REQUEST FOR PROPOSAL (RFP) FOR ENGAGEMENT OF PR AGENCY FOR MARKETING AND PROMOTION OF AERC S DECEMBER 2018 BIANNUAL RESEARCH WORKSHOP

Transcription

1 REQUEST FOR PROPOSAL (RFP) FOR ENGAGEMENT OF PR AGENCY FOR MARKETING AND PROMOTION OF AERC S DECEMBER 2018 BIANNUAL RESEARCH WORKSHOP 1. BACKGROUND The African Economic Research Consortium (AERC) is a premier capacity building institution devoted to the advancement of research and training to inform economic policies in Sub Saharan Africa. AERC, which marks 30 years in 2018, was formed to address a glaring gap in economic policy analysis and research, coupled with a need to strengthen postgraduate training in economics, in sub Saharan Africa. The mission of AERC is to strengthen local capacity for conducting independent rigorous inquiry into the problems facing the management of economies in sub Saharan Africa and her key objectives are to: (i) (ii) (iii) Enhance the capacity of locally based researchers to conduct policy relevant economic inquiry; Promote the retention of such capacity in Africa; and Encourage its application in the policy context. AERC is a remarkable African success story. Its accomplishments and value proposition are detailed in the AERC strategic plan The strategy is intended to move AERC to the next level of excellence by consolidating what has been achieved and embarking on new opportunities and initiatives while building increased visibility for the organization on the continent and globally. 2. THE BIANNUAL RESEARCH WORKSHOP AND PLENARY CONFERENCE The Biannual Research Workshop and plenary conference will be held in Nairobi, Kenya at a hotel TBD from 2 6 December The Biannual is perhaps one of the most successful innovations and enduring features of AERC s research capacity building. It is a flagship event that brings together the largest gathering of economics researchers from across the continent and the world. One of the key features of the Biannual Research Workshop is the plenary session which will take place on Sunday, 2 December Unlike other years, our approach to the plenary will be different featuring a keynote speaker followed by a policy roundtable focused on the issue of the looming debt crisis in Africa. The goals of the keynote are to: 1. Inform AERC researchers on emerging issues of importance to Africa s development 2. Allow for deep interactions between policymakers and researchers 3. Provide a platform for early career researchers to learn from senior researchers 4. Provide a forum for signaling directions for future research 5. Build visibility for AERC in the regional, pan African and global press. For more information on the conference, please visit aercafricaevents.org This year is notable as it is the first Biannual Research Workshop for our new Executive Director, Professor Njuguna Ndung u and it is the 30 th Anniversary of the AERC. We, therefore, would like to engage with a public relations agency based in or with operations in Kenya to provide the following support pre, during, and post plenary conference: 1

2 Media relations outreach promoting AERC, our Executive Director and the Biannual more broadly in Pan African and global press, Social media support pre, during, and post conference with staffing onsite during plenary, Photography onsite to take engaging photos showcasing the innovation and uniqueness of the event Filming short attendee testimonials that are vivid, demonstrate the uniqueness and passion of our researchers/events; creation of professional and creative b roll from 2 6 December Livestreaming of keynote and policy roundtable on Sunday, 2 December TERMS OF REFERENCE Media Relations Outreach Develop media pitch in coordination with AERC communications staff Draft and disseminate press release, press kit and media advisory Create talking points, backgrounders and briefing book for Executive Director interviews Identify key finance and economics journalists/reporters at Pan African press outlets (broadcast, radio, online and print) Actively pitch reporters, promoting AERC, our Executive Director and the Biannual Manage press invitation process Providing press interview schedule to AERC During event Providing media management onsite in coordination with AERC communications, including: o Arranging press standing area within plenary session room o Managing press arrivals and sign up, o Managing interviews and questions o Arranging onsite one on one interviews Creating and delivering an analytics and overview report to AERC Communications demonstrating media impact with ad value and impressions within 5 days after the plenary session. Social Media Support Work with AERC Communications to develop event social campaign, identifying most effective hashtag Create content and editorial calendar with promotion starting 2 weeks prior to event through 1 week post event; on the following rotation: 2

