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Ann Arbor Art Fair

Ann Arbor Street Fair, the Original

Ann Arbor State Street Art Fair

Ann Arbor Summer Art Fair

Ann Arbor’s South University Art Fair

 

Marketing and Public Relations 2018

Request for Proposal

 

Introduction

The Ann Arbor Art Fair (a collective of Ann Arbor Street Art Fair - the Original, Ann Arbor State Street Art Fair, Ann Arbor Summer Art Fair, and Ann Arbor’s South University Art Fair) are actively pursuing a mutually beneficial relationship with an advertising/marketing/PR firm to provide traditional marketing and public relations services for the 2018 event.  Expectations are that the chosen entity will work closely with the Ann Arbor Art Fair’s existing social media marketing firm. The Ann Arbor Art Fair invites qualification statements and proposals from firms or consultants with expertise in providing marketing, publicity and related services.

 

About the Ann Arbor Art Fair

The Ann Arbor Art Fair (consisting of four separate but concurrent fairs) is among the leading fine art events in the country.  Founded in 1960 as a single fair with 99 artists, the four fairs now feature approximately 1000 artists and encompass 29 city blocks; bringing nearly 400,000 attendees to Ann Arbor each July.  The Fair is a destination event for art collectors, art professionals, families and visitors not only from throughout Michigan but also from the neighboring states of Ohio, Illinois, and beyond.  Attendees spend many hours (and sometimes several days) at the event; enjoying each of the fairs as well as the distinctive stores and restaurants in the City of Ann Arbor.  

 

Scope of Work

The scope of services includes, but is not limited to, the following areas:

  • Work with art fair representatives to develop a strategic public relations/marketing plan complete with timeline, tactics, budgets, and ROI.

  • Develop and maintain local and national media contacts on behalf of the Art Fair.

  • Prepare and distribute press releases.

  • Create and pitch story ideas to local and national media.

  • Cultivate proactive relationships with reporters to improve the quality and substance of media coverage.

  • Work collaboratively with the Ann Arbor Convention and Visitors Bureau to maximize resources.

  • Monitor, track and report media coverage.

  • Work with Social Media Firm on content and plan for utilization

 

Assessment and Selection Criteria

  • Ability to deliver creative and innovative ideas and solutions.

  • Demonstrated strength and reach within regional and Detroit metro-based media and national media.

  • Enthusiasm for the Ann Arbor Art Fair mission and programs.

  • Experience with nonprofit and/or fine arts & craft organizations as well as event experience.

  • Commitment to service, flexibility and responsiveness.

  • Competitive nature of the fee proposal.

 

Timeline

It is our goal that the selected consultant or firm will begin to provide marketing and promotional services for the 2018 Ann Art Fairs, July 19 -22, 2018, by mid to late March, 2018.   To that end, the timeline is:

  • Proposals due by February 9, 2018.

  • Proposal review and in person interviews will be completed no later than March 2, 2018.

  • Final selection will be completed no later than March 9, 2018.

 

Proposals

  • Provide a company profile, length of time in business and describe your company’s core competencies.

  • Summarize your experience working with the non-profit industry, events and arts organizations.

  • Provide an overview of successful PR programs that your firm has developed that best reflect your work and have relevancy to our objectives.

  • Describe your media contacts; include national media as well as those based in metro Detroit.

  • Describe how you will communicate with the Fairs; include what type of reports and media alerts will be provided, both pre- and post event.

  • How do you measure program success?

 

Client Relationship

  • Provide three references from your current clients. Please include, company name, address, phone number and contact name. References will not be contacted prior to an on-site presentation.

  • Describe your organizational structure. Provide the number of full-time employees. List any contractors or third party companies that will be involved with our account.

  • Please identify the specific team that will be involved with the account on a day-to-day basis. Describe each person’s role.

 

Budget and Fees

Include your proposed budget and fees in detail.  Indicate your willingness to consider flexible fee arrangements.

 

Proposal Submittal

Proposals must be received by the fair partners no later than 5 p.m. on February 9, 2018; email submittal is preferred.  Email to karen@theguild.org  or mail to Ann Arbor Art Fairs, c/o Karen Delhey, The Guild of Artists & Artisans, 118 N. Fourth Ave, Ann Arbor, MI 48104.

The Ann Arbor Art Fair will not pay any cost incurred by any firm or consultant resulting from preparation or submittal of a proposal in response to this RFP.  The Ann Arbor Art Fair reserves the right to modify or cancel in part, or in its entirety, this RFP.  The Ann Arbor Art Fair reserves the right to reject any or all proposals.  

In connection with the evaluation, the Ann Arbor Art Fair may invite one or more marketing firms or consultants to make a presentation to the fair partners and may require the submission of supplemental materials intended to substantiate or clarify information submitted in the original proposal.

 

Insurance Requirements  

The successful firm or consultant will be expected to carry and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work by the consultant, his/her agents, representatives, or employees.  The consultant shall include all sub-consultants as insured under its policies or shall furnish separate certificates and endorsements for each sub-consultant.  All insurance shall be evidenced by a Certificate of Insurance.

 

Questions/Additional Information

Questions regarding this project may be directed to Karen Delhey (734)662-3382 ext 303, or karen@theguild.org .   Additional information on the combined and individual art fairs can be found at www.TheAnnArborArtFair.com.

 

Mail or email proposals to:

Ann Arbor Art Fair

c/o Karen Delhey, Executive Director

The Guild of Artists & Artisans

118 N. Fourth Ave.

Ann Arbor, Mi 48104

 

karen@theguild.org

 

We look forward to hearing from you.