Request for Proposal (RFP) for Stay Healdsburg: Destination Brand Video
July 19, 2023
Request for Proposal (RFP) for Stay Healdsburg:
Destination Brand Video
Overview:
Developed by the Healdsburg Chamber of Commerce and the Healdsburg lodging properties, the Healdsburg Tourism Improvement District (Stay Healdsburg) is a benefit assessment district proposed to help fund marketing and sales promotion efforts for lodging businesses. The goal is to improve tourism and promote room stays, consequently growing the Transient Occupancy Tax which is used to fund the City of Healdsburg Community Services Department.
Developed by the Healdsburg Chamber of Commerce and the Healdsburg lodging properties, the Healdsburg Tourism Improvement District (Stay Healdsburg) is a benefit assessment district proposed to help fund marketing and sales promotion efforts for lodging businesses. The goal is to improve tourism and promote room stays, consequently growing the Transient Occupancy Tax which is used to fund the City of Healdsburg Community Services Department.
About:
Stay Healdsburg oversees the production of a variety of marketing activities, including on and offline advertising, visitor publications and email communications, public relations and media visits – all designed to promote Healdsburg to travelers/tourists.
As a destination marketing organization, our focus is to inspire overnight guests to stay in Healdsburg when visiting Sonoma County. The marketing pillars of our organization represent the city’s finest attributes—fine dining, award-winning wine, and arts and culture. Stay Healdsburg’s daily activities include increasing brand awareness for the city of Healdsburg as a desirable overnight Sonoma County luxury destination, along with providing relevant visitor information about the city.
Project Description:
The purpose of this request for proposal (RFP) is to seek a qualified videographer and producer to further develop an inspirational and informative brand video that will honor the Stay Healdsburg brand and promote tourism. The results of these efforts will benefit Stay Healdsburg by increasing brand awareness of the city and its offerings to prospective tourists.
Scope of Work & Deliverables:
Plan, develop, and execute two brand videos to showcase spring and fall in Healdsburg, the marketing pillars of Stay Healdsburg and describe the destination to event, meeting, and group planners as well as tourists.
· Contract will with Stay Healdsburg will run from September 2023 through the end of August 2024. The first “Fall” video will be expected by January 1, 2024, and the second “Spring” video will be expected by August 1, 2024.
· Two 90 second “master” videos, edited with music (one for each season)
· Two of each :30, :15, :6 edited videos to be utilized in other marketing campaigns (one for each season)
· Pre-Production for both videos:
o Creation of creative concepts, briefs, scripts, and storyboards in collaboration with Stay Healdsburg and partner hotels and businesses
o Location/tech scouting for all new co-op partners
o Talent scouting and coordination
· Editorial, color correction, sound design & mix:
o Graphic treatment package - visual effects/compositing
o Voiceover talent (if needed)
o Royalty-free music selections for VGPS approval
· All rights to video and imagery into perpetuity - Hard drive delivery with all assets
· Preferred but not required: Option for individual hotels to pay an additional fee for video assets of their properties to be filed and edited into the 90 second master video.
· Collaboration & Communication
o Regular communication is expected with Stay Healdsburg marketing team and participating partners.
o Attendance on all partner calls/Zoom meetings to discuss concepting, creative briefs, storyboards, and production details.
o Participation in regular check-in meetings with Stay Healdsburg during pre-production, production, and post-production phases.
Proposal Format & Requirements
The proposal should focus on addressing your firm’s ability to provide the services outlined in the Scope of Work. Please provide the following:
· Cover Letter and Executive Summary: A letter signed by an officer of the firm binding the firm/company/corporation to all comments made in the proposal. Include a primary contact person for the proposal and an outline of your strategy.
· Qualifications and Experience: Provide a description of the history, experience, and qualifications of your firm and any proposed subcontractors to perform the Scope of Work.
· List of capabilities corresponding to the scope of work.
· Examples of similar/relevant creative projects and productions your firm has undertaken, including results achieved.
· Costs: Include fees and identify any incidental reimbursable fees or expenses. Also, provide detailed information on billing structure.
