HomeMy WebLinkAboutProMedia Group (Riverstage Marketing) City of Jeffersonville
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JEFFERSONVILLE
ditiverstag
2025 Riverstage Contract
April 14-Aug 22, 2025
To: Paul Northam, Amber Ridings, and Tara Young
Director and Assistant Director of Jeffersonville Parks & Recreation Department,
RiverSage and Events Manager
From: Sam Wingate
Account Manager, ProMedia Group
Date: February 18th, 2025
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ProMediaGroup
4106 Reas Lane
New Albany, Indiana 47150
p: 812.948.6214
www.promediagroup.com
PROPRIETARY AND CONFIDENTIAL
Hello.
We are honored to continue our partnership with the Jeffersonville Parks & Recreation
Department for the 2025 RiverStage season. We look forward to furthering our collaborative
efforts in fostering excellence and accomplishing shared objectives.
With a commitment to professionalism and shared success,we are excited to embark on
another year of collaboration, growth, and achievement. Your continued trust and partnership
are invaluable to us, and we eagerly anticipate the opportunities that the future holds for our
partnership.
In this proposal, we've laid out a plan to continue and expand our partnership. It includes
strategies to maintain your brand's consistency,drive more traffic to your website, and increase
your organization's overall communication. Building on our past success,we'll be working to
grow your online presence even further,while introducing new services to expand your reach
and impact.
We're genuinely excited about the opportunity to continue working with the Jeffersonville Parks
& Recreation Department. Your dedication to the community is inspiring, and we're here to
support you every step of the way.
Thanks from the team at ProMedia Group!
Our Core Values
CREATIVE I COLLABORATIVE I CLIENT-FOCUSED
PROPRIETARY AND CONFIDENTIAL
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Project Concept
ProMedia Group is thrilled to continue our partnership with the Jeffersonville RiverStage (hereby
referred to as RiverStage) for the 2025 season, building on our previous relationship and the
continuous work towards expanding the venue's visibility and community engagement. 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
RiverStage.
Scope of Work
Agency Retainer/Account Management
As your agency of record, ProMedia Group will continue working to create a cohesive and
consistent brand across all of RiverStage's 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 an optional 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. The retainer includes (13) hours
of combined consultation and coordination, along with up to (15) press releases, including
those listed below for the following 2025 events:
• Jammin'in Jeff Full Season (announcement date TBD)
• Juneteenth Show (show date:June 20th; press release date: June 6th)
• Jeff Goes Country(show date:August 9th; press release date:July 26th)
Services will begin approximately two weeks after the season announcement (release date
TBD) and extend through August 22nd. This will allow for a comprehensive wrap-up of the
season and final communications.
This plan ensures that all branding and promotional efforts are coordinated,timely, and
effectively managed throughout the 2025 season.
*Note:Each press release is estimated to require approximately 30-45 minutes for drafting,editing,and coordination.
PROPRIETARY AND CONFIDENTIAL
Photo and Videography
Jeff Goes Country Video Acquisition &Montage. Photography
ProMedia Group will acquire video footage and photos of the Jeff Goes Country event on
August 9,2025. ProMedia Group will produce (1) 30-second "Recap Video" highlighting the
event. This may include an approved audio track provided by the artist; if applicable,this track
must be provided prior to the edit. Once the client is provided an approval copy,the client will
have two rounds of revisions, excluding changes to approved assets and music. Any acquisition
requirements/restrictions brought forth by the artists will be made known to the production
team at least two weeks in advance.
ProMedia Group will provide the following services for this production:
• Pre-production coordination &setup
• Up to 2 hours of on-location video acquisition (1 videographer, Riverstage)
• Up to 2 hours of on-location photo acquisition (1 photographer, Riverstage)
• Up to 4 hours of video editing
• Up to 2 hours of photo grading and correction
• Formatting of final video for web delivery
• Formatting of up to 100 final photos for web delivery
*Any additional video and photo requests needed outside of this contract 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 & Events Facebook and Instagram pages. We will post to each
social platform 2-5 times per week for the duration of this contract. These posts will be in
addition to the weekly Facebook events,which will be created once the lineup has been
announced (and dependent upon Facebook's event creation standards). 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 can be used to share videos, create brand messaging, promote services, provide
mid-week reminders, announce rules for the Lawn, and share other special announcements.
This service includes public relations management,where a social media specialist will be
responsible for monitoring social media channels and will act as a page moderator to respond
to direct inquiries, monitor comments,tags, reviews, and check-ins, as well as garner the
attention of the client when a user requires additional assistance. Negative comments, foul
language,slander, and irrelevant posts will be hidden or removed, at the written request of the
client,from social media platforms.