3 o Facebook and LinkedIn 3 posts per week o Twitter 5 posts per week Develop teaser content using photos, videos and postcards for AERC review Identify influencers to engage, create lists During event Provide social media support onsite working closely with the Communications Assistant and the Publications Manager, including: o Capturing and sharing key messages from the keynote presentation and policy roundtable o Engaging with the social audience, retweeting, liking and sharing from audience; commenting, replying and acknowledging social interactions o Monitoring increase in followers to choose quality accounts to follow and engage with o Monitoring online conversation and keeping AERC informed of any questions/comments for immediate engagement o Using video/photos and audience short interviews to convey the brand experience on social o Proactively seeking creative and innovative approaches to promote the AERC brand Developing post conference highlights using videos/photos/quotations to capture the impact of the event Creating and delivering an analytics and overview report to AERC Communications demonstrating engagement and impact with share of voice, reach and spread, tone and audience growth within 5 days after the plenary session. Photography and Filming Review shot list prepared by AERC Communications Discuss theme, mix of candid and staged shots and photo usage with AERC Communications Visit venue day prior to scope out lighting, staging, etc. During event Onsite throughout the day, capturing within shot list and other opportunities Use creative angles and natural lighting Capture the experience with behind the scenes, attendee angle, engagement and interaction between attendees; on the street testimonials Provide shots/videos to AERC for promotional use with media and on social media during event, with selection guidance from AERC Communications Provide touched up photos within 5 days of event to AERC Communications and edited video testimonials with 5 days. 3

4 Livestreaming Providing livestreaming throughout the keynote address and policy roundtable with the possibility of a podcast as well. Branding Design of conference materials, including but not limited to roll ups, banners, animated introductory screens for keynote and panel session, including several options for breaks, conference programme and presentation PowerPoints. Three should be provided for AERC review and selection for each design, based on AERC branding guidelines. Coordination of printing of materials, delivery of materials to venue and set up of materials pre event (Saturday, 1 December 2018). Provide brand experience evaluation, walk through onsite. During event Coordination of all materials and early morning set up and review in coordination with the AERC Communications team (Sunday, 2 December 2018). Breakdown of all materials within the venue in coordination with the AERC Communications team (Thursday, 6 December 2018). ASSIGNMENT DURATION 1.5 months (pre, during and post conference from 1 October 21 December 2018) 3. PROPOSED RFP TIMEFRAME The timeframe RFP response review and final selection is outlined: 24 August 2018 Deadline for receipt of proposals 14 September 2018 Award of contract 1 October 2018 Start date 1 October to 14 December 2018 Event Marketing and Promotion 21 December 2018 Reports, Recommendations and Analytics 4

5 4. MINIMUM COMPETENCIES At least 7 years of operation in event marketing, media relations, social media management and photography/film support for clients Client work examples of conference support and results, from both regional and international clients 5. DOCUMENTS REQUIRED FOR SUBMISSION Presentation of your approach/plan for promoting the Biannual touching upon all technical requirements (media, social media, photography, filming, livestream and branding) Your approach to client service and client management; An overview of your event marketing support and promotion work with emphasis on regional/international conferences held in Kenya; Detailed budget with each itemized category above detailed; Three current client references; Bios of each member of your project team, including their relevant experience and credentials, and 3 to 5 client work examples that showcase the results of your work within each itemized category noted above. Excellent client service with a passion for working with clients to ensure event success and demonstrated commitment to client pre, during and post event Please be sure to include the name and contact details of persons to be approached for clarification of the proposal if needed by AERC. The response to this RFP must be delivered to the address listed below in one PDF or Word format by Friday, 24 August 2018 at 1700hrs EAT with the subject ENGAGEMENT OF PR AGENCY BASED IN KENYA. Attn: Executive Director African Economic Research Consortium 3 rd Floor, Mebank Towers, Jakaya Kikwete Road P.O Box , Nairobi, Kenya procurement@aercafrica.org 5

6 EVALUATION CRITERIA The proposals will be reviewed along the following criteria: Qualifications: Max Points 1. Client work examples of conference promotional support and results, from both regional and international clients Imagery, design and media placement examples from prior work 10 Competencies: 1. Demonstrated knowledge of media relations and social management support around events (client work examples) Demonstrated understanding, and application imagery and video to promote events (client work examples) Depth of live stream experience (5+ years) Depth of event brand experience (5+ years) Exceptional project management skills (client references) Demonstrated experience meeting tight client deadlines on time and within budget (client references) 10 TOTAL 100 6