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HomeMy WebLinkAboutProMedia Group (Riverstage Seasonal Concerts) City of Jeffersonville Government Contract Coversheet Please note: All information MUST be completely filled out and submitted to Clerk's Office within 48 hrs of execution. Date Submitted to Clerk: `] la_(-1 I (.2. q 1 Department:) 12) N k S Vendor Name: 1:)(v J\,N., Q J Sign Date: 4/ I ()al ..),/ Ending Date: g I I 7 I c)t Amount of Original Contract: 't 1 1 Y SD Is this an amendment or change order to original contract? Yes or NO Amended Contract Amount: Purpose: -Se ,14,1- \ GPr1c-er--t s For Clerk's Office to fill out Date uploaded to Gateway: JEFFERSONVILLE IkverStage 2024 Riverstage Contract April 1 - August 16 To: Paul Northam & Amber Ridings Director and Assistant Director of Jeffersonville Parks & Recreation Department From: Sam Wingate Account Manager, ProMedia Group Date: April 10, 2024 rV ProMediaGroup 4106 Reas Lane New Albany, Indiana 47150 p: 812.948.6214 www.promediagroup.com PROPRIETARY AND CONFIDENTIAL Hello. Marketing connects the right message with the right audience at the right time. The end goal is driving profitable customer action. That's what we do best. ProMedia Group is committed to helping our clients succeed digitally through creative and proven marketing and advertising strategies. We will provide the tools to help you grow your business regionally, nationally, and beyond. Our mighty team of thinkers, creators, strategists, innovators, idea-enablers, and go-getters is here to help you succeed. This proposal outlines how we plan to do that. From diagnosis to cure, we'll help you find a path to the results you're looking for. We understand people use their phones for just about everything, but we also understand that people still like things like good old-fashioned mailers. So, we have you covered, whether digital or traditional media. We're excited about the opportunity to work with you and help grow your business. Thanks from the team at ProMedia Group! Our Core Values CREATIVE I COLLABORATIVE I CLIENT-FOCUSED maw J DIM w• PROPRIETARY AND CONFIDENTIAL 0 S is Iiiiii IM ealliNr . 2 �VII WEB DESIGN & VIDEO PRODUCTION DEVELOPMENT otto, ___ 1489. K r ofIto, 4 1 P gl}jlir r ■.-4 ` '441 j #7:003", 0 400 100 --: ' 0— L/:=::. -1 4 s4 -- PRINT & COMMERCIA TRADITIONAL MEDIAE PHOTOGRAPH 'Al& EMEI R I ecro:17.! media is plural . :,- .,...,...., El '� i.j Make sure your marketing is too. Our Services + You Project Concept ProMedia Group is thrilled to continue our partnership with the Jeffersonville Riverstage, building on our past successes to elevate the venue's visibility and engagement within the community further. Our comprehensive services encompass various marketing channels, from social media management to billboard advertising, ensuring a cohesive and impactful presence across multiple platforms. As a trusted digital marketing agency in Southern Indiana, we are committed to delivering strategic initiatives that resonate with audiences and drive tangible results for the Jeffersonville Riverstage. Scope of Work Agency Retainer/Account Management As your agency of record, ProMedia Group will work to create a cohesive and consistent brand across all of Jeffersonville Parks and Events' digital and physical assets. Our experienced team will provide expert guidance and consultation, ensuring your marketing initiatives are on track and aligned with your goals. This will include a monthly meeting with marketing and leadership personnel to review your brand's progress and plan for future needs, ensuring we stay proactive and responsive to any changes or opportunities. This retainer includes 13 hours of combined consultation and coordination, and up to 3 press releases per month, for the period beginning April 1, 2024, and ending on August 16, 2024. 30-Second Commercials ProMedia Group will produce up to 3 Riverstage commercials for the website, social media, and other broadcasting advertisements as needed. These commercials will be uploaded to the department's YouTube channel and posted on social media in addition to the regularly scheduled posts. The script will be developed with assistance from Jeff Parks. Using acquired footage from the previous season (where applicable),this piece will not exceed 30 seconds in length and will be an upbeat call to action with voice talent and set to music. Once completed, each piece will be formatted for publication on social media, websites, and television. Commercials will cover the following events: • Jammin In Jeff Season • Juneteenth Event Juneteenth Video Acquisition ProMedia Group will acquire footage of the Juneteenth event on June 15th and create a "Recap Video" highlighting the entertainment and crowd interaction. This may include approved audio tracks provided by the artists, if applicable. Any acquisition requirements/restrictions brought forth by the artists will be made known to the production team at least two weeks in advance. PROPRIETARY AND CONFIDENTIAL This acquisition will include three hours of video and one-half day of edits, which will be formatted for web delivery. Concert Acquisitions ProMedia Group will provide video footage acquisition of(4) individual Jammin In Jeff concerts. Each acquisition will take place over two hours. The footage acquired will be short clips of the performance, engagement, and energy of the RiverStage entertainment and audience. ProMedia Group will be notified of selected concerts at least two weeks before the acquisition. In addition, one-half day of