Response to Offeror Questions document.docx

RFP#24RFP11800 Responses to Offeror Questions

1. Are there specific areas of expertise you'd like a newly selected agency to better perform on versus results an incumbent agency or other vendor partner has historically secured?

a. Continue to explore new ways to reach the target market.

2. Do you have an incumbent agency still in place, and have they expressed intent to respond to this RFP?

a. The current agreement expires on December 31, 2024. The current vendor has expressed interest.

3. Can you break down last year's budget in terms of spend per tactic or discipline, i.e., x% went to PR, y% went to digital media, z% went to traditional media, etc.?

a. 16% digital, 50% traditional, remaining balance production and consulting.

4. Will you be able to provide any existing research (qualitative or quantitative) and data from past state fairs?

a. Yes, information will be shared with the vendor that is awarded the contract.

5. How much will an incredible, resonating creative concept weigh in terms of points awarded, versus the overarching strategy and tactical breakdown an agency might recommend?

a. See 6.4 in RFP.

6. Can you prioritize your audience segments?

a. Yes.

7. What do you not want to see on an agency response (i.e., what are things we should avoid in order to best meet your expectations)?

a. The entire RFP outlines the expectations.

8. Is there any weighting given to firms located in South Dakota?

a. See 6.4 in RFP for evaluation criteria.

9. Are you intending on hiring a firm from South Dakota?

a. See 6.4 in RFP for evaluation criteria.

10. The cover page says Proposals are due no later than 5:00 p.m. CT on 12/19/24 but the schedule of activities lists 12/10/24 as the due date and 12/19 as the reward date. Can you please clarify?

a. An addendum was issued on 11/4/2024 clarifying proposal are due no later than 5 PM CT on December 10, 2024.

11. Does the $100,000 budget include only the design of the printed materials? Are the printing costs covered by a different budget?

a. The $100,000 budget is inclusive.

12. Do you also need help designing onsite signage that is consistent with the marketing creative?

a. No.

13. Do you currently have any trade agreements in place with media partners? Are you open to this idea to extend your media coverage?

a. There are currently no multi-year trade agreements. Media coverage will be discussed annually depending on marketing strategy.

14. You ask for the agency to provide recommendations and assistance in the maintenance, look and content of the State Fair and Wheel Jam websites. Does that also include any backend web development needed, or is that covered by a different budget?

a. Backend development costs may or may not be part of the budget, depending on scope.

15. Does your in-house team handle your organic social media channel strategy, content creation and posting or would you like that as part of our proposal? We understand that paid social should be part of the proposal.

a. Organic strategy, posting, and content will stay in-house.

16. Does your in-house team handle reputation management, including responding to comments year-round and during the Fair or would you like that as part of our proposal?

a. Non-fair time is handled in-house. During fair-time, contractor will assist as needed and is part of the budget.

17. Should the professional photography costs come out of the $100,000 budget or is that covered by a different budget?

a. Part of the budget.

18. Could you be more specific about 3.1.9 and 3.2.9. Assist the State with sponsorship solicitation as requested? Do you mean specifically with media partners or the general community? Do you have a sponsorship coordinator we would be partnering with? We would appreciate more information on how the agency would be involved in this piece.

a. This is more about idea generation for the general community. Yes, we have a sponsorship coordinator that oversees this effort.

19. What are the goals and KPIs for the State Fair?

a. Increased attendance.

b. Increased revenue.

c. Focus on youth and family.

d. Increased advance ticket sales.

e. Mission: The South Dakota State Fair Park is a multi-purpose, year-round facility focusing on agricultural, equestrian, youth, cultural, and community events that are family-friendly and showcase the best of the great state of South Dakota.

20. With your past agency, what are things you enjoyed or didn’t enjoy working with them?

a. We enjoy their customer service, timely response, and knowledge of the fair industry.

21. Are you looking for any creative elevation or do we need to stay on brand for what you’ve been creating over the past couple of years?

a. We are always open to having the conversation and listening to new ideas.

22. Can you share efforts you’ve implemented in the past that have been successful?

a. We have had a well-rounded marketing plan that positions the fair as a safe place where friends and family meet and provides an amazing fair experience.

23. Are you interested in social media marketing efforts?

a. See 3.1.7 in RFP.

24. How far in advance will we know the dates, artists, events, coordination, etc. for the State Fair?

a. See 3.7 in RFP. Artists and event announcements are made following confirmation.

25. How much are you currently spending on paid media placement vs production?

a. 16% digital, 50% traditional, remaining balance production and consulting.

26. Will we be responsible for updating the website or will that be done by your team?

a. See 3.1.6. Primarily done in-house by the team. May need additional assistance upon occasion.

27. Are you looking to update the website design or are you open to changes?

a. Always open for discussion. Budget is a factor.

28. Do we need to maintain brand guidelines for colors, fonts, etc. or are you open to changes?

a. Maintain fair logo.

29. How many pages is the annual State Fair Guide?

a. 20

30. Do you need staff members from our team present at Wheel Jam?

a. No.

31. What will your team be responsible for for State Fair marketing?

a. Organic social media. All marketing efforts from contracted vendor must be approved by State Fair.

32. What is your target audience? Are you trying to attract a younger audience or maintain your current audience?

a. The target audience is families within approximately two hours of Huron. We always want to work to attract a younger audience and bring in new fairgoers.

33. What platform is your website hosted on currently? Are you open to moving platforms?

a. We have a custom CMS, and moving platforms depends on budget and ease of use.

34. Are you open to building a microsite for the website?

a. Depends on budget, need, and value.

35. Regarding the budget for the SD State Fair, what does the $100,000 all include? Is it strictly time for strategy, coordination and creative or does it also include media placement and printing/production?

a. Inclusive. See 3.1 of RFP.

36. Will the selected agency be responsible for all aspects of the campaign, or will internal team members be assisting with the design and implementation of select pieces/materials?

a. Agency will be responsible for all aspects of the campaign with some exceptions on social media and website. All marketing efforts will be approved by State Fair prior to implementation or production.

37. Will the selected agency be granted admin access to the website to make content and design changes, or will we pass along the changes to the current administrators to complete?

a. Most updates are done in-house but occasionally ask for assistance. The agency will be given admin access.

38. Will you be able to provide any market research or analytics from previous campaigns?

a. Yes. Once the contract is awarded.

39. What is your current target geography/reach for media?

a. The target audience is families within approximately two hours of Huron. We always want to work to attract a younger audience and bring in new fairgoers.

40. It states the Wheel Jam marketing plan should be completed by January. Knowing the contract won’t be awarded until December 19, is there any potential extension for that for this first year?

a. Yes.

41. Is the proposal Due December 10th or 19th?

a. An addendum was issued on 11/4/2024 clarifying proposals are due no later than 5 PM CT on December 10, 2024.

42. What CMS (Wordpress, Drupal, Custom) is the website built in and do you want to retain it?

a. Custom and yes.

43. Would you want us to manage the hosting of the website?

a. Yes.

44. How does the handling of the online ticketing system work? Is it our responsibility or yours to manage the online ticketing?

a. Our current vendor is Etix who handles all of our ticketing needs. It is not the agency’s responsibility.