PROPRIETARY AND CONFIDENTIAL
Additionally, ProMedia Group will create a Facebook event (see Facebook Event Creation
section below for details) for each weekly concert, where we will publish the formerly mentioned
material and any cancellations that may occur. ProMedia Group will monitor and respond to
comments and inquiries within these events, where applicable.
Social Media Campaign Scope
As detailed above,the campaign will include 2-5 posts per week throughout the season on the
Jeff Parks & Events Facebook and Instagram pages. The number of posts per week is
dependent upon the show and the need for increased social media. This post count will
encompass regular weekly posts with reminders, event information, and additional coverage for
key events and announcements; see details below.
Note:The client must provide all artist-related content(e.g.,imagery, videos,and audio tracks)at least five business days
before scheduled announcements.Delays in receiving these materials may push back publication timelines.Additionally,
if ProMedia Group needs to purchase any required assets due to late submission,the associated costs will be billed to
the client.
Pre-Season Announcements
Each major announcement will include 3 posts (2 teaser posts + 1 main announcement) for:
• Jammin' in Jeff Full-Season Announcement
• Juneteenth Show Announcement
• Jeff Goes Country Announcement
Regular Season Posting Schedule
During the regular season, 2-3 posts per week will be published to maintain audience
engagement and promote upcoming events.
Key Posting Periods
During high-visibility weeks tied to major events, 3-5 posts per week will be scheduled to
maximize impact and reach.
These key periods include:
• Week of June 1st: Season opener for Jammin' in Jeff
• Week of June 14th: Juneteenth Celebration
• Week of August 1st:Jeff Goes Country
This schedule ensures consistent engagement while prioritizing visibility during significant
events.
Posts will promote RiverStage's brand and services, highlight event announcements, deliver
videos, share midweek reminders, outline lawn rules, provide performers' bios for Juneteenth
and Jeff Goes Country, and issue special announcements as needed. The campaign will
PROPRIETARY AND CONFIDENTIAL
conclude the week after the final RiverStage show to allow posts thanking the season's
sponsors, artists,vendors, and other participants.
Our team will collaborate with the client to develop a monthly content calendar to communicate
social media post plans with the client. These may include static/animated graphics,
photography, reels, and/or stories. This calendar will be provided in advance for client review,
edits, and approval. Upon request, individual posts can be sent for approval prior to publication.
Should the client wish to implement an ongoing post-by-post approval process, our Account
Manager will coordinate this within Basecamp.
As indicated above,we will monitor and respond to inquiries and comments at these events and
on social media posts.
Any requests for social media posts made outside of regular business hours for immediate
publication will be billed at a premium of$250/hour,with a minimum of one hour. This charge
will be added to your next monthly invoice. For urgent after-hours cancellations,our team can
also provide pre-approved graphics for immediate use by the Jeffersonville Parks & Recreation
Department team.
Client-Created Graphics
In the event that the Jeffersonville Parks & Recreation Department opts to create its graphics for
registrations or events,the following specifications must be met:
• Facebook/Instagram: 1080 x 1080 pixels
• Facebook Video: 1280 x 720 pixels
• General Story: 1080 x 1920 pixels
• Facebook Event Header: 820 x 360 pixels for both desktop & mobile use
• The client may also provide a Canva link with editing access, and ProMedia Group will
make size adjustments or minor changes as needed.
Facebook Event Creation
ProMedia Group will create (10) Facebook events to promote each weekly concert and garner
additional interest. At the client's written request,these events may be boosted at a minimum of
$50 over a two-week timeline to audiences within a 30-mile radius of Jeffersonville, Indiana.
Boosting a Facebook event allows you to reach a broader audience and increase attendance or
engagement with your event. These events will show as "sponsored"events in your audience's
newsfeeds,event pages, Facebook's right-hand columns, audience networks, and a connected
Instagram account. Audiences that choose "interested"or"attending"within the event will
receive automatic event reminders.
• The Jeffersonville Parks & Recreation Department will submit all information, references,
and/or requested imagery/graphics with the understanding that deliverables will be met
within 1-3 business days of this submission.
PROPRIETARY AND CONFIDENTIAL
• Event descriptions and graphics will be provided to the client via email or uploaded into
Basecamp for review, with publication happening after final written approval is received.
*Note:The estimated social media content includes 100 posts shared on Facebook and Instagram, 10 Facebook events,
and 2 commercials published on both Facebook and Instagram.Events with a turnaround of less than 24 hours cannot
be guaranteed.
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 you to 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 adjust accordingly.
