Under the direction of RAP’s General Manager or designee, the awarded contractor(s) shall provide the following Special Event Planning and Production Services, on an as-needed basis, including but not limited to event planning and promotional activities, as well as event production including event management and other production-related services as further described below. A. Event Planning and Promotion services including event marketing, advertising and branding, event-related community outreach and other activities necessary to carry out the planning and promotion of RAP events as further detailed below. 1. Event Promotional Advertising including the following services: a) Event Marketing and Branding Plan Development: Secure media buys in English and in other languages as directed by RAP staff, coordinate with local media to include media pitches for free and paid placement in various media (local newspapers, magazines, radio, internet-based, etc.), design and produce banners, flyers, and promotional giveaways, and monitor media coverage; provide digital and outdoor production (benches, bus stops, etc.) and social media ad buys. All media buys will include design, provision and installation of marketing assets where applicable. Designing and producing banners, flyers and other printed materials for RAP’s programs and functions. b) Event-branded Promotional Materials Planning Formulating ideas, designs and providing promotional giveaways (“swag”) for special events as well as other marketing opportunities. Advise and provide unique, trend-sensitive items (that is, currently popular and in line with current trends) items consistent with RAP’s brand. c) Event Promotional Assets Creation: Create and design event branding and promotional materials for events including press releases, flyers, social media posts, news ads, or other forms of branding or marketing that reflect the latest industry trends and best practices for events of the type of the particular RAP event. Ensure accessibility by providing materials that can be translated into various languages as necessary and adhering to best practices for individuals with special needs. d) Media Coordination: Monitoring media and coordinating relevant event coverage with an eye for raising positive awareness of event e) Spokesperson Management: Secure and train spokespeople representing RAP’s diverse communities for events. f) Video Production: Create promotional and compilation videos for social media, including scripting, filming, editing, and producing. Produce compilation videos as requested highlighting RAP’s events. Produce high-quality videos of RAP events as required. g) Sponsorship Find and vet sponsorship opportunities for various events h) Emergency Action Plans Development of EAPs for events. 2. Special Event Community Outreach and Engagement including: a) Community Recruitment: Promote RAP special events to diverse communities, including non-English speaking populations, youth, and other demographic groups. b) Relationship Building: Develop connections with local organizations, schools, community groups, corporations, industry contacts, and government agencies/officials as required to promote RAP special events. c) Outreach Materials: Create and distribute outreach materials through various channels including online media. Creation of project materials for community outreach and notification for events including for online media (email blasts, social media posts, YouTube), creation of dedicated event websites, materials for local media outreach (newsletter, newspapers, radio/TV), and grassroots outreach (distribution of flyers or other printed materials, creation and distribution of mailers); creations of surveys; d) Event Participation: Identify and participate in cross promotion community events, host public meetings/workshops, and manage outreach campaigns. e) Providing ongoing strategic advice on all areas that require the integration of communications and marketing, including community outreach and recruitment, and ADA compliance especially inclusive materials for individuals who are differently abled. 3. Talent Acquisition/Buying Services a) Acquire talent that meet RAP’s requirements for performances and other RAP special events. b) Perform outreach to various talent agencies to research talent booking availability and book and contract with talent. c) Ensure talent possesses and maintains all appropriate licenses, certificates and permits and follows all insurance requirements set forth by the venue and RAP. d) Review all marketing/promotional materials to meet the goals of the talent and RAP.
