PR15472559 Questions and Answers (01AUG2025).pdf

Solicitation No: PR15472559

Questions and Answers:

Date: 1 August 2025

Question 1: What is the estimated space size at each provided location?

Answer 1: American Corners are hosted by different institutions/organizations, hence there are various sizes. You may find out about the host institutions here:

https://my.usembassy.gov/education/american-spaces/

Vendor is not limited to only use the space in the host organizations that is dedicated to the American Corner but may utilize spaces that are available in the host institutions, such as lobby or multipurpose hall, for this program.

Question 2: Are there any restrictions (e.g., operating hours, set-up times, power usage)?

Answer 2: Vendor is required to consult with each American Corner on this. Generally, vendor can set up within the operating hours of the American Corners, and additional 1 or 2 hours after its closing time if needed with agreement from the host organizations. However, vendors are not allowed to do any set up when the host organizations are having events.

There are also no restrictions on power usage, although we would request the vendor to operate within reasonable means. Vendor is responsible to propose suitable venues in

Perak, Terengganu and Johor. Please coordinate with the venue provider.

Question 3: Can you provide the confirmed dates for the 6 locations?

Answer 3: There are no confirmed dates for the 6 locations as of now. However, we aim to have a press announcement and social media blitz in September 2025. The first tour is expected to start in KL in early December followed by other locations in consultation with the embassy.

Question 4: For 3 additional locations at a major town in Perak, Terengganu and Johor. What are the expected dates for these 3 locations?

Answer 4: The vendor may propose dates, which will be finalized upon confirmation by the embassy.

https://my.usembassy.gov/education/american-spaces/

Question 5: What is the expected audience size or foot traffic?

Answer 5: 300 visitors each for all 9 locations.

Question 6: Are there preferred venues or venue types in Perak, Terengganu, and Johor? (Shopping

Mall, School Campus, warehouse, hall… etc?)

Answer 6: We don’t have a specific venue preference, but we prefer a location that can draw a strong audience.

Question 7: For booth design, are there specific branding guidelines to follow (e.g., colors, logos, messaging)?

Answer 7: Yes, the branding and other guidelines will be provided.

Question 8: What are the dimensions and layout requirements for each booth?

Answer 8: 3X3 meters.

Question 9: Are all booths to be uniformly designed, or is customization needed per theme?

Answer 9: The booths will maintain a consistent design aesthetic, while incorporating distinct visual cues to reflect their individual functions.

Question 10: Are the booths indoors or outdoors?

Answer 10: The booths should be placed indoor.

Question 11: Are there any weatherproofing requirements for the booths?

Answer 11: No.

Question 12: What are the required dimensions for the TV?

Answer 12: Min 65 inches, 6 booths will need TV.

Question 13: Who provides 2 assistants per booth?

Answer 13: The Embassy would recommend locals who we believe have relevant knowledge on the topics represented by the booths, such as our exchange alumni for exchange program booth. We will need assistance for other booths to be determined later.

Question 14: What are their expected job scopes and hours of work?

Answer 14: Hours may be different for each venue – maximum 8 hours. Assistants are expected to answer enquiries from visitors and promote the programs they are tasked with.

Question 15: Will training or briefing be provided, and by whom?

Answer 15: Yes, by Embassy officials.

Question 16: Will Embassy branding guidelines be shared for all marketing materials?

Answer 16: Yes.

Question 17: What are the expected quantities and types of printed promotional items?

Answer 17: Vendor to suggest quantity that is sufficient to promote the events. Examples of promotional items are bags, brochures, and other miscellaneous items such as pens, notebooks, etc.

Question 18: What is the expected format and delivery timeline for invitations?

Answer 18: Invitations should be sent via email, with an RSVP deadline set for 20 days prior to the event. Periodic reminders should be sent to non-respondents to encourage timely replies. Additionally, a final reminder should be sent to all confirmed attendees one day before the event begins.

Question 19: Which platforms should the social media campaign cover (e.g., Facebook, Instagram, TikTok… etc)?

Answer 19: FB, Instagram, and websites that not only belong to the Embassy or dedicated sites for this tour, but also those belong to partners such as the host institutions of American

Corners.

Question 20: Do we need to develop media content (posts, videos), or will Embassy supply creative?

Answer 20: Vendor to develop.

Question 21: For traditional media, who provides press contacts? Does the Embassy facilitate connections? Or you require a PR Agency to execute?

Answer 21: Embassy can facilitate connections.

Question 22: What are the expectations for the two media coverages per key location — TV, newspaper, online?

