9-Specifications and Requirement IPW2026 Promotional Items.pdf

Visit Lauderdale Branded Promotional Items for IPW Event (May 17 – 21, 2026)

Request Overview The Greater Fort Lauderdale Convention & Visitors Bureau (“Visit Lauderdale”) is looking for a company (“Vendor”) who can provide top quality promotional items from concept to final design and delivery of items.

Vendor to provide services (“Services”) for Visit Lauderdale as detailed below and promotional products (“Promotional Items”) as outlined in this solicitation. Promotional Items will be used in conjunction with Visit Lauderdale’s marketing efforts to promote Greater Fort Lauderdale as a tourist destination both nationally and internationally.

1. Services

1.1. By responding to this solicitation, Vendor confirms ability to meet all requirements outlined herein.

1.2. All logo and trademark colors and placements are subject to Visit Lauderdale’s prior written approval.

1.2.1. Vendor is to use Visit Lauderdale’s existing logo and only pre-approved assets, unless requested to do otherwise.

1.2.2. Vendor to use PMS (Pantone Matching System) color matching, when available, and will ensure that products adhere to Visit Lauderdale’s Brand Guidelines.

1.3. Vendor shall be responsible for the coordination of all aspects of the process until final delivery and acceptance of completed Promotional Items has taken place.

1.4. Vendor shall include the following steps in their ordering process:

1.4.1. Provide a digital mock-up of each item, which must be approved by Visit Lauderdale before proceeding.

1.4.1.1. Requested revisions to digital mock-up shall not be limited.

1.4.2. Provide a product sample of the item for quality check by Visit Lauderdale staff at no additional cost to Visit

Lauderdale (due within 7-10 days from providing a response to this solicitation).

1.4.3. Provide a pre-production sample of each item at no additional cost to Visit Lauderdale, to be approved by

Visit Lauderdale staff before final production of total units.

1.4.3.1. Final units must be an exact match of approved pre-production sample.

1.4.4. Provide final sales order to Visit Lauderdale that outlines the following details:

1.4.4.1. Product specifications;

1.4.4.2. Unit price of each product;

1.4.4.3. Quantity of units per product;

1.4.4.4. Additional charges such as art setup, rush order fees if applicable, and freight/shipping charges;

1.4.4.5. Expected delivery date;

1.4.4.6. How units are packaged and/or bundled.

1.4.5. Once final sales order has been approved by Visit Lauderdale, provide confirmation that order has been processed.

1.4.6. Provide quality assurance for all promotional items ordered, as outlined below in Services, Section 1.5.

1.4.7. Provide delivery of all items to either Visit Lauderdale’s contracted fulfillment agency or Visit Lauderdale’s office, as requested during final order approval.

1.4.8. At the conclusion of the order and only after all units have been received by Visit Lauderdale, provide an order breakdown along with a final invoice. Details required are as follows:

1.4.8.1. Items ordered;

1.4.8.2. Items delivered;

1.4.8.3. Signed delivery slip showing successful delivery of all items;

1.4.8.4. Invoice for items delivered to include final price.

1.5. Vendor is responsible for completing quality assurance of items before final delivery to Visit Lauderdale, which shall include but not be limited to the following:

1.5.1. Quality check of all units and replacement of any damaged, incomplete, or missing units prior to final delivery to Visit Lauderdale.

1.5.2. Items shall be bundled for ease of counting and storing (Ex: bundles of 10 or 25, as needed).

1.5.3. Individual protective packaging on each unit when necessary or requested by Visit Lauderdale (Ex: beach balls should remain individually wrapped to secure the air intake).

1.5.4. Durable packaging and shipping materials.

1.5.4.1. Vendor is responsible for replacing and providing any necessary packaging materials to ensure proper packaging when received by Visit Lauderdale.

1.5.5. Each box labeled to include the following details: image of the item(s) included inside, name of included items, quantity per box (including the count of how items are bundled, if applicable), and an indication of how many boxes are in the order (Ex: “Box 1 of 5”).

1.5.6. Until the full extent of an order is fulfilled and delivered to Visit Lauderdale, all items shall be stored in a climate-controlled location at Vendor’s sole cost and expense.

2. Promotional Items

2.1. In response to this solicitation, provide at least three (3) suggested options of varying quality and pricing for each of the items requested by Visit Lauderdale to allow for flexibility with product selection.

2.2. Vendor understands that the prices quoted for each item cannot be increased and will be used to determine Vendor selection by Visit Lauderdale.

2.2.1. The highest priced options for each Promotional Item will determine a not-to-exceed amount on final pricing.

2.2.2. Quote must be all-inclusive, to include shipping, tariffs, and any other applicable fees. Failure to include such items will not result in an increase of cost to Visit Lauderdale.

