CALLING FOR EXHIBITORS / EXHIBITION VENUE DESIGNER FOR MORE THAN HIGH-RISE EXPLORING HONG KONG THROUGH ARCHITECTURE ARCHITECTURE EXHIBITION The Hong Kong Institute of Architects ( HKIA ) invites (termed in short as "Invitation") interested young members (including Members, Fellows, Student Members, Graduate Members and Associate Members) aged 45 or below (by 31 Dec 2018) ("the Applicant") to submit proposal ("Proposal") by way of application for the MORE THAN HIGH-RISE Exploring Hong Kong through Architecture ( the Exhibition ) and thereof participate as Exhibitors ( Exhibitor ) and / or Exhibition Venue Designer ( Exhibition Venue Designer ). Participants can choose to participate as Exhibitor, or Exhibition Venue Designer, or both. 1. THE ORGANIZER HKIA will be the organizer ( Organizer ) of the event. The Organizer shall appoint an Organizing Committee named Tokyo Exhibition Organizing Committee to represent HKIA to supervise the Project. All correspondence shall be directed to the HKIA Secretariat ( Secretariat ). Page 1 of 17
2. PROJECT AIMS HKIA has the following aims for the Exhibition To present an exhibition in the highest standard to reveal the unique characters of Hong Kong architecture and urbanism; To promote the creative industry of Hong Kong in an international arena; To encourage architectural, cultural and intellectual dialogue between architects, scholars and public from both Hong Kong and Japan; and To nurture Hong Kong young architects by displaying their talents in international arena. 3. BACKGROUND OF THE EXHIBITION Organized by HKIA and sponsored by Hong Kong Economic and Trade Office (Tokyo) of the Government of the Hong Kong Special Administrative Region ( ETO (Tyo) ), the Exhibition explores Hong Kong s unique urban form that celebrates an aesthetic of density and intensity by exhibiting distinctive architecture projects and providing a platform to showcase our next generation s design talents in an international light. The Exhibition is part of the event of Hong Kong Week 2018 in Tokyo. 4. EXHIBITION THEME 4.1 Hong Kong is always described as a city of high-rise, yet with intensive vehicle and pedestrian network intersecting with the verticals, together with the old, cozy tenement buildings complementing with contemporary, efficient slender towers, the complexity of Hong Kong s cityscape goes way beyond the said stereotype. Through both conceptual or built architecture projects, the exhibition invites Japanese audience and overseas visitors to explore Hong Kong s unique urban form that celebrates an aesthetic of density and intensity, by a. organizing an exhibition that showcases and unfolds the dynamics of Hong Kong cityscape; b. inviting Hong Kong young architects to create, display to response to the premise; and, c. organizing forums that involve Hong Kong and Japan Architects to present, discuss, reveal and speculate issues of building tradition, cultural identity and sustainability. Page 2 of 17
4.2 With an aim to promote architectural excellence to the world, HKIA proposed the following project objectives of the Exhibition: a. Nurturing a pool of creative human capital which will form the backbone of our creative economy; b. Developing creative clusters in the territory to generate synergy and facilitate exchanges. The exhibition will be held in Tokyo to display Hong Kong through her architecture to Japanese visitors; and c. Promoting Hong Kong as Asia s creative capital. Promoting cultural exchange between Tokyo and Hong Kong through academic and intellectual dialogue between the cities. 4.3 The Exhibition shall encourage participation of and visit by creative professionals e.g. artists, designers, architects and urban planners, and the general public in Japan. The events shall outreach to the audience in Japan, with promotion both in Hong Kong and Japan. 5. GENERAL ROLES AND RESPONSIBILITIES OF DIFFERENT PERSONNNELS 5.1 Project Leaders Mr Vincent NG, JP, IPP FHKIA and Prof Paul CHU, Hon Secretary HKIA are Project Leaders whose duties include: a. Acting as project leaders of the exhibition and related matters overall; b. Acting as major liaison persons with ETO (Tyo); c. Setting up selection panel for i. appointing Exhibitors; ii. appointing Exhibition Venue Designer; iii. appointing Graphic Designer (Hong Kong-based); iv. appointing Exhibition Contractor cum PR and Advertising Manager (Japan-based); v. inviting speakers to present at Open Forums in Tokyo. Page 3 of 17
