Chin Lai Ping (M0901011)

Muhammad Hakim Salim (N0707153)

Audrey Lau Cheng Shan (B0704389)

ORGANISING COMMITTEE
FOR CHINGAY PARADE 2011
(RFP: SCP2011)

PROPOSAL FOR CHINGAY PARADE 2011

22nd August 2010

Presented by ASHCOM Events

ASHCOM Events Pte Ltd
73A Duxton Road
Singapore 080011
Tel: 6332 4227
Fax: 6334 5051
This Proposal is a confidential document between Ashcom Events Pte Ltd and the
Chingay Organizing Committee. Its content shall not be revealed to any other person
without prior written consent of Ashcom Events Pte Ltd. Should the Organizing
Committee decides not to use the service of Ashcom Events; the proposal remains the
property of Ashcom Events and as such must be treated with confidentiality.

2
1. Executive Summary

1.1 Introduction

In response to the Organising Committee’s request to engage a company to undertake the

proposed planning, developing and executing of the Chingay Parade 20011 according to
the specifications in the RFP, AshCom Events intent to be the agency of choice in the
supporting of the above planning, developing and executing of a successful Chingay
Parade 2011.

The Chingay Parade, an equivalent to Mardi Gras in New Orleans, has always been one
of the most anticipated event in the Singapore’s calendar. Hailed as Asia's grandest street
and floats parade, this year’s event will see an even more exhilarating celebration of
spontaneity and colours as the parade's elaborately dressed floats and performers
showcasing the rich, vibrant multi-ethnic and cosmopolitan cultures of Singapore and
exciting performances from overseas against the backdrop of the Marina Waterfront.

With an array of activities galore catered for the young and old, both local and
international visitors will be able to engage in this celebration of colours. And for the
second year running, Chingay 2011will have a fun-filled carnival themed “Colours of the
World” on the 2 parade days. Visitors will be able to meet different characters from
different countries giving them a multi-cultural and multi-ethnic experience. Riding on
the success of Chingay 2010, this upcoming event is expected to attract at least half a
million visitors.

Equipped with the right blend of people and network, AshCom Events will provide the
services required for the conceptualization and development, content management,
execution, response management, event KPI tracking, event infrastructure capabilities
and event management of pre-event communication materials and communication
activities.

Working closely with the Organising Committee, AshCom will ensure that all-important
data which are needed will be accounted for the Chingay Parade 2011. A Post-Event
Report will then be presented to the Organising Committee which includes, but is not
limited to, monitoring and compilation of news coverage and evaluation report of
feedback. These post-event report will come in useful for the next organizing committee.
We believe that by the time the next year’s show comes up, you should all have a
complete idea of what to expect.

1.2 The Objective

To supply and install temporary facilities in Marina Waterfront including providing

service support, liaison and carnival promotion, technical support and training, and
operation and maintenance of the facilities throughout the entire parade duration.

3
1.3 The Proposal

Chingay 2011 Carnival and Parade will run for 2 consecutive days on 11th February and
12th February 2011. The Carnival will start from 9 am to 11 pm at the Marina Waterfront
and the Parade will start from 7pm to 9pm and runs along Raffles Avenue towards Saint
Andrew’s Road. This yearly event is expected to attract at least half a million visitors
with an estimated cost of $1.7 million.

Chingay 2011 will include the following:

1) Nightly fire eating and Samba performances

2) International and local food stalls
3) Special Appearances from characters of Universal Studios
4) Foam pool
5) Mini-theme Park
6) Fireworks display
7) Guest DJ performance
8) International Percussion Band Competition
9) Local and International Celebrities

During the 2 nights of excitement, expect an international percussion band competition

and a one night only special performance by world renowned DJ at the makeshift stage
with a foam pool besides the floating platform from 8pm to 11pm. And of course the
highlight of the day would be the choreographed fireworks display which is scheduled at
9 pm during the two days of event.

1.4 The Benefits

AshCom Events have the right mix of experience and knowledge to plan, develop and
execute such a large-scale event without you worrying. Meeting your needs are important
to us but we will do one better by exceeding your expectations to make this event a
spectacular and exciting Chingay Parade ever.

1.5 Our Service

AshCom Events Pte Ltd has been responsible some of the major events in the local or
regional scenes with average attendances ranging from 100,000 to 400,000 people. We
have a dedicated team of professionals that will advise and guide you to a successful
event. Our team of dedicated professionals shall manage the following deliverables:

• Event Conceptualization
• Content management
• Production Time Line and Scheduling
• Budget Monitoring
• Response Management (pre, actual and post)
• Event KPI Tracking

4
 • IT Infrastructure
• Human Resource

We believe that the proposals which we have proposed will definitely meet your
specifications in its entirety and with AshCom as your event partner, we believe that
Chingay Parade 2011 will be one of the most memorable and exciting one ever.

5
Table of Contents

1. Executive Summary......................................................................................................... 3
1.1 Introduction................................................................................................................ 3
1.2 The Objective............................................................................................................. 3
1.3 The Propose Proposal............................................................................................... 4
1.4 The Benefits ………………………………………………………………………………… 4
1.5 Our Service…………………………………………………………………………………… 4
2. Company Background…………………………………..…………………………………….. 8
2.1 About Us………………… ……………………………………………………………… 8
2.2 Mission…….………………………………………………………………………… 8
2.3 Vision…………………………………………………………………………………………. 8
2.4 Philosophy………………………………………………………………………………………. 8
2.5 Services…………………………………………………………………………… 8
2.6 Previous Projects……………………………………………………………………………….. 8
2.7 Awards & Recognition…………………………………………………………………………….. 9
2.8 Prospects……………………………………………………………………………………… 9
2.9 Financial and Operating Information……………… …………………………………………………. 9
2.10 Location….….……………………………………………………………………………………… 9
2.11 Project Team………………………………………………………………………………………… 10
3. Proposed Facilities…………………………………………………………….. 10
3.1 Carnival/Amusement (Mini Theme Park)…………………………………………………………... 10-11
3.2 Performance / Venue Layout……………………………………………... …………………. 11-13
4. Implementation Plan Consideration ………………………………………………….……... 13
4.1 Objectives…………………………..……………………………………………………… 13
4.2 Project Team……………………..………………………………………..….…………. 14-15
4.3 Deliverables……………………..……………….…………………….………………….... 16
4.4 Project Schedule………….……………………………………………………………….… 17-20
4.5 Communication Channels………………………………. …………….………….… 21-22
5. Implementation Support & Maintenance …………………………………………………… 23
5.1 Carnival Operating Schedule………………….…………………………….………….. 23
5.2 Total Number of Staff…..……………………………………………….….……..… 23
5.3 Implementation of Support and Maintenance Vendor Profiles……………. 23-29
6. Response to Operational Requirements……………………………………………....……. 30-34
7. Risk identification, Assessment and Contingency Plan…………………………....……. 34-36
8.Client References……… ……………………………………………....……. 36-37
9. Contract Terms & Condition……………………………………………………………….….. 37-39
10. Cost Quotation…………………………………..…………………………………...……….…. 39
11. Referencing List………………………………………………………………...………….

Appendix A: Work Breakdown Structure - Activity List ……………………………...……..

Appendix B: Gantt chart with Critical Path……………………………………………...…….. 25
Appendix C: Slack Table…………………………..………………………………………...……. 26
Appendix D: Network Diagram…………………………………………………………………… 26
Appendix E: Responsibility Matrix…………………………………………………………..….. 27

6
2. Company Background

2.1 About Us

Established in 1978, AshCom Events Pte Ltd is an events management and consultancy
company based in Singapore.

7
AshCom Events has successfully organized and implemented various lifestyles as well as
business events both locally and regionally. It has since grown to be the ideal choice of
company for major events in Singapore. We understand the importance of creating a
memorable event, therefore, we fully customized all events to tailor-fit your requirements
so that each events are fresh and unique.

2.2 Mission

To make every event a fantastic, satisfying and memorable experience through creative
and revolutionary ideas.

2.3 Vision

To be the world’s leading events management and consultancy company while

maintaining our philosophy.

2.4 Philosophy

“Love and Appreciation for Customers”

AshCom Events has advocated a spirit of “Love and Appreciation for Customers” to
ensure customer satisfaction ever since it was established.

2.5 Services

With more than 30 years of experience, AshCom Events is active in general contracting
and technical services for areas such as event hall and facility management; trade show
organizers, events, conferences and show management; permanent exhibits for themed
environment, supply and installation of overlays and interior fit-out.

2.6 Previous Projects

• Singapore Garden Festival, 2010

• Shanghai World Expo, 2010
• Shanghai International Auto Show, 2009
• Formula 1 Singtel Singapore Grand Prix, 2009 (2nd year of 5 year contract)
• Beijing Olympic Games, 2008

2.7 Awards and Recognition

• 2010 - Singapore Experience Award

• 2009 - Singapore Event Marketing Agency of the Year Award, Silver
• 2009 - Best of Show Award (Exhibits over 200 square feet), Las Vegas
• 2008 - Best of Contractor Award, Thailand
• 2008 - Top 50 International Design Award
• 2008 - Singapore Best Booth Design Award

8
2.8 Prospects

• Commonwealth Games in Delhi, 2010

• Asian Beach Games in Oman, 2010
• World Expo in South Korea, 2012

2.9 Financial and Operating Information (In brief)

Figures in Singapore Dollars (hundred) unless otherwise stated.

