Media, Marketing, and Event Production Services

The Vendor is required to provide comprehensive media, marketing, and event production services for the governor’s 2026 workforce development summit.
- Project initiation and management
•    Conduct a kickoff meeting within two (2) business days of contract execution
•    Establish:
o    Project goals and success metrics
o    Roles and responsibilities
o    Communication protocols
•    Implement a project management system (e.g., SharePoint)
•    Deliver a project charter, including:
o    Timeline and milestones
o    Deliverables schedule
o    Risk management approach
o    Key performance indicators (KPIS)
- Marketing and communications strategy
1. Required components:
•    Audience segmentation and targeting strategy
•    Messaging framework tailored to each stakeholder group
•    Multi-channel outreach strategy (traditional + digital)
•    Content calendar and campaign rollout schedule
2. Performance metrics:
•    Social media reach and impressions
•    Engagement rates (click-through, shares, and comments)
•    Registration and attendance targets
•    Post-event participant feedback
3. Virtual engagement strategy:
•    Interactive elements (polls, live Q&A, chat engagement)
•    Digital contests or incentives
•    Audience participation tools
- Media placement and content development
1. Media placement plan:
•    Utilize a mix of:
•    Radio, television, print media
•    Social media platforms
•    Digital advertising (web, email campaigns)
•    Apply data-driven audience insights to guide placement decisions
2. Content development:
•    Produce high-quality, culturally relevant content that reflects the community and workforce system
•    Incorporate:
o    Video content
o    Graphics and promotional materials
o    Storytelling highlighting workforce success
3. Innovation (strongly encouraged):
•    Podcasts or interview segments
•    Influencer or community ambassador partnerships
•    Interactive or immersive digital content
4. Accessibility requirements:
•    Closed captioning for all video content
•    Alt-text for images
•    Multilingual options where appropriate
•    Ada-compliant digital and virtual experiences
- Event production management
1. Pre-event planning:
•    Stage design and creative concept development
•    Run-of-show development
•    Speaker coordination and technical preparation
2. On-site execution:
•    Audio and visual production (lighting, staging, sound)
•    Technical crew and staffing
•    Live event management and coordination
3. Virtual event integration:
•    Livestream production
•    Platform management
•    Real-time troubleshooting and technical support
4. Accessibility:
•    Sign language interpreters (as needed)
•    Captioning and transcription services
5. Sustainability (preferred):
•    Digital materials in place of printed materials where feasible
•    Environmentally conscious event practices.