based outside Riyadh and 35 based in Riyadh? A14: 10 from Jeddah region, 10 from Dhahran region, 30 from Riyadh. Q15: What should we plan as the average travel cost for domestic individuals based outside of Riyadh? Driving? Flying? Should we budget for participants attending from outside of Riyadh staying in a hotel (1 night, 2 nights)? A15: Please provide cost estimate for flights and one night for hotel accommodation. Q16: Domestic participants: Are any travel permits or documentation requirements handled by Client? A16: No. Participants flying domestically are expected to have their national ID. Q17: Technology: Assume all participants will have a suitable cell phone or tablet with snapchat installed and an account created prior to arrival at the training? A17: Yes. Q18: Snapchat trainers – the trainers can be expert in Snapchat – not specifically Snapchat employees? A18: Trainers and training/session content will be finalized and managed by the Public Affairs Office. Agency is expected to invite social media influencers and coordinate remaining event logistics. Q19: Language Requirement: Assume tuition can be held in English? A19: Sessions will be held in English. Q20: Can the training be on other platforms as well or is this event solely based on the SnapChat platform? A20: Snapchat. Q21: One Day event timing: Assuming 9 hours (09:00am – 6:00pm) with 1hr lunch break. Acceptable in principle? A21: Yes. Q22: Location: Assumption that we would use a hotel conference room in Riyadh suitable for numbers. We would envisage using Hotel event planner locally to provide an Arabic speaking point of contact for participants, our team and Client. Is this acceptable to Client? A22: Yes. Other venues can also be considered (other than hotels). Q23: Envisage a team of around 6 (3-4 snapchat trainers, 2 LMG Staff – event planners on ground) from abroad to handle training – Assume all visas, travel documentation will be handled by the Client? A23: 2-3 Snapchat trainers are expected to attend. 2-3 agency staff are expected on the ground. Agency is expected to arrange trainers’ travel and logistics including visas (if needed). Q24: Will the company present a list of desired snapchat influencers or would you prefer the agency to prepare a suggested list to target. A24: The agency is expected to present a list of suggested influencers. Q25: What is the range of monetary compensation that the company is willing to offer each participant. A25: All travel and lodging costs will be covered. Participants will not receive monetary compensation for attending. Q26: How many individuals will be able to access this event in person and online? A26: 65 guests will attend in person (50 influencers, 3 trainers, and Embassy staff). Agency can also provide additional attendees that can attend online.