5.2 Invited Projects and Invited Exhibitors The exhibition is defined into the following categories with the following relevant invited projects going to be exhibited. The Invited Exhibitors would assist to select Exhibitors and Exhibition Venue Designer. Categories Exhibit Format Invited Projects/ Exhibitors Architecture as a creative Physical models/ PMQ / ASD HKSARG hub diagrams/ videos Architecture as a social vehicle Architecture as a temporality construct Media as a means to reveal architectural thinking Physical models/ diagrams/ videos Physical models/ diagrams/ videos Multi-media Blue House/ Kenneth TSE, HKIA and his team Hong Kong House at Echigo-Tsumari Art Triennial 2018/ YIP Chun Hang, HKIA and his team Architectural photography/ Tugo CHENG, HKIA 5.3 Exhibitors and Exhibition Venue Designer Selection Panel A Selection Panel comprising of HKIA Members and Invited Exhibitors would be set up to perform the following duties: a. Assessing quality of the applicants exhibits and exhibition venue design submissions; b. Attending interview to select Exhibitor and Exhibition Venue Designer for the exhibition. c. The decision of the Selection Panel would be final. 5.4 Exhibitors Exhibitors roles are: a. Proposing, producing and transporting exhibition piece(s) which respond to the theme of the exhibition; b. Coordinating with Exhibition Venue Designer and Exhibition Contractor cum PR and Advertising Manager (Japan-based) for the setup and other logistics of the exhibition; c. Attending the opening ceremony of the exhibition in Tokyo; Page 4 of 17
d. Note: the Exhibitors are to arrange the transport logistics should they want the exhibits to be returned to them after the exhibition. The exhibits are to be removed and cleared by the Exhibition Contractor cum PR and Advertising Manager (Japan-based) otherwise. 5.5 Exhibition Venue Designer Exhibition Venue Designer s roles are: a. Providing design for the exhibition venue; b. Assisting in the selection of Graphic Designer (Hong Kong-based) and Exhibition Contractor cum PR and Advertising Manager (Japan-based) c. Coordinating with Exhibitors, Graphic Designer (Hong Kong-based) and Exhibition Contractor cum PR and Advertising Manager (Japan-based) deliver the exhibition contents; d. To facilitate better communication, it is preferred that the team would have a Tokyo-based Japanese-speaking coordinator (part-time possible) for necessary coordination. 5.6 Graphic Designer (Hong Kong-based) Graphic Designer is to be selected by Project Leaders and Exhibition Venue Designer and recruited by HKIA to: a. Creating graphics for publicity materials (including exhibition booklet, poster, pamphlets, flyers, cards, website and Facebook hosting, etc) b. Printing and production of event booklet, leaflets and posters in both English and Japanese languages. 5.7 Exhibition Contractor cum PR and Advertising Manager (Japan-based) Exhibition Contractor cum PR and Advertising Manager (Japan-based) is to be selected by Project Leaders and Exhibition Venue Designer and recruited by HKIA. Her general duties are: a. A Japan-based exhibition contractor serving as the overall coordinator for the Exhibition; b. Responsible for the exhibition set-up, all the necessary logistics arrangements in Japan, on-site supervision, liaison with relevant parties; c. Serving as PR and advertising management in connection with the Exhibition; d. Her work is to be coordinated and supervised by the Exhibition Venue Designer. Page 5 of 17
5.8 Speakers of Open Forums (HKIA and JIA members) The speakers are to be appointed to perform the following (topics to be confirmed later): a. Attending and presenting at the 2 open forums during the exhibition period; b. Joining the roundtable discussion after the forums; 6. EXHIBITION VENUE AND PROGRAM 6.1 The tentative schedule is as below: Date : 31 October to 11 November 2018 Opening Ceremony : 31 October 2018 afternoon Venue : Event Space, Ginza Tsutaya Books, 6/F Ginza Six, Tokyo, Japan 6.2 Exhibition and Events include: (a) Creative works of Hong Kong young architects; (b) 2 forums that involve Architects from Hong Kong and Japan to present, discuss, appreciate and reveal the aesthetic of density and intensity. 6.3 The program for the Exhibition is tentatively as follows- Period From (dd/mm/yyyy) To (dd/mm/yyyy) 8/6/2018 4/7/2018 20/6/2018 -- 11/7/2018 -- 13/7/2018 -- 16/7/2018 -- Milestones - Invitation and registration period for Exhibitors and Exhibition Venue Designer - Q&A between participants and Organizing Committee - Briefing of the Exhibition by Project Leaders at HKIA Premises - Deadline of submission of Exhibitors and Exhibition Venue Designers proposals (digital) - Presentation and adjudication interview at HKIA - Confirmation notices to Exhibitors and Exhibition Venue Designer - Release of exhibition fee (50%) to Exhibitors Page 6 of 17