SGD$’00 2008 2009
Pre-tax Profit 21,081 33,466
Profit (loss Attributable to Shareholders) 23,721 25,513
Interest Expense / (Income) – Net (420) (895)
Depreciation and Amortization 4,810 5,764
EBITDA 35,470 38,335
Shareholders Funds 119,706 136,218
Total Assets 256,007 285,249
Earnings Per Share (Cents) Basic 2.03 2.13
Earning Per Share (Cents) Diluted 2.02 2.11
Dividends Per Share (Cents) 0.96 1.22
Return on Average Shareholders’ Funds (%) 3.82 3.49
Long-term Debt / Total Assets (%) 0.19 0.20
Current Assets / Current Liabilities Ratio 0.25 0.26
(times)
Average Inventory Turnover (%) 0.20 0.17

2.10 Location

Singapore Office
8 Boon Lay Way #08-08
8@TradeHub 21
Singapore 609964
Tel: (65) 6558 7374
Fax: (65) 6558 7333
Website: www.AshCom-events.com.sg

2.11 Project Team

The whole project team consist of a Steering Committee, a project manager, 26 project
team members and a business analyst.

Mr Hakim – Project Manager

Graduated with a BA (Hons) in International Events Management from the European
Business School of London, Hakim has a wealth of experience in planning and executing

9
a range of complex events. Prior to joining AshCom Events, Hakim was a senior events
executive with MediaCorp Singapore. After coming on board, Hakim has handled and
successfully completed various projects such as the Formula 1 Singtel Singapore Grand
Prix 2008 and 2009. Hakim will be the overall in-charge for this project as well as hiring
and training staff for this project.

Ms Audrey Lau – Marketing Manager

Audrey has been in the marketing and public relations trade for more than 8 years. She
holds a Master Degree in Mass Communication from NTU, Wee Kim Wee School of
Communications. Audrey has strong and burning passion for marketing, PR, events and
all disciplines related to marketing. She has previously worked for companies like Sony
and Bain and Mercer. Audrey will be responsible for all the marketing activities of this
project.

Ms Shereen Chin – Production and Quality Assurance Manager

A QA manager with a decade of quality assurance experience, Shereen has strong
knowledge in areas pertaining to International Organization for Standardization (ISO).
Previously from Spring Singapore, she has the knowledge and skills in performing
quality cost analysis and system audits, troubleshooting and solving quality problems and
performing reliability, safety and maintainability system reviews. For this project,
Shereen will be in-charge of the venue location and the setting up of facilities and
equipments.

Mr Rayner Lim – Purchasing and Procurement Manager

Currently a Purchasing and Procurement Manager of AshCom Events, Rayner has a
Bachelor Degree in Supply Chain Management from the Singapore Institute of
Purchasing and Materials Management. Equipped with both theoretical and practical
skills in purchasing, supply chain, material and logistic management, Rayner will be
responsible for all acquisition of goods and services for this project.

3. Proposed Facilities

3.1 Carnival/Amusement (Mini Theme Park)

Located at the Marina Promenade Floating Platform, the whole area will be transformed
into a Mini Universal Studio. Universal Studio Singapore is no doubt a new player in the
market and this will be the first time for Universal Studio Singapore to open its doors
outside the Resort World Sentosa since its opening in 2009.

Riding on the theme of “Colours of the World”, Universal Studios Singapore will be
collaborating with Universal Studio Hollywood, Florida, Japan and Spain to bring in
some of the popular rides. This is one mini-themed park worth waiting for kids and adults
alike.

10
Here are some of the proposed rides and attractions that will be provided by Universal
Studio Singapore:

Rides & Attractions Total Area Description

Jurassic Park Themed Themed around the Jurassic Park
Bumper Car rides series, this designated are will be
filled with dinosaur like bumper cars
to attract teenagers and young adult.
Madagascar Themed Themed around the Madagascar
Carousel characters, this ride will surely attract
the younger children and parents.
Harry Potter Wizardry Hogwarts is turned into a haunted
Haunted Hogwarts Castle castle where spirits and magic comes
alive. Surely not for the faint hearted.
King Kong Train Ride Ride around the city of mini New
York with King Kong. It will be a 3
minutes ride throughout New York
where King Kong has terrorised. The
3 metre train ride will definitely
attract the toddlers and kids.
Photo-Ops with Characters Marilyn Monroe, Frankenstein, Shrek,
from Universal Studio Princess Fiona, Woody Wood Pecker
will walk around the mini-theme park
for a photo opportunity with the
visitors.

3.2 Performance

3.2.1 Performance Venue Layout

The carnival and performances will be concentrated along Raffles Avenue where the
mini-theme park will be situated at the Marina Promenade Floating Platform itself and
another centre-stage complete with a foam pool will be constructed 800 metres away
from the floating platform.

The Marina Promenade Floating Platform is the ideal place for the mini-theme park as it
is a very big open area with a size of 120 metres by 83 metres. The need for a big open
area is critical taking into the excitement of people towards the mini-theme park.
Designated areas inside the floating platform are taken into consideration for other mini-
activities by the theme park.

Another centre stage which will be located 800 metres away will be constructed for other
local and international performances. The centre stage measuring 15 metres wide by 4
metres depth and 3 metres high with a foam pool measuring about the same size of the
stage will be able to accommodate 200 party goers and an open area just after the foam
pool will be able to accommodate 1000 more party goers.

11
Parade Route

Parade itself will be formed up at the “Assembly Area” at Republic Boulevard and move
along Raffles Avenue where the parade will stop and perform at the “Parade Performing
Area” - Area 4 and making a turn at Connaught Drive where there is 2 more “Parade
Performing Area” – Area 2 and Area 3 and will make a right turn moving towards Saint
Andrew Road where there is one more “Parade Performing Area – Area 1 where the
parade will proceed to Coleman St to the “Dispersal Area”. There will be two seating
area, one at Area 4 and the other at Area 1. The seating area, which is tiered, will be able
to accommodate 5000 spectators at each location.

Below is the proposed site layout and the parade route for Chingay 2011.

3.2.2 Performance Highlights

Various local and international performances have been lined up to ensure that everyone
will be entertained and thrilled during the two days of the carnival and parade.

Samba dance performances and professional fire performers will be performing during
the night throughout the carnival ground during the two days of the parade. Expect
breathtaking fire-eaters, fire jugglers and fire breathers by the local group The Fire
Starters winner of the One Moment of Glory organized by MediaCorp Studios. The other
performance would be the Samba dance and especially imported from Brazil, these ladies
will gyrate to Latin music and samba their way through the carnival ground.

12
Local performances by winners of the 3 seasons of Singapore Idol, Taufik Batisah, Hady
Mirza and Sesairi Sezali and also an award winning local band Electrico will be the
highlights for first night of the Carnival.

The second night will see a performance by world renowned DJ, Paul Oakenfold which
will be spinning his brand of music with party goers sure to jump into the foam pool for
the last night of entertainment.

3.2.3 Exhibitions (Activity Booths / Food Festival)

Activity Booths

8 units of marquee tentage each having an area of 400 square feet will be set-up at
different location along the carnival ground. These activity booths will showcase the
different cultures and merchandise of the 7 continents of the world and 1 booth dedicated
to the local cultures and merchandise of Singapore.

Food Pavilion

There will be a huge pavilion covering an area of 2000 square feet will be dedicated to
food. The International and local food festival will be housed in this huge pavilion. The
pavilion will house 30 food booths from all over the world dedicating to almost every
taste bud. This pavilion is set to be one of the other highlights during the Chingay 2011.

Fireworks

Every major event will be always be greeted with spectacular firework and Chingay 2011
will be no different. This years’ firework display will showcase 5 international companies
from Spain, Italy, South Korea, Japan and Singapore vying to wow the crowds with their
own breathtaking and spectacular display that will light up the whole Marina Downtown
area. The fireworks schedules are as follows:

Date Showtime Duration Country

11/02/2011 2100 hrs 5 minutes Singapore
11/02/2011 2200 hrs 5 minutes Spain
11/02/2011 2300 hrs 5 minutes South Korea
12/02/2011 2100 hrs 5 minutes Italy
12/02/2011 2200 hrs 5 minutes Japan

4. Implementation Plan Consideration

4.1 Objectives

The purpose and scope of the RFP is to supply and installation of temporary facilities in
Marina Waterfront for the Chingay Parade 2011 including service support, liaison and

13
carnival promotion, technical support and training, and operation and maintenance of the
facilities throughout the entire parade duration.

4.2 Project Team

To ensure that the project will be completed on time and the event will be a spectacular
one, a Steering Committee will be formed and led by Mr Andrew Tan, Chief Executive
Officer (CEO) of AshCom Events Pte Ltd. Mr Muhammad Hakim will be appointed as
the Project Manager to overall in charge of the project. Besides that, various sub project
teams will be formed to perform the list of major work tasks in carrying out the project.

The sub project teams and major work tasks include:

1. Human Resource Management

- The sub-project team will be led by Ms Eileen Tan, Human Resource Manager of
AshCom Events.
- The team will be responsible for employment and deployment of manpower for
the project.
- Handle human resource related issues e.g. employment contracts, work permit,
visa etc.
- Interview and hire of operations manager, security manager, traffic manager and
support staff. Support staff includes ushers and volunteer workers.
- To arrange training (trainers, training venue, materials etc) for all project
members, contractors, sub-contractors, staff and all parties involved in the project.

