Job Description

Request for Proposal - Communications and Marketing Planning Consultant Deadline for Proposal Submission: February 25, 2023 Enhancing our engagement with audiences and other stakeholders to further enrich the World Music scene in Vancouver and Victoria, BC I. Introduction Caravan World Rhythms is a BC-based non-profit arts organisation founded in the year 2000 that is a regional leader in presenting high-quality culturally diverse music and dance events featuring Canadian and international artists. Our year-round series of about 25-30 events takes place primarily in the Metro Vancouver and Greater Victoria regions of BC, at a variety of mostly indoor venues, and some summer outdoor spaces, and includes concerts, thematic festivals, workshops, and related activities. Past highlights include India\'s Ravi Shankar, Mali\'s Salif Keita, Eastern Europe\'s Goran Bregovic, Spain\'s Nuevo Espanol Flamenco Ballet, South Africa\'s Soweto Gospel Choir, Argentina\'s Tango Pasion, and thematic festivals such as Africa Fete Festival, GONG Indonesian Gamelan festival, Tibetan Cultural Festival, Indigenous Guitar Night, Global Discoveries Festival and others. Caravan works closely with the local artistic and cultural community, and partners regularly with other organisations and performers. In addition to presenting diverse, unique high-quality artists to BC audiences, our further mission is to use the arts as a vehicle for bringing different cultural communities together and engage with each other\'s traditions, expressions, and spirit. II. Goals The main goal of this consulting project is to enhance the presence of Caravan in the music and cultural communities and deeper engagement of our audiences and stakeholders in the World music scene in Metro Vancouver and Greater Victoria Area, building on our 23 years of activity. As we are just coming out of the pandemic, it is a very appropriate time to re-examine and improve what, how, and why we do what we do. We are looking for an experienced consultant with a strategic lens to review our current communications and marketing tools, platforms and strategies; research opportunities in the Vancouver and Victoria area to better engage our audiences (do an industry and competitor analysis); lead the development of a stronger brand identity; and create a forward-looking detailed marketing and communications plan; and finally, support the implementation of the plan by training and coaching new Marketing Coordinator. Future outcomes from implementation of review and this plan might include: increased engagement across marketing platforms/social media, achieving a stronger brand identity on all of our platforms, developing new engagement activities with new communications strategies and tools, and building stronger partnerships with other stakeholders. III. Scope of Work As part of the scope of work, we have identified a series of milestones and deliverables to be achieved throughout this project. A timeline of delivery would be provided by the applicant. Should the applicant see further opportunities to better achieve our goals, they are welcome to include those ideas, as well as consult with Caravan before submitting the Proposal. The applicant will be reporting to and working closely with the Managing Artistic Director, and later supporting the development of a new Marketing Coordinator hire. Phase 1: Review and audit of existing communications tools and marketing methods. Identify new opportunities and challenges for promoting culturally diverse Music (aka \xe2\x80\x9cWorld Music\xe2\x80\x9d) in the Metro Vancouver and Greater Victoria markets. Some tasks this might include: - Review existing marketing and communications tools and tactics. - Review any available analytics to understand current audience dynamics - Do market research to understand opportunities and challenges for World Music shows in the Vancouver and Victoria area, possibly running some focus groups or key stakeholder interviews. Phase 2: Develop a 3-year marketing and engagement strategy, with emphasis on first year deliverables and tasks. This might include, but not limited to: - Develop communication or Story-telling strategy for all of our activities that will more deeply engage the public, and for Caravan as an organization, reflecting Caravan\xe2\x80\x99s mission and values statement. - Develop Event-based and organizational advertising strategies and budgets for each market - Develop media relations strategy for each market, reviewing current media list. - Develop community outreach strategies not already in place, including possible partnerships. - Develop a specific plan for creation of marketing collaterals and distribution for each market. - Develop a brand identity including logo refresh, colour palette, and typography style guide. - Develop sitemap for website redesign incorporating important elements - Create key assets including templates for social media - Set realistic goals to measure increased audience engagement - Anything else the consultant might suggest, strategic or tactical. Phase 3: Review Marketing Coordinator job description. Coach and oversee the execution of the plan and provide support and training as required. Specifically: - If a new Marketing Coordinator has not already been hired, review the Marketing Coordinator job description, to ensure alignment with marketing plan deliverables. Advise on selection of a new Marketing coordinator. - If a Marketing Coordinator has been hired, review the job description and ensure the role stays in alignment with the plan. - 3 - 6 months support/coaching for Marketing Coordinator - Suggest training opportunities to better support Marketing Coordinator Phase 4: Occasional check-ins and iterative revision of Communications plan and review of implementation over 1-year period or time to be determined. POSSIBLE ADDITIONAL WORK with additional budget: (Possibly Outsourced, please quote separately) Develop website redesign and development of a brand new site and provide training on maintenance and updates. Site should be easy to navigate cross platform, intuitive, deliver key messaging and increase engagement with events. IV. Key Requirements In order to qualify for inclusion in the process, applicants must be able to meet the following requirements: \xe2\x97\x8f Describe how you are qualified to execute this project. Provide examples of similar services completed as it relates to this RFP within the past five years. \xe2\x97\x8f Preference will be given to applicants with previous experience working in the arts or music scene in BC and/or working with diverse or ethno-cultural communities. V. Budget The budget available for this project is between $15,000 - $20,000, but open to discussion based on the proposal from the applicant. Website Development can be quoted separately. VI. Approximate Timelines The successful applicant will begin Stage 1 in March 2023, or as early as possible based on applicant\xe2\x80\x99s availability. A project plan will then be developed for when remaining stages will be completed. VII. Contact If you have any questions about the RFP, please contact us before submitting. Please email questions and proposals to our organization. Job Type: Fixed term contract
Contract length: 3 months Salary: $4,000.00-$6,000.00 per month Benefits:

• Flexible schedule
• Work from home

Ability to commute/relocate:

• Vancouver, BC: reliably commute or plan to relocate before starting work (preferred)

Education:

• Bachelor\'s Degree (preferred)

Experience:

• Marketing: 5 years (required)

Work Location: Hybrid remote in Vancouver, BC Application deadline: 2023-02-28
Expected start date: 2023-03-13