Period From (dd/mm/yyyy) To (dd/mm/yyyy) Milestones - Release of design fee (50%) to Exhibition Venue Designer - Graphic Designer (Hong Kong-based) contract tender out by HKIA 23/7/2018 30/7/2018 15/10/2018 25/7/2018 -- 10/8/2018 -- 15/8/2018 -- 15/10/2018 7/9/2018 -- - Exhibition Venue Designer to produce tender drawings for recruiting Exhibition Contractor cum PR and Advertising Manager (Japan-based); tender out by HKIA - Confirmation of Graphic Designer (Hong Kong-based) - Exhibition Venue Designer to assist in the selection - Exhibitors to produce exhibits - Exhibition Contractor cum PR and Advertising Manager (Japan-based) tender out by HKIA - Exhibition Contractor cum PR and Advertising Manager (Japan-based) tender return to HKIA - Exhibition Venue Designer to assist in selection - Confirmation of Exhibitors and Exhibition Contractor cum PR and Advertising Manager (Japan-based) - Exhibition Venue Designer to fine-tune the venue design, and coordinate with a. the Exhibitors b. Exhibition Contractor cum PR and Advertising Manager (Japan-based) c. Graphic Designer (Hong Kong-based) to deliver the project - Interim presentation of production progress by Exhibitors and Exhibition Venue Designer at HKIA; Page 7 of 17
Period From (dd/mm/yyyy) To (dd/mm/yyyy) 8/10/2018 -- 28/10/2018 -- Milestones - Release of exhibition fee (40%) to Exhibitors - Release of design fee (40%) to Exhibition Venue Designer - Deadline for Exhibitors to transport/ bring along the exhibits to the exhibition venue 29/10/2018 30/10/2018 - Exhibition Venue Designer to coordinate/ supervise the works at the exhibition venue; - 29/10 11.30pm: venue handover for decoration; local contractor/ exhibitor to install the exhibits at the venue; - 30/10 9.30am: installation completed (6.30am: truck to leave; 9.30am: workers to leave). Quiet installation could also be done during day-time of 30 Oct 31/10/2018 -- - (am) Final touch-up - (pm) media preview and opening ceremony to be officiated by the Chief Executive, HKSAR and other VIPs 31/10/2018 11/11/2018-2-week exhibition open for the public (free of charge) 4/11/2018 -- - Open Forum 1 (with JIA representatives) (free of charge) 10/11/2018 -- 11/11/2018 12/11/2018 13/11/2018 -- - Open Forum 2 (with JIA representatives) (free of charge) - 11/11 11.30pm - 12/11 9.30am: dismantle, clearance and make-good of the venue (6.30am: truck to leave; 9.30am: workers to leave) by Exhibition Contractor cum PR and Advertising Manager (Japan-based) - Release of exhibition fee (10%) to Exhibitors - Release of design fee (10%) to Exhibition Venue Designer Page 8 of 17
Period From (dd/mm/yyyy) To (dd/mm/yyyy) 13/11/2018 31/1/2019 28/02/2019 -- Milestones - Post-event documentation and submission of project evaluation report to HKETO (Tyo) by HKIA - Audited report to be submitted to HKETO (Tyo) by HKIA Page 9 of 17
7. ELIGIBILITY AND FORMAT OF EXHIBITS 7.1 For both Exhibitors and Exhibition Venue Designer, for applicant submitting as individual, he/ she must be a HKIA member aged 45 year-old or below by 31 Dec 2018 (i.e. date of birth on or before 1 Jan 1973). 7.2 For both Exhibitors and Exhibition Venue Designer, for applicant submitting as a team, all team members must be HKIA members aged 45 year-old or below by 31 Dec 2018 (i.e. date of birth on or before 1 Jan 1973). 7.3 Each applicant can only submit one proposal. HKIA members refer to HKIA Members, Fellows, Student Members, Graduate Members and Associate Members. 7.4 In case of team work, member(s) of the corresponding exhibit should be appropriately indicated or recognized. 7.5 The proposed exhibit(s)* should be: a. Built projects; or, b. Architecture-related show pieces (architecture, space, interior, built-environment related) 7.6 Exhibitors are free to propose their exhibits that respond to the theme of the exhibition. Size of the exhibits are as follows: Categories Exhibit Format Size of exhibits (Max.)* Architecture as a creative Physical models/ 1m (l) x 0.75m (w) x 1.2m (h) hub diagrams/ videos Architecture as a social vehicle Architecture as a temporality construct Media as a means to reveal architectural thinking Physical models/ diagrams/ videos Physical models/ diagrams/ videos Multi-media 1m (l) x 0.75m (w) x 1.2m (h) 1m (l) x 0.75m (w) x 1.2m (h) 1m (l) x 0.75m (w) x 1.2m (h) Total no. of exhibits 15-18 *Sizes are tentative sizes only. Exhibit sizes subject to design development of the exhibition venue layout and further coordination among Exhibition Venue Designer, Project Leaders, Exhibitors and the Exhibition Venue provider. Page 10 of 17