2. Site and Facilities Development

- The sub-project team will be headed by Mr Kevin Lam, Director of Site and
Facilities Services Division, Wincorr Pte Ltd.
- To provide site and road map, information, hardware, software and equipments,
infrastructure and expertises to project members in developing security plan, traffic
plan, firework display plan and site infrastructure plan.
- Liaise with authorities in the name of “The Organising Committee of Chingay
Parade 2011” for applying licenses and permits to run the Parade. E.g. License for
road closure, rental of venue, application for electricity and water etc.

3. Advertising and Promotion (Marketing)

- Ms Audrey Lau, Marketing Manager of AshCom Events will be appointed as the

sub-project manager of the Marketing sub project team.
- The team will be sub divided into advertising and promotion, sponsorship and
artistes’ management.
- The responsible tasks include selection, finalise and invitation of Guest of Honour
(GOH), appoint advertising agency for local and international publicity and
promotion, design and communication of carnival promotional and exhibition

14
 materials, finalise advertising media, arrangement for media release and press
conference, liaison with sponsors and sponsor servicing, select cultural programmes
and performers, arrangement for travel and accommodations of overseas
performers.

4. Production and Quality Assurance

- The sub-project team will be headed by Ms Shereen Chin, Production and Quality
Assurance Manager of AshCom Events.
- She will lead the team in erecting and dismantling of the temporary facilities e.g.
booths, pavilions, stage, exhibition facilities, lighting, signage, sound systems etc.
- The team will also take charge of the installation and testing of the PA system,
power, water, utilities, sound systems, equipments etc.
- The team will provide service support and maintenance for all temporary facilities
throughout the project duration.

5. Events Management

- The sub project team will be headed by Mr Rayner Lim, Purchasing and
Procurement Manager of AshCom Events.
- The team will develop Parade programs and highlights, decide and finalise carnival
and exhibitions activities as well as arranging for the rehearsal.
- The team will handle tender and contracts with contractors and subcontractors
mainly tender for exhibition booths, carnival events, security, mechanical and
electrical supply, food stalls, sanitary systems, sound systems.
- The safety management is to manage the safety of the venue and people.
- The team will be liaised with Insurance and Risk Management Company for risk
management and insurance plan.
- They will arrange for catering and transportation for all people involved in the
project.

6. Administration

- Rebecca Lim, Administration Manager of AshCom Events will be handling all

out of scope sub-project administration related issues. e.g. service helpdesk,
enquiry platform etc.

4.3 Deliverables

The lists of all deliverables (tangible products/items) that will be provided during the
project are:

- Finalised the list of Guest of Honour (GOH) and sending out the invitation to the
GOH on 17th Sep 2010 in the name of “The Organising Committee Chingay Parade
2011”.

15
- The art works and drawings of the advertising and promotional materials will be
delivered to “The Organising Committee” for reference on 20th Oct 2010.

- The profiles of all the cultural performers will be delivered to “The Organising
Committee” on 20th Oct 2010, which is 1 week before the selection starts on 27th Oct
2010.

- By 2nd Dec 2010, all application for license, rights, and permit with the local
government authorities will be completed.

- The parade programs and highlights activities list will be sent to “The Organising
Committee” on 15th Dec 2010.

- A copy of the security plan, traffic plan and site infrastructure plan will be delivered
to “The Organising Committee” by 16th Dec 2010.

- PA system, power, water, sanitary facilities, lightings, sound systems and directional
signs will be installed by 17th Dec 2010.

- The setting up of booths, pavilion, performance stage, carnival and mini theme park
will be completed by 29th Dec 2010

- All overseas artistes and performers will arrive by 1st Feb 2011 for the preparation
of the Chingay Parade 2011. 500 overseas artistes and performers will be staying at
YMCA Hostel, Orchard from 1st Feb 2011 to 13th Feb 2011.

- The stretch of road along Raffles Avenue between Raffles Link and Temasek
Avenue, Connaught Drive, Saint Andrews Road and Republic Boulevard will be
closed on 10th Feb and 13th Feb 2011 to vehicular traffic between 1900 hrs and 2100
hrs to facilitate the parade.

- Legal – A Set of contracts, SLA and Performance Outcome Agreements will be

provided to “The Organizing Committee Chingay Parade 2011”

- Setup of a “Chingay Parade 2011 Administration team” to Support organization,

SLA and KPI monitoring, commercial interface with other parties, government
authorities’ relationship and Certification scheme.

- Training will be held at Expo Conventional Hall from 4th Jan 2011 to 10th Jan 2011
for the followings:

 All project teams – Safety and security training, knowledge of site plan,
rules, regulations and guidelines imposed for the project

 Special Ushers – To guide GOH to the allocated seat

16
  Ushers – To guide guests to the allocated seat and distributing goodies
bags

- User guides and operation manuals will be distributed to all people involved in
simple terms on the procedures and steps needed to be performed on the equipment
and systems. They contain step-by-step instructions with diagrams and FAQs found
at the back.

- Training instructions are explained and written in English, which will consists of
task scheduling, duration of the training and important deadlines to meet. To support
Green Living, staffs will not be given a hardcopy training material. All training
materials and manuals will be uploaded to the Learning Management System under
Project portal. However, a set of hardcopy training manuals will available for all
classroom-led lessons.

- The parade program organising team will guide GOH on launching of the parade
on 11th Feb 2011 at 1900 hrs.

4.4 Project Schedules

MS Project 2007 is used as the main software to track the progress of the project.
Various diagrams have drawn with the MS Project 2007 to support the implementation
plan considerations including estimated time-frame and deliverables for various,
perceived stages of the project.
The various diagrams are:

1. Work Breakdown Structure (WBS) breaks a project down into manageable items, to
help ensure that all of the work elements needed to complete the project work scopes are
identified. It also indicates the individual responsible for each work item. (Appendix A
- Work Breakdown Structure - Activity List)

2. Network Diagram illustrates the overview of all interconnected elements/groups of the

entire project. This includes the name of the person in-charge, the duration of each
activity and the duration of the entire activity. (Appendix B – Network Diagram)

3. Gantt chart is used to illustrate the project schedule. It shows the start and finish dates
of the terminal elements and summary elements of a project. It also shows the
dependency (i.e. precedence network) relationships between activities as well as the
Critical path. The paths highlighted in red are the important tasks that need to be
completed and pay more attention. (Appendix C – Gantt Chart with Critical Path)

4. Slack Table enables the tracking and allocating of the project time line to maximize time
management (Appendix D – Slack Table)

5. Responsibility Matrix provides an overview of each project member’s responsibility.

The matrix is able to display each task handled by respective project members.

17
 Advantages of this matrix enable individual member to function effectively and
efficiently throughout the entire project. (Appendix E – Responsibility Matrix)

The Organising Committee requests the project team to start the project from 1st Sep
2010. The actual parade day falls on 11th and 12th Feb 2011. Subsequently, the
dismantling and removal works after the parade takes 5 days to be completed. Therefore,
the duration of the project will be from 1st Sep 2010 to 18h Feb 2011. The site has to be
hand over to Singapore Land Authorities on 18th Feb 2011 once the dismantling and
removal works have been completed.

Propose Start Date 1st Sep 2010 (Wednesday)

Propose Finish Date 18th Feb 2011 (Friday)
Daily working hour 08:00am - 05:00pm
(8Hr, excluding lunch time)
Total Time duration to complete the project 120 working days (appx 30 weeks)

In the event of delay, the propose start and finish date are as follows. The project can
only be delayed by 3 working days.

Propose Late Start Date 3rd Sep 2010 (Friday)

Propose Late Finish Date 18th Feb 2011 (Friday)
Daily working hour 08:00am - 05:00pm
(8Hr, excluding lunch time)
Total Time duration to complete the project 117 working days (appx 30 weeks)

In the event of arisen of unforeseen circumstances, the following activities can be

postponed without delaying the earliest start time of the immediately succeeding
activities of the project.

Activities Date Start

Finalise media rights 15 days
Rehearsal 17 days
Local & international promotion 25 days
Training 28 days
Carnival & Exhibitions 37 days
Safety Management 37 days
Develop site infrastructure plan 41 days
Logistics management 45 days
Risk Management 51 days
Travel & accommodation for
artistes 56 days
Sponsorship 60 days
Sponsor servicing 60 days
Catering 68 days
Secure merchandise deals 75 days

18
 4.4.1 Activity Schedule

The lists of activities that are crucial and form a critical path are as follows. Delay in any
of the following activities will jeopardize the completion of the project.

