INVITATION FOR EXHIBITION/ BOOKLET DESIGNER

FOR THE HONG KONG INSTITUTE OF ARCHITECTS

ANNUAL AWARDS 2025 EXHIBITION

We take pleasure in inviting proposals for the captioned project organised by the Hong Kong Institute of Architects (HKIA).

The HKIA Annual Awards aims at recognising outstanding architecture achievements by members of HKIA. The Awards was launched in 1965 and is one of the most important architectural awards given out in Hong Kong acknowledging distinguished merits and offering the opportunity for public admiration and appreciation.  Entrant projects widely spread around the globe. The HKIA Annual Awards has witnessed the change in Hong Kong’s architecture, and the progression of the quality of works by Hong Kong architects.

With an aim to promote architectural excellence to the city, the HKIA Annual Awards 2025 Exhibition should be designed to show the high-quality services that Hong Kong architects are providing. The Exhibition will exhibit the winning and finalist projects of the Annual Awards 2025. The Exhibition will tentatively be held on 18^th January to 2^nd February 2026 and at the H6 CONET, G/F, The Center.

1. EXHIBITION THEME & DESIGN GUIDELINES

1. The theme of the HKIA Annual Awards 2025 Exhibition should be proposed by the designer to be in line with the spatial, graphics, and curation content. The theme should focus on the curatorial approach and be suitable to different exhibits and venues.
2. The winning and finalist entries and exhibits, including exhibition panels and building models, of the HKIA Annual Awards 2025 shall form the core of the Exhibition. As a reference, the winning and finalist entries were added up to approximately 70 nos. in last year.
3. Consideration should be given to minimising waste disposal after exhibition, and use of rental exhibition systems/stands and recyclable materials should be adopted (please refer to Appendix 4 for reference). The exhibition stands are also required to be dismantled and reassembled in different sites for multiple usages.
4. The panels have been displayed at the HKIA Annual Ball dated 31 October 2025 and will be reused for the Exhibition. The Exhibition Designer shall ensure the quality of the printed materials.
5. The individual panel content & layouts have been done by the Annual Awards recipients, while the Exhibition Designer will be responsible for adapting the panels (A0 Panels x 74 pcs) for the exhibition design.

2. EXHIBITION AND EVENTS SCHEDULE

*Dates are subject to change and approval by venue provider

3. SCOPE OF WORKS OF THE EXHIBITION DESIGNER

1. HKIA is the Organiser of the event (“Organiser”). The Organiser has appointed the Annual Awards 2025 Committee to represent HKIA to supervise the project. All correspondence shall be directed to the HKIA Secretariat (“Secretariat”).
2. Exhibition Designer is responsible to provide a design for the exhibition and curate the content provided with a theme that aligns with the spatial and graphic design. Interaction with the general public shall be well addressed in the design.
3. Exhibition Designer is responsible to provide the below-listed items, based on the exhibition design:

1. Exhibition

1. Schematic design, including but not limited to, planning, 3D renders, exhibition panel system and sourcing, panel template layout, building model stand design, backdrop for photo-taking, multimedia items if applicable, installations, preliminary cost estimate for the proposed items;
2. Tender drawings & documents, including but not limited to, dimensioned drawings, illustrations, electronic files for production, specifications for panel stands and building model stands, layout of lighting fixtures, and all associated administration works to appoint and coordinate with the responsible contractor.

2. Publicity materials

1. Design of exhibition series identity key visual(s), a separate event vendor will adapt the key visual(s) for publicity materials of associated events;
2. Design & layouts of the approximately 200-page commemorative publication of HKIA Annual Awards 2025 winning and finalist projects.  All necessary coordination with the print house for the publication.

3. Exhibition Designer should cooperate with the venue provider, contractors, event vendors and exhibitors. Exhibition Designer should coordinate and provide, solutions and technical advice when necessary for related parties to facilitate the operation and marketing needs of the exhibition. Exhibition Designer should ensure that all regulations and requirements of the venue provider and relevant government departments for setting up and dismantling are met, and the construction of the exhibition is well coordinated to maintain a high standard.

4. PROGRAMME OF THE EXHIBITION

5. BUDGET FOR PRODUCTION

1. Total budget for construction of exhibition is HK$300,000;
2. The Exhibition Designer should budget the proposal and provide a cost breakdown for the design;
3. Separate calls for quotation of fees of the mentioned items may be required.

6. DESIGNER FEE & PAYMENT SCHEDULE

Lump sum fee of HK$170,000 shall be available to the successfully appointed Exhibition Designer:

7. SUBMISSION OF PROPOSAL

1. Applicants should submit the proposal by the submission deadline of 1 December 2025, Monday, 5:00pm (Hong Kong Time) by email to bia@hkia.org.hk or in sealed envelope marked “HKIA Annual Awards 2025 Exhibition” to HKIA Premises (19/F, One Hysan Avenue, Causeway Bay, Hong Kong.).  Late submissions will not be considered.
2. The proposal should consist of

1. 2-page A3 presentation (that may include concept, sketches, layouts, reference photos, or 3D illustrations) about what you want to achieve in the exhibition;
2. Experiences and project references in exhibition design;
3. CV of Key staffs, including exhibition designer and graphic designer;
4. Estimated construction cost of the proposal with breakdowns

8. ASSESSMENT CRITERIA

Creativity & practicality will be assessed by the Annual Awards 2025 committee.  Shortlisted applicants will be invited to attend a tender interview in early December 2025.

1. ENQUIRY

1. Applicants should regularly visit www.hkia.net for updates and further announcement during the course of invitation.
2. For general administrative enquiries, please contact
   HKIA Secretariat Ms. Ashley Lee at 3155 0404 / Mr. Ian Lau at 3155 0412
   Email: bia@hkia.org.hk

10. APPENDICES

Appendix 1 – Floor plan of H6 CONET, G/F, The Center

Appendix 2 – Photos & images of past Annual Awards Exhibitions

Appendix 3 – HKIA Annual Awards 2024 Commemorative Publication – extracted pages

Appendix 4 – Sustainable Exhibition Reference

Appendix 5 – Other general contract clauses for personal data, copyrights, etc.

PDF Version:

INVITATION FOR EXHIBITION/ BOOKLET DESIGNER

App.1-H6 CONET_Floor Plan

App.2-Past_Exhibitions

App.3-Annual_Awards_2024_Commemorative_Publication_extracted pages

App.4-Sustainable_Materials_Reference

App.5-General_Contract_Clause