editing will be included for a "Recap Video."These videos will be a maximum of 60 seconds long and feature the headlining entertainment. *Any additional acquisitions needed outside the allotted number will be billed and quoted separately. Social Media Management ProMedia Group will continue to provide, create, and publish a complete social media campaign for Riverstage on the Jeff Parks and Events Facebook and Instagram. We will post to each social platform 3-5 times weekly for up to 120 posts for the season. These posts will be in addition to the weekly Facebook events, which will be created once the lineup has been announced. All Social Media will begin the first week leading up to the lineup's announcement and continue through the week following the final Riverstage show,with the final post being the season recap video. Social media will be used to deliver videos, create brand messaging, promote services, etc. These may also cover midweek reminders, rules for the Lawn, special announcements, etc. This service includes public relations management, where we will respond to direct inquiries and monitor comments, as well as tags/reviews/check-ins. Additionally, ProMedia Group will create a Facebook event for each weekly concert where we will publish the formerly mentioned material and any cancelations that may occur. ProMedia Group will monitor and respond to comments and inquiries within these events where applicable. Analytics At the beginning of each month, a ProMedia Group representative will upload your key analytics reports for the previous month to your Basecamp account for your review or email them at your request. These analytics will provide critical measures for your marketing campaign and website performance. Using these reports, ProMedia Group can monitor and make adjustments accordingly. PROPRIETARY AND CONFIDENTIAL Investment Prices are based on a 4-month agreement Services Investment totals Agency Retainer/Account Management $2,000 Juneteenth Event Video Acquisition $1,150 • 3 hours of footage acquisition • 1/2 day of video editing • 1 60 to 90-second montage video 30 Second Commercial (2) $1,650 Per Commercial Concert Acquisitions (4 total) $3,600 • 2 hours of footage acquisition • 1/2 day of video editing • (1) 45 to 60-second montage video Social Media Management- $4,800 • 3-5 Total Social Media Posts per week, up to 120 posts for the season. • Posting of Weekly Facebook Events • Post of Recap Videos upon Completion • 30-second Commercial Posted Advertising Media Campaign TBD Less In-Kind Trade <$2,000> Total $12,850 *Price includes(3)Commercials-Digital Advertising costs are optional and not included. Trade Details: Jammin in Jeff Bronze Sponsorship Corporate Logo + Link on City of Jeff's City Partners Page for the remainder of'24 Logo recognition on LED Screen "Thank You to Sponsors" Tile Verbal acknowledgment at Jammin in Jeff Concerts Logo Recognition on digital sponsor boards PROPRIETARY AND CONFIDENTIAL Payment Terms The total investment will invoiced in four equal monthly installments(May-Aug),with one-time fees added to the next scheduled invoice. Monthly invoices are due as indicated. Terms of Service ProMedia Group agrees to be bound by these Terms of Service(TOS)when we process your payment information. Upon signing this contract,you(Customer)agree to be bound by this TOS and our Privacy Policy. We may amend our Terms of Service or Privacy Policy from time to time.We will notify you of these changes to our policy. 1.CONTACT INFORMATION-You must provide us with accurate information when setting up your account and during our relationship.Occasionally,we need to communicate with you by email about your service.You agree to maintain a working email address that is monitored daily.We have no responsibility or liability for interruptions in service based on communications that are misdirected,blocked,or otherwise not received due to your failure to provide us with updated contact information.All of our regular contact with customers is done by email.We consider the primary contact in our records to be our customer.Only that entity may request changes to your account.We can set up that contact email and will do so through Gmail or your service of choice. 2. PAYMENT-You are responsible for the fees displayed on our pricing page or your invoice debited to your account. All payments are made before the period of service being provided.The initial payment begins hosting immediately and is not dependent upon usage.Our obligation to provide service to you is contingent upon your payment of the fees by your due date. It is your responsibility to ensure that we receive payment.We may temporarily deactivate websites for nonpayment ten days after the due date.Should service be suspended for any reason,including nonpayment,fees will continue to accrue. If fees accrue beyond 30 days,we will terminate the account. 3.BILL DISPUTES-If ever you have an issue with a bill,we will work with you in all good faith to resolve it immediately. 4.TERMINATION- We require ninety(90)days'notice before canceling ProMedia Group's services;however,this contract will still bind you,and you must pay any remaining amount to the contract retainer.This contract stays in place and automatically renews unless notice of cancelation is received 90 days before the renewal date. If,for some reason,one part of this contract becomes invalid or unenforceable,the remaining parts of it remain in place.We may also terminate your account at any time if we,at our discretion,deem it necessary for any reason,including nonpayment or inappropriate content.If we terminate your account and decide to restart your services,new setup fees may apply,and we cannot guarantee that we can restore your previous content. Your account will be closed upon termination.We are not responsible for forwarding email,website traffic,or other communications once your account is closed. However,you are encouraged to keep services active during a transition period should you seek to gather and transfer your content. 