Activities
Appoint advertising agency
Artistes Management
Design promotional website
Determine utilities & power requirements
Develop Parade programs & highlights
Develop the firework display plan
Dismantling & removal after the Parade
Hire Event Manager
Invite Guest of Honour (GOH)
Launching of the Parade by the GOH
Liaise with authorities
Media release & press conference
Operation & maintenance of temporary facilities throughout the parade
duration
Select cultural performers
Site & Facilities Development
Testing the utilities & facility systems

4.4.2 Project Schedule Milestones

Activities Date Start Date End Total Duration

(Days)

Procurement Phase 1st Sep 2010 1st Dec 2010 92

-Management Planning

• Appoint Parade Promoter

• Hire Event Manager
• Advertising & Promotion activities
• Marketing campaigns

Provision Phase 2nd Dec 2010 6th Jan 2011 35

-Design/Build/Install/Set Up

Development, installation and

testing of site temporary facilities
and equipments

19
 Operation Phase 4th Jan 2011 25th Jan 2011 21
-Routine Operation/Event
Response

• Training
• Media release and press conference
• Rehearsal
• Launching of the Parade by GOH 11th Feb 2011
11th Feb 2011 12th Feb 2011 2
• Actual Parade Day

Project Closure Phase 14th Feb 2011 18th Feb 2011 5

-End of Project

• Dismantling & Removal after the

Parade
• Handover the site to The Land 18th Feb 2011
Authorities

Procurement Phase - Management Planning

The activities involve the commencement of project and related administrative activities.
This encompasses activities such as setting up of basic facilities as per the layout by the
operations team, and recruitment activities by the Human Resource Team. It also
encompasses collection of information; brainstorming of ideas, engage sub project teams,
contractors and sub-contractors, roll out advertising and promotional and marketing
campaigns.

Provision Phase - Design/Build/Install/Set Up

It involves development, installation and testing of site temporary facilities and

equipments. The project members must ensure all facilities and equipments are in good
working condition to ensure the smooth delivery of Chingay Parade 2011.

Operation Phase - Routine Operation/Event Response

Training will be provided for all project members and support staff to equip them with
the essential skills and knowledge of the work flow process. Kick off the events with
media release and press conference, rehearsal and launching the parade by GOH.

Project Closure Phase - End of Project

This is the final phase of the project. The activities involve dismantling and removal of
all temporary facilities at Marina Waterfront. The project closeout stage will be a 5

20
consecutive days’ work from 14th Feb to 18th Feb 2011. Once completed, the site will be
handover to The Land Authorities on 18th Feb 2011.

4.5 Communication Channels

Communication Plans

Once we have awarded with the project, a kick off meeting will be held to walk through
the entire project with “The Organising Committee” and all project members. The date
and venue will be confirmed at a later date. All presentation materials and reports will be
forwarded to all participants on the next business day via email.

Subsequently, a recurring weekly meeting will be held to discuss the progress of the
project, important issues, updates and feedbacks, such as any unforeseen circumstances
that may occur during the implementation period. Client and all project members must be
notified of any changes to the project. This may include changes from the project
committee or the event organiser.

Minutes of the meeting will be dictated by the business analyst and communicated
through email with 1 day turnaround time. Furthermore, the project manager or business
analyst must update all changes in the Share Point of the company’s website. “The
Organising Committee” will be assigned a unique User ID and Password to log onto the
Share Point to keep track the progress of the project and post discussion in the
forum/discussion board. In addition, a weekly report will be sent to “The Organisation
Committee” via email. This report serves as an update on the progress of the project.

Stakeholder Analysis

The following stakeholders are involved in the project:

Stakeholder Information needed Output Information Interacts with

“The Organising - Status and progress -Feedback to status -Minister
Committee report and progress. -Government Authorities
Chingay Parade -Requirement Concerns on their -Project Manger
2011” specifications behalf. -Sub Project Managers
-Change request
-Monthly status
approvals.
reports.
-Legal documents
-Issues and risks to be such as contracts and
addresses. performance
-Change requirements outcome, Ops
Guide...
Contractors/Sub- -Operation guides, fee -Signed Operation -Project Manager
Contractors and other contractual Guides -Sub Project Managers
discussions -Training materials -Human Resource
-Training Management
Public/Visitors/ -Information about the -Media Conference -Marketing &
Guests events venue, date, -Advertising and Communication team

21
 event highlights, Publicity materials - Media & Publicity
exhibition etc
Service Support Training Training materials -Project Manager
Staff -Sub Project Managers
-Human Resource
Management

Project Organization

The Steering Committee is led by Mr Andrew Tan to provide guidance on overall

strategic direction of the project. The project manager, Mr Muhammad Hakim is
responsible for the overall performance of the project. It includes planning, executive,
and closing of the project. Mr Muhammad Hakim has a wealth of experience in planning
and executing a range of complex events and has handled and successfully completed
various projects. The project team consists of 26 project members and 1 Business
Analyst. The project is sub divided into 6 sub project team.

Steering Committee
(Andrew Tan)

Business Analyst
(Trisha)

Project Manager
(Muhammad Hakim)

Site & Facilities Events Management

Human Resource Marketing Administration
Development Production & QA
(Eileen Tan) (Audrey Lau) (RaynerLim) (Rebecca Lim)
(Kevin Lam) (ShereenChin)

Development of Advertising & Risk Management

Hiring
plans Promotion (Eve)
(June) Installation Other administration
(Vince) (Kristal) supports
(Alward)
(Christy)

Liaise with Carnival & Exhibitions

Training Artistes Activities
authorities Testing
(Ali) Management
(Mei Ling) (Rodney)
(Rosemary) (KahWai)

Security Support & Parade Program

(Eddie) Sponsorship Maintenance (Richard)
(Josephine) (Ken)

Catering & Logistics

Media
Set up/ Removal (Louis)
(Wendy)
(JunJie)

Safety
(Monica)

22
5. Implementation Support & Maintenance

5.1 Carnival Operating Schedule

Carnival operating days 10th Feb 2011 (Friday) - 12th Feb

2011(Saturday)
Launching of the Carnival by the GOH 11th Feb 2011 (Friday)
Daily operating hour 1000 hrs – 2300 hrs
Daily performance hour 1900 hrs – 2300 hrs
Handover of site back to the Land 18th Feb 2011(Friday)
Authority

5.2 Total Estimated Number of Manpower

Event/Activity Primary Remarks

Steering Committee
Project Manager
Sub Project Manager
Sub Project Team Members
Staffs
1 Provide guidance on overall
strategic direction of the project
1 Responsible for overall performance
of the project
6 Responsible for overall performance
of the sub-projects
20 Oversee the sub- projects

38 booths (30 food stalls and 8 40 * 4 = 160 Minimal 2 people attending to a

activity booths) stall.
4 fun ride stations in mini-theme 4 * 4 = 12 2 person for operating the
park equipments and 2 person to manage
the queue with

1 Photo Opportunity with 5 2 * 5 = 10 1 person for each of the 5 characters

Characters from Theme Park
Technical Staff & Contractors 200
(Principal Support Specialist, IT
Specialist, Technical & Service
Support)
and 5 back-ups
For the installation, service support
and maintenance of the temporary
facilities, equipments, sound and
lighting etc

Artistes & Performers 800 Local and overseas artistes &

performers to have live
performances and shows on 11th
Feb 2011 and 12th Feb 2012

Ushers 100 To guide GOH, VIP and all guests

to the allocated seats

23
 Volunteers/Support staff 200 Station around the Parade, booth,
service kiosks, information counters
for helping in general enquiries and
emergency and contingency
Cleaners 20 To provide sanitary services, clean
washing areas and mobile toilets 2
times a day
Security Guards 100 To provide security services,
manage human and car traffic
Paramedic Specialists 5 To provide emergency health and
safety support
Auxiliary Polices 20 To manage traffic

5.3 Implementation of Support and Maintenance Vendor Profile

5.3.1 Health and Safety

Singapore Civil Defence Force (SCDF) will be in charge of the safety and security of the
site. The Singapore Civil Defence Force (SCDF) is a uniformed organisation under the
purview of the Ministry of Home Affairs. The main role of SCDF is to provide fire-
fighting, rescue and emergency ambulance services; mitigating hazardous materials
incidents, as well as formulate, implement and enforce regulations on fire safety and civil
defence shelter matters.

5 fulltime Paramedic Specialists from the emergency ambulance service team will be
deployed to the site in providing efficient and accurate pre-hospital care to accident
victims and patients in critical condition. 3 ambulances will be parked along the site to
standby for emergency used or accidents.

Besides that, the support staff will also be trained in the basic first-aid training before the
start of the event. They will be standby to land a helping hand for emergency rescue.

5.3.2 Cleaning and Sanitary Facilities

ACM Pte Ltd will be responsible for the cleaning and sanitary services. The company
has more than 15 years of experience in providing world class hygiene services for indoor
and outdoor to the clients.

The services provided include installation of mobile toilets (include wheelchair friendly),
sinks and basins. 20 temporary mobile toilets will be set up along the site. 5 units at
each location and the distance between each location is approximately 500 meter. 10
part-time cleaners will be deployed to clean and sanitize the toilets, sinks and basins 2
times per day for each location. (1st shift: 05:00pm – 06.00pm, 2nd shift: 10:00pm –
11:00pm). These will be tracked by a maintenance record log.

24
5.3.3 Mechanical and Electrical

ZIL Engineers Pte Ltd is an established and fast-growing integrated Mechanical and
Electrical (M&E) service provider in Singapore. The company is proud to be recognised
in the industry as an M&E specialist who delivers professional, dependable and high
standard services.

ZIL Engineers Pte Ltd will deploy 2 Principal Technical Support Specialist, 30 Technical
Support Officers, 10 Sound Specialists and 6 Lighting Specialists and 2 IT Specialists to
provide one stop installation, service support and maintenance for the following services.