8. FEES 8.1 Exhibitors Each Exhibitor would be sponsored a lump sum fee HK$70,000 for the airfare, accommodation, production of the exhibit, and all other expenses incurred for the exhibition. Please refer to the 6. EXHIBITION VENUE AND PROGRAM for payment schedule. 8.2 Exhibition Venue Designer The lump sum fee for Exhibition Venue Designer would be HK$100,000, this includes the airfare, accommodation, production and coordination of the venue design, and all other expenses. Please refer to the 6. EXHIBITION VENUE AND PROGRAM for payment schedule. 9. BASIC INFORMATION 9.1 The follwong information are for participants reference (will be provided upon successful registration): a. General Exhibition Venue description (pdf); b. 3D model, Plan, Section and Elevations of the exhibition venue (Sketch-up model). 10. SUBMISSION OF PROPOSALS 10.1 Exhibitors Applicants who are interested in the Exhibition should first complete the Registration Form (Appendix A) to get registered by 4 July 2018. 10.2 The registrants should then submit the proposal by the deadline stipulated in 10.5. The Proposal should be presented in English and includes the followings: ITEMS SUBMISSION FORMAT 1 Exhibition title and Exhibition statement 300 words max. 2 Personal info/ Contact / Curriculum vitae Table form of the Exhibitors 3 Images of the Exhibits with captions, Min. format 21 x 29cm, photography credit and copyright forms 300dpi, tiff/ jpeg file 4 Outline Budget (for reference only) Table form Format of submission: PDF format consisting maximum 15 PowerPoint slides Page 11 of 17
10.3 Exhibition Venue Designer Applicants who are interested in the job should first complete the Registration Form (Appendix A) to get registered by 4 July 2018. 10.4 The registrants should then submit the proposal by the deadline stipulated in 10.5. The Proposal should be presented in English and includes the followings: ITEMS SUBMISSION FORMAT 1 Statement of design 300 words max. 2 Personal info/ Contact / Curriculum vitae Table form of the Exhibition Venue Designer 3 Ideas of the proposed venue design Min. format 21 x 29cm, 300dpi, tiff/ jpeg file 4 Outline Budget (for reference only) Table form Format of submission: PDF format consisting maximum 15 PowerPoint slides 10.5 Both Exhibitors and Exhibition Venue Designers Proposals should reach HKIA Secretariat by email to exhibition@hkia.net on or before: 11 July 2018 (Hong Kong Time) ( Deadline ). HKIA does not accept any supplementary information of the Proposal (except upon request by HKIA) submitted after the submission deadline. Late submissions will not be considered. 10.6 The tentative presentation and interview session is scheduled for 13 July 2018 at HKIA Premises, 19/F, One Hysan Avenue, Causeway Bay, Hong Kong. Result of selected proposals will be announced by 16 July 2018. Selected works are requested to proceed to the production stage and all works should be completed by 15 October 2018, and installed by 30 Oct 2018 in Japan. 10.7 A Briefing Session would be scheduled for 20 June 2018, Wednesday, at 6:30pm at HKIA Premise (19/F, 1 Hysan Avenue, Causeway Bay, Hong Kong) for the potential Applicants to raise any questions regarding the invitation for proposal. We will post the details of the Briefing Session onto www.hkia.net. 10.8 Shortlisted Applicants will be invited to progress meetings scheduled between 16 July and 15 Oct 2018 to further discuss the development of their Proposals. 10.9 Any provision in any Application which does not fully meet and comply with the conditions of this Invitation shall be void and at no effect. Page 12 of 17
