Partnership Framework

Ube Fiesta aims to:

• Promote Philippine ube in Germany as a uniquely Filipino agricultural and cultural product by increasing public awareness of its Philippine origin, heritage, culinary traditions, and economic potential.

• Advance the Philippines' economic, cultural, and public diplomacy objectives by showcasing Philippine culture, creativity, gastronomy, tourism, products, and creative industries to German and international audiences.

• Strengthen people-to-people, institutional, and commercial linkages between the Philippines and Germany by fostering partnerships among government, businesses, cultural institutions, the Filipino community, and the wider public.

The Partner Organization(s) shall provide all planning, management, coordination, logistical, operational, administrative, and technical support necessary for the successful implementation of Ube Fiesta, in close coordination with the PCG.

As founder of the concept and project, “Philippine Ube Fiesta in Germany,” the PCG shall retain the conceptual oversight and strategic direction of Ube Fiesta. 

As implementing partner, the Partner Organization(s) shall be responsible for the operational planning and implementation of the festival, programming, partnerships, sponsorships, communications, and execution of the festival.

Accordingly, the PCG shall have the authority to intervene in any of the following, as necessary, for the purpose of redirecting or recalibrating towards the festival’s primary objectives:

• the use of the festival theme and identity;

• official branding and visual identity;

• the official programme and major festival activities;

• Matters on institutional partnerships, collaborations and sponsorships that may critically impact on the Ube Fiesta’s objectives or purpose;

• official publicity materials, including social media and communications;

• keynote speakers, guests of honor, and official participants;

• official merchandise bearing the Ube Fiesta name or logo; and

• any other significant operational, financial, or policy decision that may materially affect the objectives, conduct, or reputation of Ube Fiesta.

The Partner Organization(s) shall provide timely progress updates and promptly inform the PCG of any significant operational issues, risks, or developments.

The PCG reserves the right to modify, postpone, suspend, or cancel any particular activity, partnership, sponsorship, programme component, or other aspect of the festival that it determines to be inconsistent with the objectives of Ube Fiesta, the Ube in Germany initiative, applicable laws, or the interests and reputation of the Philippines in Germany or the Philippine Consulate General in Frankfurt.

Promotion of Philippine Ube

The Partner Organization(s) shall ensure that the promotion of Philippine ube, together with the narratives surrounding its Philippine origin, history, heritage, cultural significance, and identity, remains the principal focus of Ube Fiesta.

To this end, the Partner Organization(s) shall:

• ensure that Philippine ube remains the central theme of the festival across all programming, branding, exhibitions, marketing, public messaging, and commercial activities;

• consistently identify Philippine ube as originating from the Philippines and accurately communicate its Philippine identity in all festival materials and activities;

• promote public awareness of the history, heritage, cultural significance, traditional uses, culinary value, agricultural importance, and economic potential of Philippine ube;

• encourage vendors, exhibitors, sponsors, and partners to feature and use authentic Philippine ube and incorporate educational information regarding its Philippine origin wherever practicable, in order to support Filipino ube growers and producers;

• organize educational, cultural, culinary, and interactive activities that strengthen appreciation for Philippine ube and its contribution to Philippine culture, agriculture, gastronomy, creativity, and innovation;

• ensure that festival décor, exhibitions, competitions, demonstrations, performances, installations, and other public engagement activities reinforce Ube Fiesta's identity as a celebration of Philippine ube and Filipino heritage; and

• avoid activities, products, sponsorships, branding, or messaging that diminish, misrepresent, obscure, or overshadow the Philippine origin and identity of ube or are otherwise inconsistent with the objectives of Ube Fiesta.

Event Planning and Project Management

The Partner Organization(s) shall:

• prepare and maintain a comprehensive implementation plan beginning at the latest, six (6) months before the festival;

• develop an operational work plan identifying milestones, responsibilities, deliverables, and timelines;

• coordinate implementation across all workstreams;

• maintain an event master schedule and operations checklist;

• develop contingency plans for weather, technical failures, medical emergencies, and other unforeseen circumstances; and

• ensure the timely completion of all deliverables.

Government and Regulatory Coordination

The Partner Organization(s) shall:

• secure all permits, licences, and approvals required under applicable laws;

• coordinate with the City, venue management, police, fire department, emergency medical services, sanitation authorities, and other relevant agencies;

• ensure compliance with all applicable legal, health, safety, insurance, food hygiene, and venue requirements; and

• ensure that participating vendors possess all permits and certifications required by law.

