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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 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!

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