5-Scope of Services GEN2132544Q1.pdf
PDF 220 KB Posted
- Solicitation number
- GEN2132544Q1
- Issued by
- Broward County, Fort Lauderdale City, Florida
About this file
This is a Scope of Services document for an Informal Request for Proposal issued by Broward County's Greater Fort Lauderdale Convention and Visitors Bureau (GFLCVB/Visit Lauderdale) for an in-market Project Specialist to promote leisure travel from the United Kingdom and Ireland to Greater Fort Lauderdale. The vendor will be responsible for implementing targeted marketing initiatives and conducting promotional activities to generate awareness and interest in the destination among tour operators, travel advisors, and media professionals. The contract term is for Fiscal Year 2027, running from October 1, 2026, through September 30, 2027. Key responsibilities include acquiring and managing registrations for travel trade events, organizing event logistics including collateral and presentations, maintaining comprehensive databases of tour operators and travel intermediaries, achieving Lauderdale Loyalist certification, and providing regular reporting on market trends and producing operators. Suggested activities include attendance at the International Media Marketplace in February 2027, Virgin Fest in June 2027, Visit USA United Kingdom Roadshow in September 2027, Visit USA Ireland Roadshow in May 2027, and the Ireland Red Cow Event in October 2026, among other trade and public relations activities.
The vendor must submit an itemized breakdown of all event expenses and any proposed additional events with the proposal response. Following each event, the vendor is required to provide detailed reports on media and trade meetings, outcomes, and action items, along with a complete accounting of all operational and travel expenses. The vendor must supply Visit Lauderdale with quarterly research on travel trends and outlooks specific to the UK and Ireland markets, as well as semi-annual audits of Visit Lauderdale's product selling capabilities in these markets. All databases obtained from event participation become the property of Visit Lauderdale. The solicitation requires vendor submissions to be made electronically through BPRO with a submission receipt, and vendors must adhere to the specified closing date and time as communicated by the Purchasing Division.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 7-Special Instructions to Vendors GEN2132544Q1.pdf | ||
| 3-General Conditions - Quotes Bids.docx | DOCX document | |
| 4-Minimum Insurance Requirements GEN2132544Q1.pdf | ||
| 1-Insurance Requirements - Quotes Bids.docx | DOCX document | |
| 2-Vendor Questionnaire - Quotes and Bids.docx | DOCX document | |
| 9-BidTabulation GEN2132544Q1.pdf | ||
| 8-Addenda No. 1.pdf | ||
| 6-Evaluation Criteria GEN2132544Q1.pdf |
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Text version
SCOPE OF SERVICES
INFORMAL REQUEST FOR PROPOSAL
PROJECT SPECIALIST FOR THE UNITED KINGDOM AND IRELAND
TRAVEL TRADE
1. SCOPE OF SERVICES:
Broward County’s Greater Fort Lauderdale Convention and Visitors Bureau (GFLCVB/Visit
Lauderdale) is the official tourism marketing agency for Broward County, Florida in Southeast Florida.
It is known for its 24 miles of beaches, 300 miles of navigable waterways, and as a gateway to the
Florida Everglades. Visit Lauderdale aims to increase leisure travel from the United Kingdom and
Ireland to Greater Fort Lauderdale (GFL). To achieve this objective, Broward County is seeking a qualified vendor to provide in-market project specialist services to promote the destination among tour operators, travel advisors, and targeted public relation professionals proposed for the Fiscal Year 2027
(FY27), October 1st, 2026, through September 30th, 2027.
Visit Lauderdale’s Global Trade Development team is responsible for building brand awareness globally through its relationships, promotional alliances and activities with domestic and international travel trade including tour operators, travel advisors, international inbound operators, airlines, and media in established and potential high-producing target markets. In its leadership role in developing sales and marketing efforts aimed at educating and inspiring these influencers, Visit Lauderdale will showcase programs that the Greater Fort Lauderdale industry cannot do on its own.
In-market Project Specialist will be responsible for implementing targeted marketing initiatives and conducting promotional activities as directed by Visit Lauderdale to generate awareness of and interest in booking Greater Fort Lauderdale as a leisure destination. In-market Project Specialist should demonstrate comprehensive knowledge of the Greater Fort Lauderdale leisure travel product and possess a comprehensive and current database of buyers, operators and airlines with Florida product to pull from for events/meetings, plus, an in-market media list including consumer and trade media.
