The U.S. Travel Association is seeking project services of a public relations (PR) agency to represent IPW to the United Kingdom travel media. The services required include the selection of leading UK travel writers to attend IPW, coordinate a selection committee of UK-based partners, assist journalists with registration and housing and represent IPW at key industry events.

U.S. Travel Association

The U.S. Travel Association is the national, non-profit organization representing all components of the travel industry that generates $2.1 trillion in economic output and supports 14.9 million jobs. U.S. Travel's mission is to increase travel to and within the United States.  U.S. Travel Association owns and operates IPW. Visit www.ustravel.org and www.ipw.com  

IPW

U.S. Travel Association's IPW is the travel industry's premier international marketplace and the largest generator of travel to the U.S.; it is not a typical trade show. In just three days of intensive pre-scheduled business appointments, more than 1,000 U.S. travel organizations from every region of the USA (representing all industry category components), and more than 1,200 international and domestic buyers, and nearly 500 press from more than 70 countries conduct business negotiations that result in the generation of more than $4.7 billion in future travel to the U.S. At IPW, buyers, press and sellers are able to conduct business that would otherwise be generated only through an exhaustive number of trips.

Process

Interested parties must submit an expression of interest along with a written statement of qualifications.  Upon initial evaluation of all submittals, U.S. Travel may select various respondents to provide an oral presentation for further evaluation of a respondent's ability to assist U.S. Travel towards achieving the expected results of this solicitation as outlined in this RFP. However, U.S. Travel may select contractors based on written proposals alone.   

At the conclusion of the RFP process, successful proposers will be responsible for providing advice and assistance in executing PR activities around the respective project. The successful proposer will be an independent contractor and will furnish all management, supervision, labor, and any or all other services, as required by U.S. Travel. A contract will be executed with the successful proposer on or around August 1, 2014.

Scope of Services

1. Recruit approximately 30 media delegates, consisting of a combination of quality journalists who are first-time, past and regular delegates to IPW 2015-Orlando, IPW

2016-Miami and IPW 2017-Washington D.C.;

1. Coordinate a UK International Press Advisory Committee to vet and recommend journalists; committee shall be composed of UK-based communication staff of:  IPW host city, Brand USA, other U.S. destination representative, transportation representative and U.S. Commercial Service Office;
2. Coordinate pre-show press releases for Client to promote IPW, announce opening of registration and ensure high-quality attendance;
3. Distribute written IPW invitation and brochures to current and targeted press contacts and maintain rsvp list;
4. Assist journalists with registration and housing process and communicate IPW deadlines and onsite schedule;
5. Attend Visit USA meetings on behalf of Client and provide IPW updates;
6. Represent Client at industry networking events, Visit USA media workshops, ATE Marketplace, British Guild of Travel Writers and ongoing media calls throughout the term of this agreement;
7. Set up media appointments for U.S. Travel staff attending World Travel Market;  I. Travel to and attend IPW, assisting U.S. Travel as identified; and

J. Provide a post-IPW report.

Eligibility

1. Extensive knowledge of the travel industry and media with demonstrated effectiveness in developing, implementing and managing programs for current travel-related clients ;
2. Account manager with a minimum two years' agency and/or corporate public relations experience;
3. Demonstrated experience and ability to work within the travel and tourism field and necessary contacts to initiate and implement the project; D. Preference for a London-headquartered agency; and

E. Sound financial background.

Proposal Submission

1. Documentation of eligibility requirements;
2. Full agency profile, including names and credentials of principals, ownership and proposed account team;
3. Provide full list of current clients;
4. Proof of sound financial standing;
5. Three client references;
6. Project plan;
7. Proposal must be submitted electronically or via hardcopy by July 15, 2014;
8. Bidders may contact Cathy Keefe for additional information or clarification at ckeefe@ustravel.org
9. U.S. Travel may select the response that demonstrates the best value overall, including proposed alternatives that will achieve the goals of U.T. Travel.  U.S. Travel and a selected bidder may negotiate a change in any element of contract performance or cost identified in the original proposal for the selected bidder's response which results in lower costs or more cost effective or better value than was presented in the selected bidder's original value;
10. Project cost must be submitted in U.S. Dollar along with any itemized cost estimates;
11. Duration of contract, three-years (annually renewable) beginning August 1, 2014 through July 31, 2017.

Cost Structure

1. Project fee to include all fixed costs related to the execution of the proposed services and estimated reimbursable costs incurred for travel and other variable costs associated with public relations and trade activities for IPW;
2. The selected contractor will be compensated for its services by U.S. Travel upon an agreed schedule of payments, including pre-approved reimbursable expenses.