Attachment J-2 - 2022 NBF Virtual Events Order 03112022.pdf

Attachment J-2 – 030ADV22R0031

Task Order STATEMENT OF WORK

2022 National Book Festival Virtual Events

Section C: Statement of Work

C.1 Background The Library of Congress National Book Festival (“Festival”) is the Library’s preeminent public outreach initiative and embodies the life-changing contribution of books to the lives of people of all ages, backgrounds and interests. The Festival connects visitors to the unique collections and services available to them at the nation’s library. Under Librarian of Congress Carla Hayden’s leadership, the Festival has grown exponentially in offerings, attendance and reputation. It has captivated and enthralled millions of people – both in person and virtually – who are inspired to read. More information on the Library of Congress National Book Festival can be found on the website www.loc.gov/bookfest.

C.2 Scope

Contractor shall produce, host, and distribute ten (10) virtual events (“Event”) in conjunction with the 2022 Library of Congress National Book Festival.

C.3 Requirements

Contractor shall provide all necessary services for the Festival Events.

C.3.1 Event Parameters

Contractor shall be responsible for the following Event parameters:

C.3.1.1 Content of Events

Contractor shall provide live services for Festival Events. If talent schedules preclude a live Event, Events may be pre-recorded, as approved by the Library. Events may include single authors, multiple authors, and/or Library collections and services presentations, as determined after period of performance start date. Authors and/or on-air Library participants will be identified after period of performance start date. All Events will be up to sixty (60) minutes in length.

Contractor shall provide Events that include the following:

a) Multiple on-air presenters;

b) Play Library or talent-provided videos;

c) Show Library or talent-provided images;

d) Allow for audience questions, either live or pre-solicited through Contractor’s channels; and

e) Sponsor requirements as listed in C.3.4.

Events must be recorded and made available on Contractor platforms for at least sixty (60) days after the Event.

Contractor must submit archive-quality Event files within fifteen (15) days of event execution for incorporation into the Library’s website and archives. When the Event has been deemed as newsworthy by the COR, the Library may request same-day submission of video files for use by the media.

http://www.loc.gov/bookfest

The Library retains all rights to Contractor-produced content that was created as part of this order as further described in LC52.227-1 (Assignment of Copyright to the Library of Congress).

C.3.1.2 Targeted Markets and Segments

The Contractor shall work with the Library to target viewership markets and segments based on Library-selected authors and topics in order to ensure diverse audiences.

C.3.1.3 Event Staffing and Support

Contractor shall execute and complete all Events. The Contractor shall provide the following Event participants:

a) One emcee per Event. The same emcee can participate in every Event;

b) One moderator per Event. Moderator shall be selected based on Event content, targeted markets and segments; and

c) At least one producer. The same producer can participate in every Event. The producer(s) must have the following experience:

a. More than five (5) years of experience serving as a producer for virtual events;

b. Experience planning, operating and executing virtual events for large cultural, education, governmental or non-profit organizations.

Contractor shall provide the following Event support:

a) Event graphics and pre-roll slide decks;

b) Event outline;

c) Fully-developed run of show;

d) Open or closed captioning; and

e) All necessary audio visual support.

The Library will provide Talent, Library staff, and other on-air individuals to participate in Events. The Library will review Contractor proposed Event participants as described in Section C.4.

C.3.1.4 Platform(s)

At a minimum, the Contractor must simultaneously stream the Events on YouTube and Facebook. At least one of the platforms must accept questions for audience engagement.

C.3.2 Event Toolkits

The Contractor shall create one Toolkit to cover all ordered Events. At a minimum, the Toolkit shall contain the following information:

a) Event series and Festival overview;

b) Participants;

c) Library-provided information;

d) Library branding;

e) Marketing information;

f) Visuals for social media and publicity; and

g) Sponsor recognition.

The Library will review toolkits as described in Section C.4.

C.3.3 Marketing and Publicity

C.3.3.1 Outreach to Contractor Audience

Contractor shall propose and provide a marketing and outreach plan to broaden, deepen, and diversify the audience. At a minimum, the marketing and outreach plan for the Event series shall include:

a) Social media marketing and outreach to Contractor audience;

b) Promoted posts on social media, either messages about the Events or boosting the Events themselves, to help reach target audiences;

c) Plans to utilize Contractor’s established relationships with book-related social media influencers; and

d) Coordination with talent and partner organizations to promote and amplify the content.

Contractor may implement additional paid social media marketing at their sole discretion and cost. All aspects of Contractor marketing plan must be approved in advance by the COR.

C.3.3.2 Publicity

Contractor shall support publicizing the Event through earned media in coordination with the Library.

