Marketing and Communications RFP
Contract Duration: 5 months
Contract Start Date: March 1, 2024
Contract End Date: July 31, 2024 (with potential for extension)
Contract Budget: $25,000
Submission Deadline: February 19, 2024
Calgary Queer Arts Society (CQAS) is seeking proposals from qualified agencies/candidates to provide comprehensive communications and marketing services for a period of five months. The selected agency/candidate will be responsible for promoting Fairy Tales Queer Film Festival, activating sponsorships, updating the website and designing a year-end report to community.
Scope of Work
Agency Communications and Marketing:
- Develop and implement a strategic marketing plan to promote CQAS events, programs, and initiatives.
- Create engaging content for CQAS website, social media channels, email newsletters, and other communication platforms.
- Coordinate media relations efforts, including press releases, media pitches, and interview coordination.
- Monitor and analyze media coverage, social media engagement, website traffic, and other key performance indicators (KPIs).
- Social media scheduling, posting CQAS content and reposting organizationally relevant and aligned content, as well as channel engagement.
Festival Promotion:
- Develop and execute marketing campaigns to promote Calgary Queer Arts Society programs, most specifically Fairy Tales Queer Film Festival and related events.
- Coordinate advertising placements across traditional and social channels, including print, digital, and radio.
- Implement targeted outreach strategies to increase festival attendance and engagement among diverse audiences.
- Collaborate with local partners, influencers, and community organizations to enhance festival visibility and reach.
Sponsorship Activation:
- Work closely with CQAS sponsors to develop customized activation plans that align with their brand objectives and target demographics.
- Coordinate sponsor recognition and branding opportunities across festival venues, digital platforms, and promotional materials.
- Facilitate sponsor activations and experiential marketing initiatives during CQAS events and festivals.
- Provide regular communication to sponsors on the status and performance of their activations.
Year-End Reporting (July 2024):
- Compile comprehensive reports summarizing the results, insights, and key learnings from CQAS communications and marketing efforts throughout the contract period.
- Present findings and recommendations to CQAS leadership team.
- Provide actionable insights and strategic recommendations to inform future marketing initiatives and enhance organizational effectiveness.
- Design annual report to community.
Proposal Requirements:
- Overview of Agency: Background, expertise, and relevant experience in providing communications and marketing services for arts and cultural organizations.
- Proposed Approach: Strategic approach, methodologies, and tactics for achieving CQAS’s objectives within the scope of work outlined above.
- Team Composition: Bios and qualifications of key team members who will be responsible for executing the project.
- Work Plan and Timeline: Detailed work plan outlining milestones, deliverables, and timelines for each phase of the project.
- Budget: Itemized budget detailing costs associated with agency services, advertising placements, sponsor activations, and other relevant expenses.
- References: Contact information for at least three references from past clients/projects.
Contract Details
Contract Duration: 5 months
Contract Start Date: March 1, 2024
Contract End Date: July 31, 2024 (with potential for extension)
Contract Budget: $25,000
Submission Deadline: February 19, 2024
Proposals must be submitted electronically no later than February 19th to shone@calgaryqueerartssociety.com.
Evaluation Criteria:
- Demonstrated expertise and experience in arts and culture marketing.
- Demonstrated alignment with a culture that prioritizes intersectional inclusion, Truth and Reconciliation.
- Strategic approach and creativity in addressing CQAS’s communications and marketing needs.
- Qualifications and experience of proposed team members.
- Clarity, feasibility, and realism of proposed work plan and budget.
- CQAS reserves the right to reject any or all proposals and to negotiate modifications to any proposal submitted.
CQAS has a strong commitment to diversity, equity and inclusion. Agencies and individuals from equity-seeking groups are encouraged to self-identify in their applications.
For inquiries or additional information, please contact Shone Thistle at shone@calgaryqueerartssociety.com.
Thank you for your interest in partnering with the Calgary Queer Arts Society.
We look forward to receiving your proposal!
