RFP_F-0000000005 - Hudson Valley Tourism Social Media & Email Marketing

February 14, 2025

RE: Request for Proposal: Social Media & Email Marketing  

Objective
The objective of this RFP is to seek and retain a qualified firm to manage Hudson Valley Tourism’s social media channels and develop seasonal email marketing efforts to promote the Hudson Valley brand and assets of the 10-county region, including history, arts and culture, food and beverage, agri-tourism, and outdoors. The result of these efforts will benefit the Hudson Valley economy, including the local municipalities, hotels, museums, cultural organizations, restaurants, and retail. The contract will run through 12/31/2025, with the possibility of a long-term contract.

Background
Hudson Valley Tourism (HVT) is a not-for-profit corporation comprised of 10 New York State counties in the Hudson Valley Region. It works to promote and enhance the image of the Hudson River Valley region, a federally designated National Heritage Area, as a premier leisure and business destination. This designated I LOVE NEW YORK vacation region includes the counties of Albany, Columbia, Dutchess, Greene, Orange, Putnam, Rensselaer, Rockland, Ulster and Westchester.
Visit Hudson Valley | Things to Do | Travel & Tourism
Hudson Valley Tourism | Facebook                         
Hudson Valley Tourism (@travelhudsonvalley) • Instagram photos and videos

Summary
Hudson Valley Tourism is seeking a qualified firm to support our marketing initiatives with a creative social media and email marketing strategy, implementation and management with the goals to drive visitation to our website, build our tourism brand, increase awareness of travel opportunities to our region and inspire visitation to the Hudson Valley.

Scope of Work
The scope of work will include the following:
 

• Create and execute a strategic social media and email marketing plan based on goals laid out in RFP with input from the leadership of HVT with the primary purpose of generating travel/tourism business to the region through increased awareness and engagement with content. HVT partners will provide photos, video and suggested content based on themes to be used in various types of posts, reels and stories. Content must authentically represent the 10 county Hudson Valley Region and Increase followers through engagement.
• Meet with regional representatives periodically to ensure tactics are being managed and measured and are within budget.

• Provide monthly statistical reporting on social and email campaigns.

• Please provide a profile of your company, contact information, website and social media platforms.
• Describe the approach your firm would undertake to successfully complete the tasks described in the scope of work.
• Provide examples of relevant work in the tourism industry or similar.
• Provide a minimum of two (2) client references.
• Provide a list of personnel who would be assigned to account and their qualifications.
• A prime candidate will demonstrate knowledge of the Hudson Valley vacation region and the tourism industry. 

• A maximum budget of $60,000 has been established for work outlined in the Scope of Work. This budget amount does not include external advertising costs.
• Provide a schedule of fees for all relevant services described in scope of work.
• Contractor must be familiar with Empire State Development’s I Love NY Matching Funds grant guidelines. All guidelines, including required approvals, must be strictly followed.
• HVT reserves the right to adjust both the budget and related services based on availability of matching funds.