C.3.3.3 Promotional and Highlight Reels

The promotional and highlight reels shall be utilized by the Library for the Library’s promotional efforts and may also be utilized in the Contractor’s marketing and outreach plan. Contractor shall create the following promotional and highlight reels:

a) One fifteen (15) to thirty (30) second promotional reel per individual Event; and

b) One two (2) minute highlight reel covering the entire Event series.

All reels must include Library and Festival branding. The Library will review reels as described in Section C.4.

C.3.4 Sponsors

Contractor must have the ability to recognize and incorporate all Library-identified and provided sponsors into the Events. The Library will provide multiple sponsors for the Event series. Contractor shall include the following sponsor items:

a) Logos;

b) Pre-recorded video content; and

c) Live sponsor participation.

C.4 Library of Congress Consultation and Approval

Contractor shall consult regularly with the Contracting Officer’s Representative (“COR”) during the planning and execution phases of each Event. Contractor shall provide the COR with the outline and fully developed run of show of each Event at least ten (10) business days prior to live Event or Event pre-recording, as applicable. The COR will review and supply notes to Contractor within three (3) business days, and Contractor shall incorporate such notes into the documents within two (2) business days.

Contractor shall obtain the prior written approval of the COR for all Event content, including but not limited to Event toolkit, the marketing and outreach plan, Contractor’s on-air Event participants, platform use, and graphics.

C.5 Government Furnished Property The Library will provide the following items:

a) Library marketing materials, including material from Event sponsors;

b) Logos and other branded materials to ensure proper recognition for the Library; and

c) Library-centric footage for inclusion in the Events.

C.6 Meetings and Reporting

C.6.1 Meetings Contractor shall:

a) Participate in a kick-off meeting within five (5) days of the Period of Performance start date. All

Contractor Key Personnel shall attend. The COR will coordinate this meeting utilizing the Library’s Zoom account.

b) As requested by the COR participate in project meetings with the Library Team.

c) Participate in a debrief meeting within thirty (30) days after the final Event has been executed. The COR will coordinate this meeting utilizing the Library’s Zoom account.

C.6.2 Reports Contractor shall:

a) Provide written status update reports via email, as requested by the COR. Written status reports include

Event planning updates, and individual post-Event highlights including early viewership numbers, social media marketing, and audience information. Post-Event status update reports are due within forty-eight

(48) hours after the conclusion of the Event.

b) Provide the COR with a formal written report that includes information on all ordered events, in a common file format, including, at a minimum:

a. Final viewership numbers from Contractor’s digital platform(s);

b. Audience information as available, such as demographics, engagement, and average watch time;

c. Metrics related to social media marketing; and

d. Suggestions for future events based on experience, including logistics, enhancements, what worked well, what did not work well, and lessons learned.

The formal written report shall be delivered in a professional style that can be shared directly with Library leadership.

C.7 Key Personnel

The following are the Key Personnel under this order:

C.7.1 Project Manager The Project Manager must:

Have more than 5 years of experience in virtual event management and execution; and

Have experience managing and executing virtual events for large cultural, educational, governmental or non-profit organizations.

Section F: Deliveries or Performance

F.1 Period of Performance July 1, 2022 – November 30, 2022

Schedule of Deliverables and Payments:

Requirement Paragraph

Description of Event/Deliverable Due Date Amount

C.6.1 Kick-off Meeting Within five (5) days of Period of Performance start date

Not Separately Priced

(NSP)

C.6.1 Project meetings As requested by the COR NSP

C.3.2 Event Toolkit At least 10 days prior to execution of first Event, no later than August 15, 2022

C.3.3.1 Marketing and Outreach Plan By July 30, 2022 August 15, 2022

C.4 Submission of outline and run of show At least ten (10) business days prior to Event

NSP

C.3.3.3 Promotional reels Within three (3) business days of Event execution

NSP

C.3 Execution of 1st Event Between July 1 – August 31, C.3 Execution of 2nd Event Between July 1 – August 31, C.3 Execution of 3rd Event Between July 1 – August 31, C.3 Execution of 4th Event Between July 1 – August 31, C.3 Execution of 5th Event Between July 1 – August 31, C.3 Execution of 6th Event Between July 1 – August 31, C.3 Execution of 7th Event Between July 1 – August 31, C.3 Execution of 8th Event Between July 1 – August 31, C.3 Execution of 9th Event Between July 1 – August 31, C.3 Execution of 10th Event Between July 1 – August 31, C.3.3.3 Highlight reel By September 1, 2022

C.3.1.1 Submission of archive-quality files Within fifteen (15) calendar days of Event execution

NSP

C.6.2 Written status updates As requested by the COR NSP

C.6.2 Written individual post-event highlights Within forty-eight (48) hours after conclusion of Event

NSP

C.6.2 Formal written report Within fifteen (15) calendar days of final Event execution no later than September 30, C.6.1 Debrief meeting Within thirty (30) calendar days of final Event execution

NSP