Answer 22: Vendor to ensure that there are media who will attend and cover the event.

Question 23: Are there specific pickup/drop-off locations and schedules for buses? Outstation? Local?

Answer 23: No. The vendor can suggest schools/universities/colleges for each location.

Question 24: Transportation for both days? 2 ways?

Answer 24: Yes, for both days and two days.

Question 25: 4,000 publicity collaterals is for 9 locations?

Answer 25: Yes.

Question 26: Will the survey design and content come from the Embassy, or we have to create it?

Answer 26: Vendor to create consultation with embassy.

Question 27: What’s the expected demographic breakdown per 200-sample survey?

Answer 27: Majority must be youth.

Question 28: How will data be collected (paper, tablet, QR code)?

Answer 28: Vendor to decide.

Question 29: What statistical methods or reporting formats are required?

Answer 29: We require Cross-tabulations method i.e. analyzing responses by demographic group

(e.g., student type, age group, sector). The report should include an executive summary of key findings, a clear methodology section (sample size, demographics, limitations), and pre/post comparison tables and charts. Data should be disaggregated by state and audience group.

Question 30: Should analysis be comparative (before/after) or descriptive?

Answer 30: The analysis should be both comparative and descriptive, but with a stronger emphasis on comparative (before/after) analysis. We would like the assessment on the impact of this tour, to show statistically whether participants learned something, changed attitudes, or became more aware of Embassy programs and innovative prowess of the U.S.

Question 31: What is the specific photo/video guidelines (e.g., resolution, format)?

Answer 31: Please ensure all photos are high-resolution (minimum 300 DPI, 4000x3000px), submitted in JPEG and RAW formats, and include a mix of wide, medium, and close-up shots showing engagement, crowd, and branding. A minimum of 30 edited photos per location is required, clearly labeled by date and state. Videos must be in Full HD or 4K (MP4/MOV), with clear audio, 30–60 fps, and cover key moments, interactions, and B-rolls. Edited highlight reels (1–2 mins) and all raw footage should be organized and delivered via drive or HDD, with proper naming and usage rights.

Question 32: Are highlight reels or event recap videos required for each location?

Answer 32: Yes, but max 1 minute per location so they can be compiled into short video consisting of reels from all locations if needed.

Question 33: What length and structure is expected for reports and videos?

Answer 33: Reports should be 2–5 pages per location, with a final consolidated report of 10–15 pages.

They must include a summary, event overview, attendance data, photos, feedback, and lessons learned. Highlight videos should be 1 minute per location, with optional 10-30 second testimonials. All content should be clearly branded and structured.

Question 34: What AV equipment is expected (e.g., microphones, speakers, projector, LED screen)?

Answer 34: All of the above.

Question 35: Who provides the emcee?

Answer 35: Vendor.

Question 36: Who sources the Malaysian artists?

Answer 36: Vendor in consultation with Embassy.

Question 37: What kind of stage and space is required for performances or screenings?

Answer 37: Vendor to propose subject to approval by the embassy.

Question 38: Who manages film screening licenses?

Answer 38: Vendor.

Question 39: Are there specific themes or branding visuals required for the stage and backdrop?

Answer 39: Yes, should match the theme. The Embassy will work closely with the vendor on the visuals.

Question 40: Where is the venue & what is the date of the National Kickoff Event in Kuala Lumpur?

Answer 40: Vendor to hold the launch at American Corner KL either December 5 or 12.

Question 41: What is the expected time and duration of the launch event?

Answer 41: One hour maximum including speeches and launching gimmick, within office hour.

Question 42: What are the seats/table arrangements formal (e.g., cocktail-style) or theater-style?

Answer 42: Vendor to propose what is suitable for the venues.

Question 43: Inclusive in the budget with the 9 locations?

Answer 43: Yes.

Question 44: What is the proposed or confirmed date for the National Kickoff Event in Kuala Lumpur?

Answer 44: December 5 or 12, 2025. AYCKL at Publica has been booked for both this dates.

Question 45: Is there a preferred timeline or duration for the entire roadshow (e.g., over 3 months, 6 months)?

Answer 45: The first tour should be either December 6-7 or December 13-14 and the rest should be within one year. The vendor can propose the timeline.

Question 46: Are there any important dates the tour should avoid or align with? (e.g., public holidays, school holidays, exams, or major local events)

Answer 46: Please avoid public holidays at every location.

Question 47: Are all 9 locations expected to follow immediately after the kickoff, or will they be spread out?

Answer 47: It doesn’t have to follow immediately after the kickoff, it should be spread out.