10.10 Through responding to this Invitation by submitting any Application and Proposal, Applicants shall be bound exclusively in all respects by the terms and conditions in this Invitation. 11. ASSESSMENT, SELECTION PROCEDURES AND CRITERIA 11.1 The Selection Panel members, on behalf of HKIA shall assess all Proposals submitted in due good order. The Selection Panel s decision shall be final and shall not be open to query or dispute by any Applicant. 11.2 The selection criteria are as follows: Whether the Proposal fulfills the Project Aims; Whether the Proposal is unique and innovative, representing Hong Kong and relevant to the theme of the Exhibition; Whether the proposed Exhibits are responding to the Theme of the Hong Kong Exhibition; Feasibility of the Project; Track record of the Exhibition Venue Designer, including experience in production/ curatorship in architectural exhibitions, overseas networks, administrative capability etc; The quality and merit of the Exhibits and the ability of the Exhibitors to complete the Exhibits; He/she must show ability to work with sponsorship funding, institutional bodies and tight schedule; He/she must show intellectual ability and proposal that would represent our architecture, on behalf of the city; Over budget proposal will not be considered and Exhibitors are responsible for the control of actual expenditure within the prescribed budget stated therein. Except that any over-expenditure on proposed exhibits must be borne by the Exhibitors. The persons who submit the proposal shall sign on a declaration form to indicate their understanding of the proposed fee. 11.3 The Selection Panel reserves the right to set assessment criteria additional to those above which the Panel determines to be objective and do not contradict existing ones to facilitate the processing of applications; review of such additional objective criteria will not be accepted. Page 13 of 17
11.4 HKIA reserves the right not to accept/ consider Proposals that fail to meet the above criteria. 12. NOTIFICATION OF RESULTS AND SIGNING OF AGREEMENT 12.1 HKIA has scheduled to announce the result of Applications by 16 July 2018 tentatively upon completion of selection procedures. 12.2 HKIA shall determine the details of the Project and the related obligations of the successful Applicant and the budget and will sign an agreement ("the Agreement") with the successful Applicant. The successful Applicant must submit a revised proposal/budget, if so required by HKIA before the signing of the Agreement. 12.3 If the Applicants in the Project are employees of any office, the participants must submit an approval letter from the office indicating the office s approval of her employees to participate in the Project on a personal basis before the signing of the Agreement. 12.4 HKIA reserves the absolute right to reject and disqualify any Applicant if it thinks fit. 12.5 HKIA reserves the absolute right to cancel the Project arrangement of any Applicant if it thinks fit. 12.6 HKIA shall not be liable to compensate any rejected, disqualified or unsuccessful applicant and any cancelled exhibition Proposal of the successful Applicant. 12.7 HKIA shall have the right to take photos, keep records and to reproduce any entry submissions of the successful Applicant and for documentation, exhibition, educational or publicity purposes. 12.8 In making the Application, each Applicant warrants that the Applicant is in possession of the intellectual property rights of the proposal and has full right to possess, deal with and dispose of them free from all encumbrances. 12.9 The Applicant shall undertake full responsibility for the Proposal and shall indemnify HKIA for any loss that may arise from any breach of these conditions, of the Application and of the Agreement. 12.10 Upon successful application, the Applicant shall enter into a contract with The Hong Kong Institute of Architects. Page 14 of 17
13. HANDLING OF PERSONAL DATA 13.1 According to Paragraph 2.3.3 of the Code of Practice on Identity Card Number and Other Personal Identifiers published by the Privacy Commissioner for Personal Data ( the Code ), HKIA may collect the ID card number of the grantee/ authorized signatory if the grantee is an organization to verify the grantee s identity and to identify grants related to the grantee. 13.2 Personal data contained in the Application documents are used by HKIA to facilitate the processing and assessment of Proposals. Failure to provide such data will obstruct and prevent the assessment and result of the Application. 