Title: Marketing, Promotion, and Public Relations Consultant for the World Canals Conference 2025

• Introduction:

  • Hosts: Erie Canalway National Heritage Corridor, Erie Canalway Heritage Fund, Inc., New York State Canal Corporation, Erie Canal Harbor Development Corporation, and Visit Buffalo Niagara

  • Purpose: To assist in promoting and increasing attendance for the World Canals Conference (WCC 2025) in Buffalo and Western New York, from September 21-25, 2025.

• Conference Overview:

  • Annual event gathering canal and inland waterway experts

  • Focus: Innovations, challenges, and sustainability in inland waterways

  • Includes plenary sessions, tours, Erie Canal bicentennial activities, public events, international reception, and pre-/post-conference tours.

• Marketing Themes:

  1. Erie Canal Bicentennial

  2. International Gathering

  3. Buffalo and Western New York as tourist destinations

• Hosts' Goals:

  • To hire an experienced marketing, promotion, and public relations consultant

  • To work with the Meeting Planner and Event Management Consultant

  • To achieve conference goals and execute key tasks

• About the Conference Hosts:

  • Descriptions of Erie Canalway National Heritage Corridor, New York State Canal Corporation, Erie Canal Harbor Development Corporation, and Visit Buffalo Niagara

• Scope of Work:

  1. Develop and implement a marketing plan to promote attendance

  2. Create and maintain the conference website

  3. Establish outreach and public relations methods

  4. Manage email contact lists for marketing

  5. Generate content for and maintain social media accounts

  6. Communicate regularly with Erie Canalway and Hosts

• Tasks:

  • Marketing Plan, Website Development, Marketing/Promotion/Public Relations, Database Building, List Management, Attendance Building, Social Media, Communication with Hosts

• Contract Term:

  • Duration: End of January 2024 to October 31, 2025

  • Collaboration required with various stakeholders

• Minimum Qualifications:

  • Demonstrated experience in providing requested services

• Proposal Format and Content:

  • Cover Letter, Table of Contents, Executive Summary, Statement of Proposal, Method of Payment, Statement of Qualifications, References, M/WBEs

• Criteria for Evaluation of Proposals:

  • Approach, work plan, timeline, creative marketing strategies, communication effectiveness, coordination with Hosts, experience and capability, completeness and responsiveness of proposal, M/WBE goals, familiarity with NYS Canal System and Western New York, cost and fee schedule

• Inquiries and Additional Information:

  • Deadline for written questions: November 15, 2023

  • Contact: Jean Mackay, Director of Communications

• Proposal Submission and Key Dates:

  • Proposal Deadline: November 30, 2023

  • Target dates for interviews: January 3/4/5, 2024

  • Notification of selected Provider: January 11, 2024

  • Finalize contract: January 22, 2024

  • Provider initiates services: January 25, 2024

  • Conference: September 21-25, 2025