Public Relations Services

The vendor is required to provide a full-service public relations firm to work in collaboration with the office of tourism in the planning and execution of public relations programs and activities that promote state as a business and leisure tourism destination.
- The public relations activities will encompass, but not be limited to, domestic and international tourism, special events management, crisis communications, reputation and brand management, media outreach and relations, management of social media and other promotional opportunities.
- Service requirements
• Provide assistance in the development of public relations plans designed to promote the state as a business and leisure tourism destination.  
• The vendor must work as an extension of the department office marketing division and establish strong working relationships with any or all contractors or subcontractors working with the department office marketing team.  
• Vendor will be responsible for developing and writing strategic public relations programs for seasonal and general tourism. the programs will be submitted to the department for review and final approval.
• Provide public relations services on department office behalf including but not limited to: media relations, editorial services, crisis communications, special events management, program development and industry partner marketing
• Vendor will be responsible for managing subcontractors in the performance of services deriving out of or ancillary to the contract, including the ability to retain qualified subcontractors, including qualified business enterprise program (BEP) subcontractors.
• Communication research:  vendor must maintain a proactive partnership with department office marketing department and marketing partners and utilize research produced by department office or its marketing partners to the extent feasible with strategic planning activities.
• Strategic planning:  vendor must provide a proactive presence, coordination and communication with industry partners identified by department office for the purpose of obtaining input on the development and execution of coordinated communication opportunities. these opportunities may include, but are not limited to, news conferences, press releases, participation in trade shows and other special events, social media, and collateral development.
• International:  vendor must manage travel trade programming and public relations efforts domestically and internationally.  
• Critical components of this plan will be to gain greater exposure and promotional opportunities for the state and to provide organization and support at various trade shows.
• The vendor is responsible for identifying and managing subcontracts under this contract with global sales agencies in markets identified by the department to represent state with the trade
• The vendor will ensure these agencies effectively represent state, drive awareness, and enhance promotional opportunities through their efforts. in the past, department office has had global agencies representing the state in Ireland, German-speaking countries department office will have final approval of all subcontractors.
- Execution
• Vendor must execute the public relations efforts as outlined above, providing account management and ongoing media relations support.  other responsibilities of the vendor, at department office discretion, may include:
a. Media monitoring and reporting
• Speech writing/presentations
• Media training
• Interviews (prep and/or act as a spokesperson on behalf of department office as needed)
• Graphic design
• Video production
• B-roll management
• Database management (media contacts, etc.)
• Press kits
• Press releases
• Advertorials/op-eds/ communiqués
• Familiarization tours
• Newsletters
• Special events, conferences, trade shows and activations
b. Crisis communication
c. Web site and online marketing
• Social media management
• Blogs
• Stakeholder engagements
• Public relations results measurement and reporting
e. Other public relations efforts agreed upon by the parties
- Milestones and deliverables
• Media relations - vendor must provide media relations services to support department office efforts to promote state as a desirable place to visit.  
• Media relations efforts should focus primarily on reaching regional, national, and international news editors, reporters and freelancers who would write and publish and broadcast stories that promote state as a global business hub and premier business and leisure tourism destination
- Strategic communication planning
a. Annual communication plans
• IN consultation with department office, vendor must develop international and domestic integrated communication plans for the programs administered by department office in conjunction with department office constituents and marketing partners.  
• Communication plans will be due June 1 or a mutually agreed upon date each year during the term of the contract.
• Vendor must perform strategic consultations for the development and implementation of these communication plans.  
• All communication plans must be developed based on current research available to vendor.
b. annual work plans
• Vendor must develop, in consultation with department office, comprehensive work plans consisting of specific projects and timelines to be performed in executing department office integrated communication program. the first work plan will be from July 1, 2025 through June 30, 2026.
• Each subsequent year of the contract term, vendor must develop an annual work plan which should be submitted for department office approval by June 1, or mutually agreed upon date each year of the contract term. vendor shall execute projects approved by department office.
• The annual work plans may be adjusted, as necessary, if budgets are adjusted accordingly.
• The plan(s) should contain, at a minimum, the following components:
• Identify upcoming events that may provide an opportunity to conduct proactive media relations on behalf of department office.
• Develop plan (timeline, budget, staffing) for materials for publication or broadcast that may be produced by vendor.
• Develop plan for familiarization trips and other methods of attracting journalists to state.
- Contract Period/Term: 5 years
- Non-Mandatory Pre-Bid Conference Date: March 17,2025
- Questions/Inquires Deadline: March 26,2025