2.3. Vendor understands that Visit Lauderdale may choose to finalize an order with lower quantities than the quantities included in this solicitation. Further, Visit Lauderdale may choose not to proceed with certain items.

2.4. Each product quote must include the following specifications:

2.4.1. Unit price of each item, to include three different prices for varying quality of product;

2.4.2. Product unit minimums;

2.4.3. Art set up charges;

2.4.4. Rush fees, if applicable;

2.4.5. Product availability;

2.4.6. Product specifications that outline quality (to include but not be limited to weight or thickness of the product, thread quality when applicable, measurements, material, available color options, PMS color matching, etc.);

2.4.7. Production timeline including expected delivery date;

2.4.8. Offer expiration date, as applicable;

2.4.9. Freight options, as applicable;

2.4.10. How units are packaged and/or bundled.

2.5. Visit Lauderdale is requesting the pricing and specifications for the below items. Please see Exhibit A for visual examples of requested items; Visit Lauderdale will provide logo, Brand Guidelines, and images to be used for final products as needed and once vendor has been awarded.

2.5.1. Stuffed Sea Turtles, quantity of 3,500

2.5.1.1. Approximate size: 6” L including a 3.5” W x 2” H custom tag

2.5.1.2. Color/design requests: Green and white color pattern with Visit Lauderdale logo embroidered on the turtle’s belly; full color print tag to include custom messaging on one side and destination/event logo(s) on the other side

2.5.1.3. Design: Hook and loop stitching of full color Visit Lauderdale logo, with logo as large as possible for stitching area

2.5.1.4. Material: Various

2.5.2. 5-piece Outdoor Amenities Kit, quantity of 3,500

2.5.2.1. Approximate size: 5-piece kit to include hand sanitizer spray, after burn spray, SPF30 sunscreen, insect repellent spray, and after bite spray

2.5.2.1.1. Each item in the kit to be approximately 0.33 fluid ounce

2.5.2.1.2. Items to be packed inside of a travel case to include Visit Lauderdale logo imprinted on each bottle, and with Visit Lauderdale/IPW logo lockup imprinted on the outside of the travel case

2.5.2.2. Color: Clear travel case with brand colors for the artwork imprints (see Brand Guidelines); spray bottles and/or caps can be various colors that adhere to the Visit Lauderdale Brand Guidelines

2.5.2.3. Design: Visit Lauderdale and IPW logos both to be included either on the bottles or travel case;

please provide printing options for review

2.5.2.4. Material: Plastic or material of similar quality

2.5.3. Turtle Themed Tote Bags, quantity of 2,000

2.5.3.1. Approximate size: 18” W x 13.5” H x 6” D (approximate 4” bottom corners to provide depth)

2.5.3.2. Color: Full color printing of turtle image on front and back (see Exhibit A), with logo imprinted under the main image

2.5.3.2.1. 600 units with Visit Lauderdale/IPW logo lockup imprinted under the main image

2.5.3.2.2. 1,400 units with Visit Lauderdale logo only imprinted under the main image

2.5.3.2.3. Artwork for turtle image must be available from Vendor directly as part of bag design

2.5.3.3. Design requests: Rectangle design with approximately 34” long reinforced 0.5-inch-thick rope handles that have been stitched into the bag material

2.5.3.3.1. Bag must include an inner lining

2.5.3.4. Material: Approximately 500GSM 100% polyester canvas with jute bottom and rope handles

3. Optional Services

Vendor may make recommendations for other promotional items not included in the solicitation request, but which may be opted into by Visit Lauderdale.

3.1. Options may include any promotional product which the Vendor deems appropriate for promoting Greater Fort

Lauderdale.

3.2. Cost should be provided separately from other quotes on this solicitation and identified as Optional Services.

3.3. Vendor shall provide a list of additional recommendations and the broken-down cost of each option. There is no limit to the options; however, each shall be considered individually.

3.4. Vendor shall include the same specifications as outlined above in Promotional Items, Section 2.4.

Exhibit A

The digital representations below are examples or similar representations of the requested items and may not reflect the final color, full specifications, approved use of logo, or image selections for each product. Responses may include suggested color or branding variations that adhere to Visit Lauderdale Brand Guidelines; however, pricing must be quoted with the understanding that changes may be made during the design approval process.

Stuffed Sea Turtles (Embroidery on belly):

5-piece Outdoor Amenities Kit (Note: bottle colors to adhere to Brand Guidelines):

Turtle Themed Tote Bags (Visit Lauderdale and IPW Event logo lockup to be used at the bottom):