2. Partnership Management o Provide community support to Joint Powers Members o Work cooperatively with current and deve
Wind River Visitors Council (WRVC) Marketing Services Request For Proposal Wind River Visitors Council (WRVC) is seeking proposals for services from area marketing firms to provide fulfillment of a 3-year contract. The term will begin on March 1, 2019 and end February 28, 2022. The Wind River Visitors Council—a Joint Powers volunteer board appointed by 5 City Councils and the Fremont County Commissioners —oversees county lodging tax revenues and how they are spent to promote tourism in Wind River Country (Fremont County.) The 10-member board is made up of appointed representatives from Dubois, Riverton, Lander, Hudson, Shoshoni, and the County. The WRVC’s Mission “is to stimulate tourism by increasing awareness of, and encouraging visitation to, the unique destinations, activities and events in Wind River County.” The WRVC prepares an annual budget for the Joint Powers members and develops and implements the annual Marketing Plan. Annual Lodging Tax collections are estimated at $700,000/year. Marketing Plan expenses are estimated from $400,000 - $500,000/year. The Marketing Services bid proposal should include providing services for the following items: 1. Marketing, Advertising & PR Services Develop and implement an annual Marketing Plan that is strategic and quantifiable. ● Marketing Plan should include, but not be limited to: o Prioritized goals o Market research o Brand management (includes Photography/Video assets) o Media Plan for Domestic and International markets: websites, social media, content marketing, digital campaigns, print media, print collateral, leads management, inquiry response, calendar of events, etc. o Media & Public Relations o Bi-monthly analytics, tracking and reporting on performance of marketing programs o Annual in-depth Marketing Analysis of previous year’s marketing performance and analytics. o Detailed budget 2. Partnership Management o Provide community support to Joint Powers Members o Work cooperatively with current and develop-able tourism assets within the county o Work with co-op opportunities with tourism industry partners. 3. Administrative Services ● Annual budget preparations, to include revenue forecasting and expense management ● Monthly bookkeeping services for all 3rd party payments ● Office support (Internet, phone, mail, office and meeting space, office equipment) ● Organize and manage bi-monthly Board and Executive Committee meetings and agendas. ● Attend and report at all Board meetings (6/year), Executive Committee meetings (6/year), budget committee meetings (3/year), and meetings as requested by the Board . ● Plan and lead community meetings for Strategic Planning (1-2x/year) ● Give presentations to all the Joint Powers members for budget approval (6/year)
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Oversee compliance with state statutes and legal requirements for a Joint Powers Lodging Tax Board (annual reports to Wy Dept. of Audit, Dept. of Revenue, Secretary of State, Joint Powers Members)
The proposal should include: ● ● ● ●
3 references Explanation of experience in Tourism Industry at local, state, national and international levels Examples of previous marketing plans developed by the firm CV’s of executive team and contract point person
The cost breakdown should include: ● ● ● ● ● ●
Labor cost of market plan development, management and implementation Labor costs for marketing analysis development, presentation and reporting Detail of any commission charges, and what commission would be based upon Explanation of reimbursable expenses related to Marketing and Administrative Services Cost of bookkeeping: processing approximately 300 vendor checks annually and providing detailed back up to the WRVC for reimbursement Any other chargeable costs the WRVC would incur for firm’s services
Proposals should be submitted electronically to
[email protected] or 5 copies mailed to Wind River Visitors Council RFP, P.O. Box 925, Lander Wyoming, 82520 by January 15, 2019. Any inquiries or questions should be submitted electronically at
[email protected] 