Marketing and Communications RFP

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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

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

Thank you for your interest in partnering with the Calgary Queer Arts Society.

We look forward to receiving your proposal!

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