Electrical Lighting and Power System – Electrical lighting, power system installation and
maintenance, preventive maintenance, emergency generator, testing and maintenance and
single trade electrical renovation/installation for the venue. They work closely with the
Fire Protection Team in the installation of the fire protection systems and provide power
and communication raceways.

Audio Visual System – Audio and intelligent lighting support during the parade and
performances will be installed at the five designated sites during the parade and which is
at the floating platform, the pavilion and the centre stage.

Truss and Rigging System – Special truss and rigging system will be used during the
parade and performances to install sound and intelligent lightings at the 5 designated
sites.

Fire System and Alarm system - 5 fire hydrants, 30 fire sprinklers and 5 fire alarms will
be installed along the Parade venue, in the pavilion, performance stage and information
counters. All support booths and customer service counters will have a fire extinguisher
and smoke and heat detector. The fire alarm system will send a SOS signal to the fire
station when it detected smoke and heat. The Fire and Rescue Specialists and Officers
will evacuate people out of the site in the event of fire breakout following the safety
contingency plan.

Air Conditioning & Mechanical Ventilation System - The air conditioning system for the
booths, pavilion, exhibition and event halls will be design based on 100% fresh air and
exhaust system with no recirculation.

Card Access Security System to the back stage and customer service booths.

25
Plumbing and Drainage System – To manage and cater for emergency plumbing and
drainage service support and maintenance.

IT Infrastructure System – To supply computer hardware, software and wireless support

during the event.

Flammable Storage System - The M&E services for Flammable Storage room will be
designed with all explosion proof material/ equipments according to the regulatory board
guidelines.

On top of the submissions for the above M&E works to the relevant Regulatory
Authorities, the company also entrusted to produce and submit all the architectural
drawings for approval accordingly for the Fire Safety.

A daily inspection will be carried out by the Technical Support Officers at 1300 hrs and
2200 hrs daily. The operation manager will oversee the overall operation of the stage and
electrical devices, ensuring that they are satisfactorily install and maintained. The
security manager will inspect to ensure the safety precautions are adhered to.

5.3.4 Traffic and Security

Certis CISCO provides a comprehensive range of security and consultancy services to

cater to the customers’ needs and provide peace of mind. With more than 50 years'
experience in security, Certis CISCO has the expertise to protect customers’ value.

Certis CISCO will deploy 100 full-time Security Guards at the site to perform the access
control to ensure only the authorised persons enter, patrolling the site to unsure nothing is
out of the ordinary, managing traffic control of the sites, helping to keep the site and
people safe. Furthermore, they need to be alert of the bombing and terrorist attack.

As part security measures for Chingay Parade 2011, the event and respective areas,
namely along Marina Waterfront, have been declared as “Special Events” and “Special
Event Areas” under the Public Order Act. The areas around the venues that are not used
for the event will remain publicly accessible. Therefore, there will be road closure along
the Marina Waterfront.

20 Auxiliary police officers will be deployed at the affected roads to assist motorists and
regulate traffic. Parking restriction along the peripheral roads will be strictly enforced and
vehicles found parking indiscriminately or causing obstruction will be towed away;

5.3.5 Power and Water Facilities

26
SP Services Ltd, a member of Singapore Power Group, is the leading company in
providing one-stop customer services for electricity, water and piped gas supplies in
Singapore. The company will offer service and technical support and maintenance for
power and water facilities of the project.

2 fulltime Service Support Officers from SP Services Pte Ltd will be tasked to monitor
situation for any power malfunction. External backup generators will be used if there is a
power failure. Gates to the external power generations will be used to prevent any
sabotage and tempers.

Furthermore, 2 temporary water tanks with 200,000 gallons of water will be placed at the
site for contingency used in the event of water pipe leaking or breaking on the rehearsal
day until the end of parade.

The Service Support Officers will also check and ensure of all power and water switches
are turn off at the end of the day.
For general service support and maintenance, people can contact SP Services helpdesk at
1-800-2338000 or email aboutMSSL@singaporepower.com.sg

5.3.6 Vending Machines

2 Service Support from F&N will be stationed at the support kiosk in the pavilion to
replenish and maintain the stock level of the vending machines. Furthermore, they will
be around to provide technical support if the vending machine is malfunction.

5.3.7 Booths, Pavilion, Kiosks, Exhibition Facilities

Sun Yau Expo was established in Singapore since 1997 as an Exhibition and Events
service provider. Backed by a team of experienced staff, the abilities engulf full turn-key
suite, from design support, architectural design, professional endorsements to
coordination, planning, project management, up to the execution and follow-up for the
next event. The track records are special corporate design stand clienteles which include
China National Tourism Administration (CNTA) and Japan National Tourism
Organisation (JNTO)

The company will deploy 2 fulltime designers and 30 fulltime contractors for design and
setting of booths, pavilion, kiosks and exhibition facilities. After the set up, they also
provide service and maintenance support of all the above mentioned facilities throughout
the project.

The facilities will be dismantled and removed by the contractors on 14th Feb 2011 to 18th
Feb 2011.

5.3.8 Floral Design, Decorations and Architectures

27
FastEastFlora Ltd was established in 1978. The company has over 1000 choices in floral
arrangements are made available with more ease and efficiency. It specializes in event
decoration, enhancing the ambience with impeccable designed floras. The company has
received the Singapore Service Class Award in 2006.

FastEastFlora Ltd will be appointed as the floral designer for the floral design,
decorations and architectures for Chingay Parade 2011. They will provide a theme
integration and custom floral décor design for the event. All floral and decoration items
will be provided by the company.

5 fulltime Professional Floral Artists will be stationed at the site to maintain and upkeep
the freshness of the floral and decoration items. All floral will be watered everyday 4
hours. Floral arrangement and designs will change on 11th Feb 2011 and 12th Feb 2011.
Guests and visitors will have different view and impression of the Chingay Parade 2011
on different day.

5.3.9 Logistics Management

SBS Transit owns 75% of the scheduled bus market share in Singapore with 250 bus
services and has a total fleet of close to 3,000 buses. 97% of our buses are air-
conditioned. Types of bus services provided include trunk services, feeder services,
Express services as well as special bus services like Premium, Nite Owl, Chinatown
Direct, Fast Forward, Stadium Direct and Parks.

10 charter buses will be ferrying artistes, performers, support staff from Marina
Waterfront to Raffles Place MRT and City Hall MRT daily from 22nd Jan 2011 to 12th
Feb 2011.

4 special bus services will be in operation after midnight to complement train hours that
have been extended on the rehearsal day and actual parade day on 22nd Jan, 11th Feb and
12th Feb 2011.

To work with SMRT to extend train services on the rehearsal day (22th Jan 2010) and
second parade day (12th Feb 2011) and 24 hours train services on first parade day (11th
Feb 2011)

The routes and operating details will be provided nearer to the event days.

5.3.10 Waste Management

28
Colex Holdings Ltd is one of Singapore’s pioneers in waste management. The company
established in 1971, with more than three decades of track record in waste disposal
services.

30 units of 240 litre Mobile Garbage Bin will be placed at the. The bins will be emptied
2 times daily at 1pm and 10pm. The company will also deploy 10 cleaners to clean the
exhibition booths and event hall one time per day from 18th Dec 2010 to 12th Feb 2011.

5.3.11 Promotion/Advertising Methods

The following promotion and advertising methods will be used to promote the Chingay
Parade.

AshCom Events have previously worked together with MediaCorp on various occasions.
Therefore, we will once again work together with MediaCorp to create awareness for the
Chingay Parade. Advertisement on the parade which includes the date, time, venue and
places to purchase the tickets will be advertised on Channel 5, Channel 8, Suria and
Vasantham. By advertising on television, we are able to reach out to 70% of
Singaporeans.

Posters of the Chingay Parade will also be displayed on the display boards at every bus
stop and Mass Rapid Transport (MRT) Stations island-wide. Statistics shows that in
2008, an average of 3.7 million journeys were made daily on public transport from
January to August (The Straits Times Print Article, 2008). The posters will be noticed
when the commuters wait for the public transport to arrive. Since Chingay is organized
by the People’s Association, Posters of the Chingay Parade will also be put up at all
community clubs in Singapore. All “Passion” card members will be entitled to a 20%
discount on the tickets purchased.

AshCom Events will also take this opportunity to collaborate with those hotels situated
near the event venue such as Pan Pacific Hotel, Ritz Carlton Hotel, Marina Bay Sands,
etc. Occupants of these hotels will get a pair of free tickets if they stayed a minimum of
three nights. Those occupants who stayed only one or two nights will get the option of
purchasing the tickets at a discount of 20%. AshCom Events believe that through these
promotion and advertising methods, we are able to reach out and attract many viewers to
the Chingay Parade.

5.3.12 Helpdesk and Service Support

We provide 24 hours help line and technical support on phone by dialing the toll free
helpline number 1-800-222-2011. Our Customer Service Support team are well trained
to provide effective solutions to the clients. In the event that the Customer Service team
is unable to provide instant solution to the clients , the response time is within 2 hours.

Email support is available via support!@AshCom-events.com.sg. All Enquiries will be

responded within 1 day of receipt of the email.

