TRIATHLON ASSOCIATION OF HONG KONG CHINA (“TriHK”)

TENDER NOTICE (Date of Notice: 2 September 2026)

Our Reference:

TRIHK/WC2026/VSU-FOP

Invitation for Tender:

Invitation for Tender for the provision of Field of Play (FOP) Venue Setup Service for the 2026 World Triathlon Cup Hong Kong in November 2026 (“the Event”).

Subject:

TriHK intends to appoint a service provider to provide Venue Setup Service (FOP) for the 2026 World Triathlon Cup Hong Kong (the “Service”) in Hong Kong (the “Venue”), to be held on 7 and 8 November 2026 (the “Period”)

Description of Services to be provided:

Service Requirements

1.     Venue Setup — Setup of Field of Play (FOP).

2.     Marquee Details — Specifications to include material, size, sidewalls, flooring, carpet, number of sockets, electricity supply, lighting, etc.

3.     Plants and Décor — Types and quantities, with reference photos; also include number of chairs, tables, and covers.

4.     Furniture and Equipment List — To include chairs, tables, A‑boards, finished arch, winner tape, barrier covers, interview backdrop, awards ceremony backdrop, press backdrop, LED wall, PA system, marquees (3x3, 4x4 and 5x5), foldable tables, and foldable chairs.

5.     Setup Optimization — TriHK welcomes proposals to reduce the number of marquees or suggest alternative arrangements, provided operational needs are not compromised. Such suggestions should be highlighted in the proposal.

6.     Venue Responsibility — The Tenderer shall be responsible for any damage to the venue arising from services provided under this tender.

7.     Regulatory Compliance — The Tenderer must comply with all applicable regulatory requirements and restrictions, including those imposed by the HKSAR Government and the venue management company.

8.     Cost Alignment — Costs listed in the fee proposal must correspond with the creative design and plan provided in the technical proposal.

Additional Information to be Considered:

1.      Course Measurement — The Service Provider must measure the required course(s) during promotion, with verification by TriHK officials.

2.         Event Organization Expertise — The Service Provider must be well‑versed in organizing events, from conceptualization and vendor sourcing to on‑site execution.

3.         Government and Stakeholder Engagement — The Service Provider should facilitate government and stakeholder lobbying, including license approvals and relationship‑building with decision-makers.

4.         Media Relations — The Service Provider must maintain strong relationships with key journalists across both traditional and new media outlets.

5.         Site Visit — A site visit will be arranged by TriHK with the Service Provider 3 weeks prior to each event date.

6.         Event Naming Rights — TriHK reserves the right to make final decisions on Event Name and Event Information without prior notice.

7.         Venue Setup Changes — TriHK reserves the right to alter the venue setup prior to the event, and the Service Provider is expected to accommodate such changes.

Tender Acceptance — TriHK does not bind itself to accept the lowest tender (or the highest combined score under a marking scheme) and reserves the right to negotiate with any tenderer regarding the terms of the offer.

Eligibility Requirements:

Tender Submission Requirements
Tenderers must meet the following requirements and provide documentary proof as detailed below:

1.          Company registration documents — Copies of valid company registration documents.

2.          Management experience in sports — Key management staff must demonstrate prior experience in organizing sports events.

3.          Community engagement experience — Key management staff must have experience in community and social responsibility engagement projects.

4.          Cost and charging details — Full details of the proposed cost structure and charging method for the event.

5.          Track record and personnel qualifications — Information on successful experience in multi‑sports and international events, along with qualifications of on‑site personnel who may be assigned to the event(s).

6.          Long‑term service commitment — Tenderers must agree to provide long‑term event management services, including sports events for TriHK in other local and international races during the annual term, with further details to be mutually agreed.

Closing date/time:

17:00 on 11 September 2026 (Hong Kong time)

Contact:

Ms. Rebecca Mok, Senior Sports Executive

Room 1020, Olympic House, 1 Stadium Path, So Kon Po, Causeway Bay, Hong Kong

Tel. No. : (852) 2504 8282

Fax No. : (852) 2576 8253

Email : trihk@triathlon.com.hk

Submission of Tenders:

Tender Submission Guidelines

1.    Tenders must be submitted using the prescribed Form of Tender.

2.    Responses to this Invitation must be sent to TriHK by email before the closing time. Late submissions will not be accepted.

3.     In the event that a Typhoon Signal No. 8 or above is hoisted, or a Black Rainstorm Warning Signal is issued between Hong Kong time 09:00 and 15:00 on the closing date, the closing date/time will be automatically extended to 15:00 Hong Kong time on the next working day. For the purpose of this clause, Saturdays, Sundays, and Public Holidays are not counted as working days.

4.     The result will be announced on 15 September 2026 (Hong Kong time).

5.     For further information, please contact TriHK by email at trihk@triathlon.com.hk or by telephone at (852) 2504 8282.

Remarks:

1.      Costs and Responsibilities All costs and expenses incurred in connection with any response to this Invitation to Tender, including the preparation and/or submission of tenders, shall be borne entirely by the interested parties.

2.      Acceptance of Tender TriHK reserves the right, at its sole discretion, to accept the tender it considers most advantageous overall. TriHK is not bound to accept any tender, regardless of whether it represents the lowest bid or achieves the highest overall score. TriHK further reserves the right to suspend, cancel, or not proceed with this Invitation to Tender, or to negotiate with any tenderer regarding the terms of their offer.

3.      Privacy Policy All tenders are subject to TriHK’s Privacy Policy Statement.

4.      Dispute Resolution Any dispute or difference arising out of or in connection with this contract (including any subsequent amendment thereto) shall be submitted to the AALCO Hong Kong Regional Arbitration Centre ("AALCO-HKRAC") and administered by it in accordance with the AALCO Hong Kong Regional Arbitration Centre Sports Industry Mediation and Arbitration Rules (2026) (the "Rules") for mediation. If the dispute is not resolved through mediation within the time limit prescribed in the Rules (or any extended time limit agreed in writing by the parties), the dispute shall be submitted to the AALCO Hong Kong Regional Arbitration Centre and administered by it in accordance with the Rules for arbitration, and the arbitral award shall be final.