RFP Timeline:
· RFP Distributed: July 19, 2023
· Intent to Bid & RFP-Related Questions Due: July 31, 2023
· RFP-Related Questions Answered: August 2, 2023
· Proposal Due: August 25, 2023
· Potential Presentation to Committee: September 5, 2023, at 4 pm
· Contract Awarded: Week of September 18, 2023
· Fall Video Due: January 1, 2024
· Spring Video Due: August 1, 2024
For all questions, proposal information, and submissions, please email:
Stay Healdsburg Marketing Director
Brooke Ross
Brooke@Healdsburg.com
Healdsburg Chamber Director of Marketing & Communications
Jessica Bohon
Jessica@Healdsburg.com
As a destination marketing organization, our focus is to inspire overnight guests to stay in Healdsburg when visiting Sonoma County. The marketing pillars of our organization represent the city’s finest attributes—fine dining, award-winning wine, and arts and culture. Stay Healdsburg’s daily activities include increasing brand awareness for the city of Healdsburg as a desirable overnight Sonoma County luxury destination, along with providing relevant visitor information about the city.
Project Description:
The purpose of this request for proposal (RFP) is to seek a qualified videographer and producer to further develop an inspirational and informative brand video that will honor the Stay Healdsburg brand and promote tourism. The results of these efforts will benefit Stay Healdsburg by increasing brand awareness of the city and its offerings to prospective tourists.
Scope of Work & Deliverables:
Plan, develop, and execute two brand videos to showcase spring and fall in Healdsburg, the marketing pillars of Stay Healdsburg and describe the destination to event, meeting, and group planners as well as tourists.
· Contract will with Stay Healdsburg will run from September 2023 through the end of August 2024. The first “Fall” video will be expected by January 1, 2024, and the second “Spring” video will be expected by August 1, 2024.
· Two 90 second “master” videos, edited with music (one for each season)
· Two of each :30, :15, :6 edited videos to be utilized in other marketing campaigns (one for each season)
· Pre-Production for both videos:
o Creation of creative concepts, briefs, scripts, and storyboards in collaboration with Stay Healdsburg and partner hotels and businesses
o Location/tech scouting for all new co-op partners
o Talent scouting and coordination
· Editorial, color correction, sound design & mix:
o Graphic treatment package - visual effects/compositing
o Voiceover talent (if needed)
o Royalty-free music selections for VGPS approval
· All rights to video and imagery into perpetuity - Hard drive delivery with all assets
· Preferred but not required: Option for individual hotels to pay an additional fee for video assets of their properties to be filed and edited into the 90 second master video.
· Collaboration & Communication
o Regular communication is expected with Stay Healdsburg marketing team and participating partners.
o Attendance on all partner calls/Zoom meetings to discuss concepting, creative briefs, storyboards, and production details.
o Participation in regular check-in meetings with Stay Healdsburg during pre-production, production, and post-production phases.
Proposal Format & Requirements
The proposal should focus on addressing your firm’s ability to provide the services outlined in the Scope of Work. Please provide the following:
· Cover Letter and Executive Summary: A letter signed by an officer of the firm binding the firm/company/corporation to all comments made in the proposal. Include a primary contact person for the proposal and an outline of your strategy.
· Qualifications and Experience: Provide a description of the history, experience, and qualifications of your firm and any proposed subcontractors to perform the Scope of Work.
· List of capabilities corresponding to the scope of work.
· Examples of similar/relevant creative projects and productions your firm has undertaken, including results achieved.
· Costs: Include fees and identify any incidental reimbursable fees or expenses. Also, provide detailed information on billing structure.
RFP Timeline:
· RFP Distributed: July 19, 2023
· Intent to Bid & RFP-Related Questions Due: July 31, 2023
· RFP-Related Questions Answered: August 2, 2023
· Proposal Due: August 25, 2023
· Potential Presentation to Committee: September 5, 2023, at 4 pm
· Contract Awarded: Week of September 18, 2023
· Fall Video Due: January 1, 2024
· Spring Video Due: August 1, 2024
For all questions, proposal information, and submissions, please email:
Stay Healdsburg Marketing Director
Brooke Ross
Brooke@Healdsburg.com
Healdsburg Chamber Director of Marketing & Communications
Jessica Bohon
Jessica@Healdsburg.com
Contact:
Jessica Bohon
jessica@healdsburg.com, 6264225472