Venue and Site Management

The Partner Organization(s) shall:

• coordinate venue reservations and contractual arrangements;

• prepare a detailed site plan indicating the stage, vendor and exhibitor booths, sponsor areas, information booth, emergency exits, emergency vehicle access, first aid stations, children's activity areas, waste collection points, electrical installations, and service areas;

• supervise venue setup, operations, and dismantling;

• coordinate visitor ingress and egress;

• maintain venue cleanliness throughout the festival; 

• Make adequate provisions for the security and crowd traffic management throughout Ube Fiesta; and

• restore the venue to its original condition following the event.

Vendor and Exhibitor Management

The Partner Organization(s) shall:

• recruit vendors and exhibitors in accordance with criteria approved by the PCG;

• determine registration fee rates;

• execute vendor agreements;

• assign booth locations;

• coordinate vendor logistics and utility requirements;

• conduct vendor briefings;

• monitor vendor compliance with festival rules and applicable regulations; and

• manage vendor registration, check-in, and check-out.

Programme Management

The Partner Organization(s) shall:

• coordinate performers, hosts, speakers, exhibitors, workshop facilitators, cultural groups, and activity organizers;

• prepare the programme schedule;

• coordinate any necessary rehearsals and dry-run;

• manage backstage operations;

• oversee stage management; and

• ensure that programme elements commence and conclude according to schedule.

Technical Production

The Partner Organization(s) shall coordinate all technical requirements, including:

• stage construction;

• lighting;

• sound systems;

• LED screens;

• audiovisual equipment;

• electrical distribution;

• generators, where necessary;

• internet connectivity; and

• technical operators.

Appropriate contingency measures shall be implemented to minimize technical disruptions.

Volunteer Management

The Partner Organization(s) shall:

• recruit, train, supervise, and deploy volunteers;

• assign volunteers to operational functions of the event;

• prepare volunteer schedules; 

• ensure well-being of volunteers during the festival; and

• conduct volunteer briefings prior to the festival.

Health, Safety, Security, and Risk Management

The Partner Organization(s) shall:

• prepare and implement an Event Safety Plan;

• conduct formal risk assessments;

• coordinate and hire security personnel;

• coordinate first aid providers and emergency medical services;

• provide materials for first aid 

• develop crowd management procedures;

• establish lost child procedures;

• maintain unobstructed emergency access routes; and

• coordinate emergency communications throughout the festival.

Marketing and Communications

The Partner Organization(s) shall:

• implement approved marketing and publicity campaigns;

• actively promote the event on social media;

• actively promote the event via printed means, as necessary;

• coordinate joint of the event among vendors and sponsors;

• coordinate media invitations and accreditation;

• coordinate photographers and videographers; and

• ensure that all public communications accurately reflect the branding, objectives, and messaging consistent with the goals of the Ube Fiesta and the promotion of a positive image of the Filipino Community and the Philippines, in general. 

Sponsorship and Partnerships

The Partner Organization(s) shall:

• identify prospective sponsors;

• coordinate sponsorship discussions;

• administer approved sponsorship agreements;

• ensure fulfilment of sponsor benefits; and

• ensure that sponsorship activities remain consistent with the objectives and reputation of Ube Fiesta.

Within thirty (30) days following the conclusion of Ube Fiesta, the Partner Organization(s) shall submit:

• an operational report;

• attendance estimates;

• vendor and exhibitor statistics;

• media and social media reports;

• sponsorship report;

• incident report, including any accidents, injuries, medical emergencies, security incidents, operational disruptions, and the corresponding actions taken;

• photographs and videos; and

• recommendations for future editions of the festival.

The names Philippine Ube Fiesta in Germany, Ube Fiesta, and Ube in Germany, together with their associated logos, branding, visual identity, promotional materials, publications, and official narratives, are initiatives of the Philippine Consulate General in Frankfurt.

The Partner Organization(s) may use these solely for the implementation and promotion of Ube Fiesta and only in accordance with the policies and branding guidelines established by the PCG. Such use shall not be construed as granting ownership or any independent intellectual property rights over the names, branding, logos, or associated materials.

The Philippine Consulate General in Frankfurt:

• Shall derive no financial gain from the event;

• Shall assume no financial responsibility or liability arising from the event; and 

• May participate in the event, subject to the availability of government resources.

The Partner Organization(s):

• Shall be responsible for the mobilization of funds and the management and use of all event proceeds; 

• Shall ensure transparency and accountability in the management of all event funds; and 

• Shall be responsible for compliance with all applicable laws, regulations, and standards in Germany.

The Partner Organization shall perform all responsibilities with due diligence, professionalism, transparency, accountability, and integrity, and shall at all times safeguard the objectives, reputation, and public standing of the Philippines and the Philippine Consulate General in Frankfurt, the Ube in Germany initiative, and Ube Fiesta.