13.3 If there is any amendment to the personal data on the Application documents, the Applicant shall inform HKIA in writing to ensure the accuracy of personal data held by HKIA at all times. HKIA may publish information concerning successful Project Applications in its Annual Report, Website, Newsletter and other publicity material; HKIA may also use such information for its own research or policy development purposes. The Applicant shall allow HKIA to publish and use such information and is required to notify HKIA in writing when submitting the Application if the Applicant does not want to receive any publicity materials from HKIA or related organizations. 13.4 To facilitate the assessment of Proposal, the Applicant shall allow HKIA to reveal personal data contained in the Application to HKIA Council Members, Organizing Committee members, ETO (Tyo), other Government departments and external consultants for reference. 13.5 The Project will be assessed at any time by HKIA Council Members, Organizing Committee members, or consultants in the entire discretion of HKIA. The Applicant accepts that the contents of the assessment will be revealed to the public. Page 15 of 17
14. COPYRIGHT 14.1 To facilitate the assessment of the Applications for the Project, the Applicant agrees to authorize HKIA to duplicate and distribute Application documents to HKIA Council Members, Organizing Committee members, ETO (Tyo), other Government departments, external consultants and other persons involved in the assessment of the Applications for reference. 14.2 If the Application documents submitted by the Applicant contain material (including any written, verbal, graphic/ image production or other format), of which the copyright belongs to other parties/ organizations, it is the Applicant s responsibility to obtain prior written consent from the copyright owner for its use and to enable HKIA to carry out the aforementioned assessment. 14.3 If the contents of the Application incorporate the duplication, distribution or publishing of works and materials, etc. (including any written, verbal, graphic/ image production or other format), of which the copyright belongs to other parties/ organizations, it is the Applicant s responsibility to obtain prior written consent from the copyright owner to ensure that the project can be implemented successfully. 14.4 The Applicant must ensure that HKIA will not violate the Intellectual Property (Miscellaneous Amendments) Ordinance 2000 or other relevant ordinances due to the receipt, examination, possession, processing or archiving of Application documents submitted by the Applicant. If the failure of the Applicant to comply with this requirement causes HKIA to violate any copyright law, the Applicant shall compensate HKIA fully for any loss so caused. 14.5 The selected Applicant shall grant HKIA a royalty free and irrevocable license exercisable at any time by HKIA in its entire discretion to reproduce, upload, store and post all the materials produced in association with the Project, in any format, and partly or wholly, on media channels, including but not limited to publication, website, promotional activities, new media platform etc. owned or managed by HKIA or in non-commercial promotion activities. 14.6 HKIA reserves the right to show excerpts from the Project (and the video documentation of the Project) at events organized by HKIA for promotional purposes. HKIA reserves the right to show the full version of the production at academic or not-for-profit events (such as arts festivals, etc.), the nature of which to be determined entirely by HKIA. 14.7 HKIA is not responsible for any copyright dispute that might arise between the successful Applicant, the selected Exhibitors, the Exhibition Venue Designer, the cross-media collaborators and other third parties. Page 16 of 17
15. THE PREVENTION OF BRIBERY ORDINANCE 15.1 The Hong Kong Institute of Architects is a public body under the Prevention of Bribery Ordinance Cap 201. All members and staff of Hong Kong Institute of Architects must abide by the regulations related to the acceptance of advantages. 15.2 Under Chapter 201 Section 4 of the Prevention of Bribery Ordinance, the offering of advantage to, or the soliciting or acceptance of any advantages from any Institute's staff is strictly prohibited. Applicants should be aware of, and abide by, all applicable the regulations in their regard. 16. ENQUIRIES 16.1 The Applicant should visit regularly HKIA website at www.hkia.net for updates and further announcement during the course of this Invitation. 16.2 For general administrative enquiries, please contact HKIA Secretariat Ms. Erica CHAN / Ms. Kat TSANG Email exhibition@hkia.net Tel. (852) 2805 7302 / 2805 7398 / 2511 6323 Page 17 of 17