29
We provide the web support through the share point in the company’s website. “The
Organising Committee” and all project members will be assigned with an unique User ID
and password to log onto the SharePoint to track the progress of the project, eg. Project
status, project costs, contract, and post discussion via http://www.AshCom-
events/sharepoint/Chingay2011

6. Responses to Operational Requirements

WBS No. Operational Requirements Responses to Activities

1.1 Human Resource Management
1.1.1 Hire Event manager - Engage Unilite Recruitment
1.1.2 Hire operations manager Agency Pte Ltd as the recruitment
1.1.3 Hire security manager agent.
1.1.4 Hire traffic manager - Online recruitment through
JobsDB.Com and JobStreet.com.
- Target on candidates with relevant
working experience especially
outdoor events.
- Interview by HR Manager and
Sub Project Manager.
- Full time hire for the project
"Chingay Parade 2011" only.

30
1.1.5 Hire support staff - Online recruitment through
JobsDB.Com and JobStreet.com
- Interview by HR Manager
- Target on students and part time
workers age between 18 - 23
Candidates must be able to work on
shift
1.2 Site & Facilities Development
1.2.1 Develop the security plan - Sub Project Team, Security
1.2.2 Develop the traffic plan Manager and Traffic Manager to
work with Certis CISCO.
- Certis CISCO to provide expertise
and consultation.
- Planning and managing the
site/venue internal and external
security arrangements.
- Perform risk assessment.
- Formulate contingency plans
dealing with bomb threats, suspect
packages and possible evacuation.
- Liaising with the police, other
emergency services and local
authorities.
- Decide route and time for road
closure.
1.2.3 Develop the firework display plan - Sub Project Team to work with
Parade Program Highlights
organizer.
-Plan and mark out the areas for
spectators, firing fireworks (and a
safety zone around it) as well as an
area where the fireworks will fall.
- Plan on how people will get into
and out of the site.
- Keep pedestrian and vehicle
routes apart.
- Mark exit routes clearly and
ensure they are well lit.
- Ensure emergency vehicles can
get access to the site.
1.2.4 Develop site infrastructure plan - Operations Manager to work with
designers and architects to develop
the site infrastructure plan.
- Submit site infrastructure plan to
The Land Authorities for approval.

31
1.2.5 Liaise with authorities - Provide administration service and
support in liaise with URA, Land
Authorities and other authorities to
apply for license and permit to use
the venue and facilities.
1.3 Advertising & Promotion
(Marketing)
1.3.1 Invite Guest of Honour (GOH) - Send invitation to GOH - Mr
President Nathan and Minister for
Community Development, Dr
Vivian Balakrishnan.
- Follow up on attendance.
1.3.2 Design promotional website - Engages SWD As the web
designer
- Finalize design
- Set up carnival promotional
website
1.3.3 Secure merchandise deals -Handle merchandising of T-shirts,
posters, CDs
-Secure merchandising for goodies
bags and door gifts
1.3.4 Finalize media rights -Appoint MediaCorp, Chan Brother
Travels,Rus Art Studio and One Art
Studio as the media & publicity
channel
1.3.5 Appoint advertising agency - Marketing Manager to Liaise with
MediaCorp, People’s Association
and Land Transport Authority
(LTA).
- Provide advertising materials
1.3.6 Local & international promotion - Advertisement and publicity in
Hotels and Community Clubs,
NTU, NUS, La Salle College of Art
and Raffles Art School
- Prepare Discount Vouchers
-Appoint Utt & Denise Keller as the
Chingay Parade 2011 Ambassadors.
1.3.7 Media release & press conference -Hold media release & press
conference at Marina Bay Sands
-Media announcement by “The
Organising Committee Chingay
Parade 2011”, Chan Brothers/Rus
Studio, One Art Studio, CDC and
project manager
1.4 Sponsorship

32
1.4.1 Finalize sponsors - Source sponsorship
1.4.2 Sponsor servicing - Liaise with Sponsors
- Sign confirmation/agreement.
1.5 Artistes Management
1.5.1 Select cultural performers - To work with Flyer Talents
Management Pte Ltd.
- Target and engage talents from
local and overseas from China,
Taiwan, Hong Kong, Korea, Japan,
Thailand, Vietnam, Malaysia,
Indonesia etc.
- Audition for the shows and
performances.
- Select and decide the outstanding
and creative shows and
performances.
1.5.2 Travel & accommodation for - Arrange and provide travel &
artistes accommodation for overseas
artistes and performers
- Book YMCA Hostel, Orchard for
500 overseas artistes
- All artistes will travel by SIA/Silk
Air on Economy Class
- Seek sponsorships for travel &
accommodation for artistes
1.6 Operations & Maintenance
(Production & OA)
1.6.1 Erect booths, pavilions, stage, - Setup double-storey pavilions that
exhibition facilities can house 15,000 pax
1.6.2 Install lightings & directional - Set-up seating area at 2 sites
1.6.3 signs which can accommodate 5000 pax
Install PA system, power, water, at each site
1.6.4 & sanitary facilities - Install air ventilation system and
Testing the utilities & facility fan with mist to improve comfort
1.6.5 systems level.
Determine utilities & power - Install temporary chemical toilets
requirements to improve on site sanitization.
-Install power sources for
operational needs.
- Set up performance and back
stage.
- Set up artistes & performers’
waiting room.
- Set up First-aid and security
booth.
- Set up individual event stalls,

33
 stage and exhibition area.

1.6.6 Operation & maintenance of -Deploy specialists, technical and

temporary facilities throughout service support staff and contractors
the parade duration to provide service support &
maintenance for the overall
temporary facilities
1.6.7 Dismantling & removal after the -Dismantling and removal works
Parade will be handled by waste
management company
- Workers will start to tear down
the carnival and exhibitions on 14th
Feb 2011.
- Unwanted items will be sent to the
disposal centre.
1.7 Events Management
1.7.1 Risk Management - Security Manager to work with
Certis CISCO to perform risk
management
- Develop contingency plans to
manage the risks
- Liaise with Insurance company to
undertake the risk management
1.7.2 Carnival & Exhibitions - Open bidding to request for
tenants and exhibitors.
- Select tenants and exhibitors.
1.7.3 Develop Parade programs & - Project manager will discuss with
highlights team members on parade programs.
- Programs will be listed down in
proposal and submit to organizing
committee for approval.
- Construction will start once
proposal
Is approved.
1.7.4 Appoint Parade Promoter "The Organising Committee" will
be appointed by the Parade
Promoter
1.7.5 Launching of the Parade by the - Certis CISCO will escort all GOH
GOH to the Parade venue
- GOH will reach the Parade venue
30 minutes before the event start
- GOH will launch the Parade by
lighting up the lights and fireworks
1.7.6 Catering - To appoint Neo Garden Catering
as the caterer for food for all
artistes and performers staff and

34
 workers at the site.
- Request for quotation, select the
dishes and place order with Neo
Garden.
1.7.7 Logistics management - Appoint SBS for bus transport
-Work with SMRT to extend train
services
1.7.8 Safety Management - Security Manager to work with
Certis CISCO, Red Cross
Singapore and Singapore Police
Force
-Develop Safety Management
Manual
1.7.9 Rehearsal -To work with “The Organizing
Committee”
1.7.10 Training -Develop a role-based training
program for different roles
-Conduct training for every role of
users.
-Develop user’s guide and manual.

7. Risk Identification, Assessment and Contingency Plan

In every event, there will be a contingency plan in case of any unforeseen circumstances.
AshCom Events have identified and assessed the following risks and came out with the
contingency plan as well.

Bad Weather

Bad weather like heavy rain is common in Singapore. In recent months, these rains
caused flooding in many areas in Singapore. People have difficulties walking around
those places that are flooded. Also, the heavy rain may damage the fixtures that are being
set up at the stage, carnival and exhibition area. Therefore, we need to get well prepared
so that we will not panic at the last minute.

The trigger point will be the trend of monthly weather forecast from Jun 2010. Tents will
be set up to cover all the carnival, stage, exhibition and sitting area. Wooden Floorings
will be used at the carnival and exhibition area so that visitors can still walk around
without getting their shoes caught in mud. Sand bags will be used to surround the areas to
prevent flooding. We will only hire reputable tent Suppliers to set up the tents. Before the
event day, our QA manager and her assistants will personally check all the tents to ensure
that there are no defects.

Terrorist Attacks

35
In recent years, there were many news of Singapore being the target for terrorist groups.
Although no such acts have been carried out, we still should not let our guards down.
Moreover, there will be a lot of visitors coming to the Chingay Parade, we should the
more be well prepared. The trigger point will be the bomb, threat, sabotage, suspected
person or items.

There will be two Special Operation Command (SOC) vehicles with members from the
SOC unit stationed at the event venue. These officers are specially trained to tackle
volatile and dangerous situations. With the SOC unit stationed nearby, they are able to act
and move in quickly if terrorist attacks were to happen.

There will also be members from the Singapore Police Force as well as plain clothes
officers on patrol during the event. In the event where there is a terrorist threat, the whole
parade will temporary be suspended and relevant staff will guide visitors out of the event
venue in the fastest orderly manner. There will be “Emergency Exit” signage being put
up in various locations in the parade. Investigations will be done immediately. Visitors
will be allowed back only when thorough investigations are done and it is found to be a
hoax.

Failure of Equipment

Equipments are not always guaranteed to be working well all the time. There are bound
to be circumstances where equipments breakdown during the process. We will suffer
huge financial losses if these equipments breakdown and do not restart. We have to
prepare counter measures for such unpredictable instances. The trigger point will be the
technical issues arise.