5.AGENCY OF RECORD—The Client agrees that ProMedia Group is the agency of record for all advertising,marketing, media buys,and public relations.The agency is authorized to make purchases on the Client's behalf,pending the Client's approval.The agency shall put forth its best effort to further the Client's interest and endeavor to make their communication successful. Payment Agreement 1.CLIENT COOPERATION-The client represents that the Authorized Representative has the authority to act on behalf of the Client,including but not limited to accepting/approving any completed Workflow Stage services,issuing change orders,and signing other writings concerning the Project.Clients may change their Authorized Representative upon written notice to ProMedia Group.The client agrees to thoroughly and promptly cooperate with ProMedia Group in connection with its services hereunder by making the Client's Authorized Representative available to assist ProMedia Group by,among other things,reviewing and accepting/approving completed Workflow Stages and otherwise under the Agreement upon ProMedia Group's reasonable request. PROPRIETARY AND CONFIDENTIAL 2.APPROVALS-The Client's Authorized Representative will be required to approve or suggest revisions during the Project.After being given materials for approval,the Authorized Representative will be notified and,after that,will have ten days to make revisions in writing and submit the same to ProMedia Group or sign off indicating the Client's acceptance thereof.Suppose the Client makes no revisions during these revision periods or fails to sign off on time. In that case,ProMedia Group may deem all services rendered in connection with the completed Workflow Stage to meet the Client's satisfaction and to have been approved.Promedia Group may then proceed to the next Workflow Stage. 3. INVOICES-The contractor will submit a quote to be signed.Upon acceptance of the quote,an initial deposit invoice and incremental invoices for all services performed will be forwarded to the Client. Payments for these invoices are due as indicated on the invoice. 4. INDEMNIFICATION-The Client agrees to indemnify and,at this moment,holds harmless ProMedia Group and its agents,employees,and Subcontractors from and against any losses,expenses,claims,liabilities,and damages (whether consequential,incidental,or otherwise)resulting from the use or reproduction of Client Materials/Media furnished by Client hereunder or Client's breach of Agreement. 5.LIABILITY-ProMedia Group warrants to the Client that the material,analysis,data,programs,and services to be rendered hereunder will be of the quality designated and will be performed by qualified personnel.ProMedia Group makes no other written,oral,or implied warranties,including the warranty of fitness for purpose or merchantability. In no event shall ProMedia Group be liable for indirect,incidental,special,or consequential damages,whether or not the possibility of such damages has been disclosed to ProMedia Group in advance or could have been reasonably foreseen.ProMedia Group's liability for Client's actual damages will be limited to the amount Client paid for the services above.This limitation shall apply regardless of the form of the action,whether such liability arises from a claim based on contract warranty,tort,or otherwise,including negligence.This limitation does not include liability due to a claim by the Client for bodily injury,damage to real property,or damage to tangible personal property for which ProMedia Group was found legally liable. 6.QUOTES-Quotes are valid for thirty(30)days.This proposal is good from the date presented up to thirty(30)days from the presentation.After that,ProMedia Group will have the right to renegotiate this proposal. 7.DISCLAIMER—The customer agrees to fully indemnify and hold ProMedia Group free from harm in any claims resulting from the customer not having obtained all the required copyright and any other necessary permissions,as well as any ADA violations for the websites and materials ProMedia Group or the customer provides. 8.INTELLECTUAL PROPERTY RIGHTS—Please read this disclaimer carefully.This document's content,including all ideas,concepts,art,and presentations,is ProMedia Group's intellectual and creative property.You may not reuse, republish,or reprint this content without our consent. All information contained here is for presentation purposes.It is not intended as a guide or professional advice to use elsewhere.Should you decide to act upon any information presented here without the express consent of ProMedia Group,you do so at your own risk. PROPRIETARY AND CONFIDENTIAL Acceptance & Signatures The parties now agree to the terms and conditions in this agreement.This agreement is demonstrated by the signatures below: Accepted f r by Signed: �/L' /At— Title: V I JQhJ faii-S 4044 Date: bt/Z-2- 1 VA Accepted for ProMedia Group by Dan Williamson data:image/png;base64,iVE Signed: 23/04/24 Title: CEO/Founder Date Signature: C Email: dan@promediagroup.com PROPRIETARY AND CONFIDENTIAL