Research indicates that travelers are increasingly relying on travel intermediaries to secure expert guidance in booking long-haul travel ensuring they have added assurance in case of any disruptions as we have witnessed in recent years. Considering this, it is crucial to expand and educate our network of qualified travel trade influencers across the globe with and a particular emphasis on established and potential high-producing markets in the United Kingdom and Ireland.
Goals for this project are:
1.1. Build awareness of new brand - Visit Lauderdale “Never lose your splash.”
1.2. Build strong relationships with key stakeholders in the United Kingdom and Ireland travel industry to enhance product development and marketing collaboration with Visit Lauderdale.
1.3. Cultivate business for our hospitality partners in Broward County and the Greater Fort
Lauderdale region, as well as generate a measurable increase in incremental room nights from the United Kingdom and Ireland.
2. PROJECT OBJECTIVES:
GFLCVB is seeking representation in the United Kingdom and Ireland, and the in-market Project
Specialist shall speak the native language (English).
As part of the overall project, the in-market Project Specialist will be responsible for the following duties/tasks, which include but is not limited to the following:
2.1. Acquisition and management of registration, trainings, and sales mission for events listed on behalf of Visit Lauderdale.
2.2. Organize and arrange all details for each event including registration, collateral, stand décor, appointment arrangement, presentation development and be onsite (in location) to manage and represent during events (excluding virtual training).
2.3. In-market Project Specialist should have their own comprehensive, current, and relative database of key producing tour operators, travel advisors, airlines, cruise lines, trade and consumer media, and other travel intermediaries within the targeted markets to secure appointments and attendance for all prescribed events.
2.4. In-market Project Specialist will be required to become Lauderdale Loyalist upon contract execution. Lauderdale Loyalist offers a unique training platform to learn about Greater Fort
Lauderdale and provides interactive tools and promotional material to sell our destination.
Refer to Visit Lauderdale’s Lauderdale Loyalist link for additional information (under Sales and Training Resources):
https://www.visitlauderdale.com/partners/#SalesandTrainingResources
2.5. All databases obtained from event participation will be provided to Visit Lauderdale with monthly reporting and remain the property of Visit Lauderdale.
2.6. At a minimum of every three months during contracted period, In-market Project Specialist shall provide Visit Lauderdale with research, trends, and outlooks for outbound travel specific to their markets.
2.7. Every six months during contracted period, In-market Project Specialist shall provide Visit
Lauderdale an updated listing of top producing operators for each country outbound with current product available and current/actual production numbers.
2.8. Vendor shall return with its response an itemized breakdown of each event expense and any other proposed recommended events including, but not limited to, registration, travel, industry events/trainings, etc.
2.9. After each event, Vendor shall provide a detailed report on media and trade meetings held, outcomes and action points to be sent to Visit Lauderdale for follow-up actions.
2.10. Vendor will provide an accounting of all expenses related to operations of event and travel.
https://www.visitlauderdale.com/partners/#SalesandTrainingResources
2.11. Membership and Database Audit: Provide audit of Visit Lauderdale product selling in the United
Kingdom and Ireland, every six months.
2.12. Suggested Activities in the United Kingdom:
2.12.1. Activations/Trainings with United Kingdom Tour Operators and top agencies
2.12.2. Attend International Media Marketplace (MM) Media Event- February 2027
2.12.3. Attend Virgin Fest - June 2027
2.12.4. Visit USA United Kingdom 3-day Roadshow - September 2027
2.12.5. OTT (Online Travel Training) year-round rollout of Lauderdale Loyalist
2.12.6. Visit Florida Annual Roadshow - April 2027
2.12.7. Lusso Client Training event - date to be determined 2027
2.12.8. Any other related trade and PR activities proposed.
2.13. Suggested Activities in Ireland:
2.13.1. Visit USA Ireland Roadshow - May 2027
2.13.2. Ireland Red Cow Event Dublin Tour America - October 2026
2.13.3. Any other related trade and PR activities proposed.
2.14. Suggested Activities in the United Kingdom and Ireland:
2.14.1. United Kingdom and Ireland Media/Trade Destination Preview to GFL
2.14.2. Bespoke Sales Mission Coordination with tour operators’ events for top producers in
Travel Trade and Media
3. PLACE OF PERFORMANCE:
The project performance will be managed in cities throughout the United Kingdom and Ireland per show locations and as determined by Visit Lauderdale.
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