All equipments will be inspected before the start of the event. There will also be technical
support staff on stand by during the event day and they will be performing inspection on
the equipments every six hours. There will be a few back up equipments kept in the store
and will be used in the event where a machine, etc breaks down.

Fire Breakout

There are always possibilities that a fire would breakout in such occasions, where the
venue will be packed with people. The start up of a fire may be caused by electrical short
circuits or smokers throwing their buds on papers, etc. to prevent this from happening, all
electrical wirings will be inspected prior to the event day. The trigger point will be the
activation of fire alarms, smoke dictator and combustible materials.

Electricians will also be on standby during the event day. We will implement a few
designated smoking areas with cigarette buds disposal bins around the event venue. Fire
extinguishers will also be placed at the event venue and workers will be trained to use the
extinguishers in a correct way.

Power Failure

36
One of the bigger worry that the organizers might have is that of an occurrence of a
power failure. It will cause delay to the whole event and will cause some chaos to all
booths and event. The trigger point will be the power shut down.

In order to prevent a power failure, an external backup generator will be in place and will
be triggered immediately should there be a power failure at any time.

8. Client References
AshCom Events has successfully completed numerous projects with strong project
management skills and an unrelenting focus on quality and customer satisfaction,
AshCom has become a trusted brand. Following are some of our valued clients’
references.

1. Singapore Garden Festival, Suntec Singapore, 15th – 22nd July 2010

The Singapore Garden Festival is a biennial event and it is considered one of the
top flower and garden show on the international calendar. It is the first event that
brings together top international award winning landscapes and garden designers,
horticulturists and florists from all over the world and work alongside with our
very own talented horticulturists. AshCom was engaged to both manage the event
and provide contracting services for the 24,600 sqm exhibition area.

Company: National Parks Board

Person-in-charge: Ms Alice Chiu
Address: 1 Cluny Road, Singapore 259569
Phone: (65) 6471 7300
Fax: (65) 6472 3003
Email: alice_chiu@nparks.gov.sg
Contract Value: S$600,000

2. Beijing Olympic Games, China, 8th August – 24th August 2008

The Olympic Games is a major international multi-sport event which takes place
every two years with summer and winter Olympic Games alternating. The most
recent summer game was held in Beijing in 2008. AshCom was responsible for
handling the event logistic management for the entire 106-cities nationwide torch
relay. AshCom also helped various partners and sponsors to design, develop and
build magnificent showcases.

Company: Singapore Sports Council

Person-in-charge: Mr Steven Tan
Address: 230 Stadium Boulevard, Singapore 397799
Phone: (65) 6500 5000
Fax: (65) 6440 9205
Email: steven.tan@ssc.gov.sg
Contract Value: S$960,000

3. Formula 1 Singtel Singapore Grand Prix

37
 The Singapore F1 Grand Prix is Asia’s first F1 street race and also the first night
race in F1 history. The race promoter for the Formula 1 Singtel Singapore Grand
Prix, Singapore GP Pte Ltd holds a five-year renewable right to stage the
Singapore Grand Prix starting from 2008 and has engage AshCom for the
contracting works. AshCom was responsible for the development, fabrication and
installation of the medical centre, hospitality suites and garage fit-outs for the
teams who will be racing. In addition, AshCom also installed over 140 marquees
around the track.

Company: Singapore GP Pte Ltd

Person-in-charge: Mr Henry Khoo
Address: Level 20, 79 Anson Road, Singapore 079906
Phone: (65) 6738 6738
Fax: (65) 6738 6700
Email: henry-khoo@sgp.com.sg
Contract Value: S$1,790,000

9. Contract Terms and Conditions

Type of Contract – Cost-reimbursement Contract

This agreement is made by and between AshCom Events Pte Ltd, an events management
and consultancy company organized and existing under the Laws of Singapore, having its
principal place at 8 Boon Lay Way #08-08, 8@TradeHub 21, Singapore 609964.

And The People’s Association Singapore, a government organization organized and

existing under the Laws of Singapore, having its principal place of business at 23
Somerset Road, Singapore 222532. The contractor and company hereby agree as follows:

Scope of work

• AshCom Events shall carry out and complete the supply and installation of
temporary facilities in Marina Waterfront including liaison, service support,
technical support and training, carnival promotion and operation and maintenance
of facilities throughout the whole parade duration.

• In the event of any error or discrepancy committed by the company in this

contract, the company shall resolve the error or discrepancy and the resolution
shall be final and no binding and there shall not be any increase in price payable
to the contractor.

• In the event of any error or discrepancy committed by the contractor in this

contract, the contractor shall resolve the error or discrepancy to the company’s
satisfaction and there shall not be any increase in price payable to the contractor.

Duration

38
The duration of the project will commence on September 1st, 2010 and end on February
18th, 2010.

Contract Price

The total price quote in the cost quotation will represent the total cost to the company
excluding the Goods and Service Tax (GST). The total price will include the following:

1. All transport, freight, packing, delivery, handling, insurance, duties, taxes, where
applicable.
2. The cost of all equipment inclusive of accessories.
3. All on-site/off-site labor for the preparation of event venue and installation of
equipments or other items required for complete installation at event venue.
4. Replacement of any damages during installation.

Standards and Codes of Practice

AshCom Events shall be responsible to ensure and provide evidence that all Articles or
parts thereof supplied by him conform to all relevant Singapore Laws and the
International Standards and Code of Practice.

Security Pass and Work Permit

All employees engaged by AshCom Events to carry out works at the event venue must
obtain and display the company’s security pass. This includes contractors, supervisors,
etc. AshCom Events is responsible in ensuring that all foreign workers must have valid
work permits. AshCom Events must provide the company with a comprehensive list of
the workers as well as recent copies of their photographs and work permit.

Confidentiality of Information

The illustration, drawings, samples and other information of either party (the “Disclosing
Party”) which is designated or marked confidential proprietary and submitted by or on
behalf of the disclosing party to the other party (the “Receiving Party”) shall remain the
property of the Disclosing Party. No such confidential information, without the prior
written consent of the Disclosing Party shall be duplicated or disclosed to any third party.

Terms of Payment

1. All payments made by the company must be in Singapore Dollars.

2. The contract price shall not be subject to change during the term of this contract.
3. All payments shall be made by the company thirty (30) days upon successful
completion of each phase or upon receipt of invoice by the company.

39
 4. Any payment not made on the due date will be subjected to a late fee until
payment of 2.4% per month.

5. All payments made by the company to AshCom Events shall be made without any
deduction or withholding of any amount, including without limitation, on account
of any taxes.

The Contract Price will be paid to AshCom Events as follows:

• Deposit of 20% upon acceptance of proposal
• 10% upon completion of Phase 1
• 10% upon completion of Phase 2
• 10% upon completion of Phase 3
• 50% upon successful completion of project

10. Cost Quotation

The cost computation is based upon project start date from 1st September 2010 to 18th
February 2011. Sub section on PR Campaign are based on estimated budget dependent on
client’s confirmation of action campaign direction. The total cost of the project is
estimated at SGD $1,632,527.00. Please see the breakdown of price is Appendix F.

40
http://www.straitstimes.com/print/Breaking+News/Singapore/Story/STIStory_304145.ht
ml

