Montana Ambassadors Request for Proposal (RFP) for Event Marketing and Social Media Services

Project Title: Event Marketing and Social Media for the Montana Ambassadors’ Annual
Convening & 135th Celebration of Montana, Montana Ambassadors’ Sapphire Ball

Overview:

The Montana Ambassadors are seeking proposals from qualified and experienced event &
digital marketing providers to enhance the promotion and visibility of our upcoming flagship
event, the Montana Ambassadors’ Annual Convening & Sapphire Ball. This event is a significant
gathering of industry leaders and stakeholders, and we aim to partner with a proficient
marketer or marketing agency to ensure a high impact for pre-event, on-event, and post-event
marketing.

The event is 2 days total, Friday October 4 th – Saturday, October 5 th , 2024, in Helena, MT.
Day 1 – 10/4: The Annual Convening is a small conference that is focused on catalyzing
connections. Attendees will hear from Montana business leaders, artists and innovators
– and have ample time to network. The night will end with an awards dinner to honor
those that are recognized by the Ambassadors as champions for Montana.
Day 2 – 10/5: The Montana Ambassadors’ Sapphire Ball is a new event this year and will
take place on Saturday night. This event will honor Montana and celebrate our 135 th
birthday as a state. The Helena Civic Center will be transformed into a speakeasy-styled
evening event with VIP lounges and special guests. We want to fill the room with at
least 400 people ready to mingle and enjoy the festivities.

Scope of Services:

Pre-Event Marketing Campaign:

Develop a comprehensive pre-event marketing strategy to generate anticipation, engagement,
sponsorship recognition, and encourage ticket sales. Utilize a multi-channel approach, including
but not limited to digital advertising, email marketing, content marketing, and public relations.

Social Media Management:

Manage our Facebook and LinkedIn accounts.
Develop a content calendar and posting schedule leading up to the event to generate hype.
Create a strong ad campaign and budget. Implement strategies to increase audience
engagement and event awareness.

Event Coverage:

Provide live event coverage on social media during the Annual Convening & Sapphire Ball.
Implement real-time engagement strategies to enhance participant experience.

Post-Event Appreciation:

Develop a post-event appreciation campaign to thank attendees, sponsors, and participants.
Utilize social media and other channels for post-event content distribution.

Proposal Requirements:

Interested firms are requested to submit a 1-2 page proposal, not including work samples.

Please include in your proposal:

Brief Company Overview:

Provide an overview of your company, including relevant experience in event marketing
and social media services.

Strategy Proposal:

Outline your proposed strategies for the pre-event marketing, social media
management, event coverage, and post-event appreciation.

Work Samples:

Include examples of prior successful work that relate to this event.

Budget Proposal:

Clearly outline fees and expenses associated with the proposed services.

Submission Guidelines:

Please submit your proposal by February 23rd, 2024 to Julia Bryant at
[email protected]. Late submissions will not be considered.

Evaluation Criteria:

Proposals will be evaluated based on the following criteria:

Demonstrated experience in successful event marketing and social media campaigns.
Quality and innovation of the proposed strategies.
Alignment with the Montana Ambassadors’ event objectives.
Cost-effectiveness and value for the proposed services.

Proposal Submission Deadline: February 23rd, 2024

Final Selection: February 28th, 2024

The Montana Ambassadors reserve the right to accept or reject any or all proposals received in
response to this RFP.

We look forward to reviewing your proposal and partnering with a dynamic firm to make the
Montana Ambassadors’ Annual Convening & Sapphire Ball a success.

For questions or clarifications please contact:

Julia Bryant
Montana Ambassadors
[email protected]
206.402.8215