EXSA Publicity and Public Relations Request for Proposal

14 March, 2017

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Overview of EXSA

The role of EXSA is to serve the exhibition and event industry in Southern Africa by actively growing and developing the exhibition and event industry. This is achieved through promoting the unique benefits offered by exhibitions and events, and raising the profile of our members who include venues, organisers and suppliers.

EXSA is a registered not-for profit organisation and was founded in
Networking meetings are held at intervals throughout the year to discuss industry issues and EXSA initiatives. These are also opportunities for members to network with other members and keep abreast of industry developments.
EXSA has active regional forums in the Western Cape and KwaZulu-Natal. The aim of the regional representation is to grow membership outside of Gauteng and to provide members in those regions with access to EXSA’s resources. These regional forums have been a success as EXSA has seen great interest and involvement from these areas.

The recently established EXSA Academy has been established to develop skills at all levels within the exhibition and event industry in order to assist with industry compliance with health and safety legislation and at the same time improve performance and productivity for both the member companies and their personnel.

The objectives of EXSA include:
? To protect and promote the interests of its members, exhibitors and the general public

? Strive to increase the significance of exhibitions and events within the marketing mix to demonstrate the power of one-on-one marketing.

? Promote and grow the southern African exhibition and event industry

? Actively be involved in the promoting of the exhibition and event industry to relevant stakeholders in both the public and private sector.

EXSA is seeking a qualified public relations partner to create awareness and publicise the association’s activities as well as develop and execute a communications strategy that we believe should incorporate the following activities:

? Creating an effective strategy and implementation plan to assist EXSA reach our objectives through a valuable public relations plan.

? Arranging appropriate media coverage to promote EXSA and our activities. Including but not limited to television, radio, newspapers, magazines and online media.

? Create and distribute press releases, media alerts and pitch letters to relevant media.

? Provide critical and innovative thinking on the social media specifically for Facebook, Twitter, YouTube and LinkedIn.

? Provide training and guidelines to key spokespersons from within the EXSA organisation i.e. General Manager and National Chairperson and facilitate any interviews between the spokespersons and the media

? Monitoring media and social media coverage on behalf of the association.

? In conjunction with the EXSA office maintain a up to date and relevant database of key stakeholders including media contacts.

? Compiling a public relations report on a monthly basis or when requested.

? Assisting the EXSA office, where appropriate and requested, to build
partnerships with members, key stakeholders and external parties to reinforce EXSA’s message.

? Availability via Skype or in person for occasional meetings.

? Maintain the relationship between EXSA and key industry publications including but not limited to:

o Business Events Africa (EXSA official journal)
o Meetings Magazine
o The Event

Proposal Guidelines
This request for proposal is to provide these services for EXSA for a period of one (1) year from the date of appointment with the option to extend for a further year. The deadline for submitting this proposal is 16:00, 24 March 2017. Kindly submit all proposals to phumulani@exsa.co.za as well as the following supporting documentation:

? Valid BEE Certificate
? Valid Tax Clearance Certificate
? Company Profile
? A minimum of three reference letters from current or previous clients
? Valid membership certificate to related industry associations
? Proposed rates and benefits

Please note that consideration will be given to companies or individuals who reduce their monthly retainer fee considerably in exchange for EXSA membership and the opportunity to network and offer their services to EXSA members.
Other benefits that can be considered include advertising your company brand and services on the EXSA website; in the EXSA Newsletter; in the EXSA Directory.
Evaluation Schedule

? 13 March 2017 – distribution of RFP to relevant parties
? 24 March 2017 – deadline for submissions of proposals
? 27 March 2017 – distribution of proposals to the sub-committee for review and if necessary shortlisting

? 29 March 2017 – committee review and feedback
? 5 April 2017 – interviews (if required)
? 7 April 2017 – appointment

Please note that should a proposal be received and deemed to be ‘the perfect fit’ the committee reserve the right to make an appointment without shortlisting or interviewing potential candidate companies.