Appendix

** Double Click to open diagrams **

Appendix A – Work Breakdown Structure – Activity List

Appendix B – Network Diagram

Appendix C – Gantt Chart with Critical Path

41
Appendix D – Slack Table

42
Appendix E – Responsibility Matrix

43
 The OrgCommt
ShereenChin
AudreyLau

Rayner Lim
EileenTan

KevinLam

Josephine
Rosemary
M.Hakim

Mei Ling

KahWai

Rodney

Monica
Richard
Richard
Wendy

Alward
JunJie
Kristal
Eddie
Vince

Louis
June

Ken

Eve
W BS Item
W ork Item

Alli
1 PROJECT : CHINGAY PARADE M 2011uhammad Hakim P S S S S S
1.1 Human Resource M anagement Eileen Tan S P S S
1.1.1 Hire Event M anager J une S P
1.1.2 Hire operatio ns manager J une S P S
1.1.3 Hire security m anager J une S P S
1.1.4 Hire traffic manager J une S P S
1.1.5 Hire support staff J une S P S
1.1.6 Traning A lli S P
1.2 Site & Facilities Development Kevin Lam S P S
1.2.1 Develop the security plan Eddie S P S
1.2.2 Develop the traffic plan V ince S P S
1.2.3 Develop the firew o rk displayVplanince S P S
1.2.4 Develop site infrastructure planV ince S P S
1.2.5 Liaise w ith authorities M e i Ling S P S
1.3 Advertising & Promotion (M arketing)
Audrey Lau S P
1.3.1 Invite Guest of Hono ur (GO H)K ristal S S P S
1.3.2 Design prom otio nal w ebsite Kristal S P S
1.3.3 Secure merchandise deals Kristal S P S
1.3.4 Finalise m edia rights W endy S S P
1.3.5 A ppoint advertising agency Kristal S P S
1.3.6 Lo cal & international promo tion
Kristal S P S
1.3.7 M edia release & press confere W nce
endy S S P
1.4 Sponsorship Audrey Lau S P
1.4.1 Finalise sponsors J o se phine S P
1.4.2 Sponso r servicing J o se phine S P
1.5 Artistes M anagement Audrey Lau S P
1.5.1 Select cultural performers Rosemary S P
1.5.2 Travel & accom mo dation for Rosemary
artistes S P
1.6 Operations & M aintenance (Production
Shereen Chin & OA) S S P
1.6.1 Erect booths, pavilions, stage,J une xhibition
J ie facilities S P
1.6.2 Install lightings & directio nalAsigns
lw ard S P
1.6.3 Install P A system, pow er, w ater,
A lw ard
& sanitary facilities S P
1.6.4 Testing the utilities & facilityKah
systems
W ai S P
1.6.5 Determ ine utilities & pow er Arequirem
lw ard ents S P
1.6.6 O peration & m aintenance of Ken tem porary facilities througho ut the parade duration S P
1.6.7 Dismantling & rem oval after Jthe un JParade
ie S P
1.7 Events M anagement Rayner Lim S P
1.7.1 Risk M anagem ent Eve S P
1.7.2 Carnival & Exhibitions A ctivities
Rodney S S P
1.7.3 Develop P arade program s & highlights
Richard S P
1.7.4 A ppoint P arade P ro moter The O rganising CommSittee S P
1.7.5 Launching of the P arade by the Richard
GOH S S S S P
1.7.6 Catering Louis S P
1.7.7 Lo gistics managem ent Louis S P
1.7.8 Safety M anagement M o nica S P
1.7.9 Rehearsal The O rganising CommSittee S P

ORGANISING COMMITTEE FOR CHINGAY PARADE 2011

PROJECT BUDGET
From 1st Sep 2010 – 18 Feb 2011

44
 UNIT OF AMOUNT (SGD)
MEASUREMENT
UNIT OF
8 Pre-production and Production Crew for event duration 4 Lot x $4,500 $18,000
MEASUREMENT AMOUNT (SGD)
4 - 01 x Technical
Audio Directorand Support Service
Visual Equipment 4 Lot x $12,500 $50,000
-- 10
01 xx Meyer
Soundman UPA-1P self powered speaker
-- 04
01 xx Meyer
graphics operator
subwoofer UNIT OF
-- 04
01 xx JBL
lighting programmer
Eon 10 front still speaker MEASUREMENT AMOUNT (SGD)
-- 01
06 xx Mackie
HUMAN Manpower
RESOURCE for installation
24 Channel Audio Mixer
91 Traffic
Hire and
Event Security
Manager
- 03 x BSS Stereo Graphics Manpower Service Support
Equilizer 1 X 8,000 $8,000
3 -- 01
HireAuxilliary
OperationPolice Officer
Manager @
x Drawmer DAG Audio Distribution $27.00 per hour
Amplifier 20 x112 x $27 x 3
x 5,000 $19,440
$5,000
4 -- 02
HireProtection
Security
x CD Player Officer
Manager @ $15.00 per hour 100 1x 12 x $15 x 3
X 3,500 $54,000
$3,500
5 -- 04
HireDevelopment
xTraffic
ShureManager
UHF of Security
WirelessPlans Handheld -
1 X 3,500 $3,500-
10
6 Power
Hire and
Support Water
Staff Facilities
(To
- 04 x Shure SM58 Wired Microphoneassist Manpower Service Support
in 3 days Carnival) (S$6/Hr/day) 200 x $6 x 8 x 3 $28,800
-- 01
Sub 2 Full time
Total Service
x 24 channel snake cableSupport Officers from SP during event duration 2 X $2,000 $4,000
$48,800
11 PRBooth, Pavilion
CAMPAIGN and Seating
- 01 x essential cables and accessories System
51 - Erection
Campaign
Lighting of 08 unitsand
Management
Equipment Booth
Fee(400sq/ft)
Support Service 8 x1$3,000
4 Lot xLot
$8,500 $24,000
$48,000
$34,000
-- Production
Erection of
06 x ETC Source 01 unit
requirement Staging
4 Panel System
study
(575w) (15m x 4m x with
andw/Bamdoor
co-ordination 3m) client 1 x $6,000 $6,000
-- Advertising
Erection of
06 x ETC Source Foam
Medium Pool with
andorthird
4 (19 foam equipment
party liaison
26 Degree) (15m x 10m) 1 x $10,000 $10,000
-- Preparation
Erection
04 x Martin of 2Mac
ofstorey
300Pavilion
detailed (2000sq/ft)
production
Moving Lightsand activation schedules 1 x $20,000 $20,000
-- Design
Erection
04 x Martic of 02
and Mac units
creative of tentage
250 direction
Moving Lights for performers’ Assembly & Dispersal 2 x $4,000 $8,000
with lights and mist fan
- development
01 x Dimmer and 2kw preparation
– 12 Channels of final artwork
- Erection of tiered seating system (accommodate 5000 pax) with 2 x $15,000 $30,000
- Prop
01 Jandsdevelopment
HOG 500 Lighting Controller
plastic seats
-- Manpower
01 x EssentialManagement
Lee Colour and co-ordination of campaign and launch
- Provision of square tables Filter
(4ft x 4ft) with table cloth 300x $3 $900
event
Essential
- ProvisionProfile :Lights,
of plastic Moving
chairs Heads
with chair for Effect Lighting and Washes
cover 600 x $1.50 $900
2 Media
-Logistic Buying cabkes and accessories
01 x Essential 1 Lot $200,000
12 Management
6 -Trussing
Poster/Brochure/Collateral
and printing
- Rental of 10Rigging
chartered buses during event duration 44Lot x $4,000
x 10 x 250 $16,000
$10,000
-- Bust Stopx ads,
03 x 12” radio
12” Box ads, 50’
Truss magazine
(L) ads, Press ads, etc
13 Waste Management
* Estimated budget only. To be consolidated upon further
-- 02 x 1 tonne
Rental motorof 240 litre Mobile Garage Bin
of 30 units 30 x $100 $3,000
developments and confirmation of action campaign direction
-- 01 x 4 Waysupport
Manpower Motor Control
for clearing of rubbish during event duration 10 x $6 x 12 x 4 $2,880
Sub Total $248,000
14 -Floral
01 Essential Truss Accessories
Design, Decorations and Architectures during event duration 1 Lot $50,000
FACILITIES
-- 01 Structural Drawing and P.E Endorsementfor a space offor Truss
1 Finalize siteof&flower
Provision lease decorations
site 6000 sq/ft of area 3 x $15,000 $45,000
-- 01 x LEW endorsement
Replacement of flower and single line drawing
decorations
2 Cleaning and Sanitary Facilities during rehearsal and event days 1 Lot $30,000
7 Projection System 1 Lot x $12,000 $12,000
-- Mobile
05 x Floral Designers
Toilets x 20 units
-- 02
02 xx Eiki LCD
Gardeners Projector 8500 Ansi Lumens
- Mobile Basins and washing point x 20 units
- 02 xTotal
Projection Rigging Support
-Sub Part-time cleaners x 20 $501,120
-ENTERTAINMENT
02 x 15’ x 18’ Front Projection Screen
3 Mechanical and Electrical Equipment and Service Support 1 Lot $80,000
1 - 02 x Extron RGBHV Distribution show Amplifier
-Fireworks
Installation andof pyrotechnics
temporary electrical and power system 1 Lot $1,000,000
-- 02 x Extron
Development SGS408
of of Seemsless
fireworks Graphic Switcher
plangenerator
- Rental of 4 units temporary
- 01 x Analogway Smart Cut 2 Video Scaler
-- Installation
Laison withofrelevant
fire andauthorities
alarm system for booths and pavilion
- 02 x 15” fees
TFT LCD Preview Monitor
-- Air
License
conditioning and ventilation system
2 - 01 x JVC Multi System VJS/S-VHS Player
-Artiste Management
Card access seucrity Fees
system
-- 01 x VCD/DVD
30Infrastructure
minute gig per Player
artiste (Local) 4 x $6,000 $24,000
- IT System
-- 01 x Essential Cables
2 hour gig (International and accessories
Artiste) 1 x $20,000 $20,000
- Flammable Storage Syetem
-- Manpower
Emcee for ParadeSupportDay (Gurmit Technical
(2 Principal Singh & Michelle
SupportChia)
Specialist, 30 2 x $5,000 $10,000
Technical support officers, 2 IT Specialist

45
 UNIT OF
MEASUREMENT AMOUNT (SGD)
Sub Total $1,054,000
ADDITIONAL EXPENSES
1 Rental of venue for Training 7 x $1,300 $1,300
2 Rental of venue for press-conference 1 x $4,500 $4,500
3 Training for support staff $2,000 $2,000
Sub Total $8,700
ADMINISTRATIVE AND PROFESSIONAL MANAGEMENT FEE
1 Event Management Fee $60,000
- Site Survey and co-ordination at event venue
- Production requirement study and co-ordination with client
- Preparation of detailed production and activation schedules
- Conceptualisation and Design
- Programme Management
- Event Administration; Detailed programme flow and emcee script
- Production Planning and execution event
- Production direction & rehearsal direction
- Prop Development
- Manpower Management & Co-ordination of event crew
- Website design and Management
- Event photography
- Liaison with relevant authorities
Sub Total $60,000

Grand Total $1,920,620

Discount (15%) $288,093
Total Cost Of Tender $1,632,527

46