Investment
Prices are based on a 4-month agreement:April 14-Aug 22, 2025
Services Investment
Agency Retainer/Account Management $3,250
Jeff Goes Country Video Acquisition &Montage, Photography
• Video Acquisition&Montage $1,375
• Photography $875
Social Media Management:
• 2-5 Posts per week $8,150
• Posting of Weekly Facebook Events
• 30-second Commercial Posts
• Multi-Entity Partnership Discount <$3,350>
<In Kind Trade> <$1,000>
Total
$9,300
*Price includes(2)commercials;digital advertising costs(i.e.,boosted posts,events,or ads)are optional and not
included. Multi-Entity Partnership Discount provided as a token of good faith for your continued partnership through
The City of Jeffersonville.
PROPRIETARY AND CONFIDENTIAL
In-Kind Trade
Trade Details:Jammin in Jeff Support Sponsor Investment
Corporate Logo+ Link on City of Jeff's City Partners Page for the remainder of
'25
Logo recognition on LED Screen"Thank You to Sponsors"Tile
Verbal acknowledgment at Jammin in Jeff Concerts
Logo Recognition on digital sponsor boards
Total
$1,000
Payment Terms
The total investment will be 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(Agency)agrees to be bound by these Terms of Service(TOS)when we process your payment information.You
(Client)agree to be bound by this TOS and our Privacy Policy upon signing this contract.
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 are required to provide us with accurate information when setting up your account and during the
course of our relationship.On occasion,we may 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 as a result of your failure to provide us with updated
contact information.All of our regular contact with customers is done by email.The primary contact in our records is considered by
us to be our customer.Only that entity may request changes to your account.That contact email can be set up by us and will be
through Gmail or your service of choice.
2. PAYMENT-You are responsible for the fees and charges displayed on our pricing page or on your invoice debited to your account.
All payments are made prior to the period of service being provided.The initial payment begins 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 your account for nonpayment 10 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 a ninety(90)day notice prior to canceling Agency"s services,however,you will still be bound by this
contract and you will be required to pay any amount remaining in the contract retainer.This contract stays in place and
automatically renews unless notice of cancellation is received 90 days prior to 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.
Upon termination,your account will be closed.We have no responsibility to forward email,website traffic,or other communications
to you once your account is closed.You are encouraged to keep services active during a transition period should you seek to gather
and/or transfer your content.
5.AGENCY OF RECORD-The Client hereby agrees that ProMedia Group is the agency of record for all advertising,marketing,media
buys,and public relations.Agency is hereby authorized to make purchases on Client's behalf pending Client's approval.The agency
shall put forth its best effort to further the Client's interest and endeavor to make their communication successful.
PROPRIETARY AND CONFIDENTIAL
Payment Agreement
1.CLIENT COOPERATION-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 with respect to the Project.Clients may change their Authorized Representative at any time upon written notice to Agency.
Client agrees to fully and promptly cooperate with Agency in connection with its services hereunder by making Client's Authorized
Representative available to assist Agency by,among other things,reviewing and accepting/approving completed Workflow Stages,
and otherwise pursuant to the Agreement upon Agency's reasonable request.
2.APPROVALS-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 thereafter,will have 10 days to make revisions in
writing and submit the same to Agency or sign off indicating Client's acceptance thereof.If Client makes no revisions during these
revision periods or fails to timely sign-off,Agency may deem all services rendered in connection with the completed Workflow Stage
to meet Client's satisfaction and to have been approved and Agency may then proceed to the next Workflow Stage.
3.INVOICES-Agency 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 submitted to Client.Payments for these invoices are due as indicated on the invoice.
4.INDEMNIFICATION-Client agrees to indemnify and hereby holds harmless Agency and its agents,employees,and subcontractors
from and against any and all 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 the breach of this Agreement.
Agency agrees to indemnify and hereby holds harmless Client and its agents,employees,and affiliates,from and against any and all
losses,expenses,claims,liabilities,and damages(whether consequential,incidental,or otherwise)resulting from(i)Agency's gross
negligence or intentional or wilful misconduct or(ii)Agency's breach of this Agreement.
Client agrees to fully indemnify and hold Agency free from harm in any and all claims resulting from Client not having obtained all
the required copyright,and/or any other necessary permissions,as well as any ADA violations for the website and materials Client
provides.Agency agrees to fully indemnify and hold Client free from harm in any and all claims resulting from Agency not having
obtained all the required copyright,and/or any other necessary permissions,as well as any ADA violations for the website and
materials Agency provides.
5.LIABILITY-Agency 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.Agency makes no other warranties,written,oral,or
implied,including without limitation the warranty of fitness for purpose or merchantability.In no event shall Agency be liable for
indirect,incidental,special,or consequential damages,whether or not the possibility of such damages has been disclosed to
Agency in advance or could have been reasonably foreseen.Agency's liability for Client's actual damages will be limited to the actual
amount paid by Client for the aforementioned services.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
Agency 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 Agency reserves the right to renegotiate this proposal.
7.INTELLECTUAL PROPERTY RIGHTS-Please read this disclaimer carefully.The content included in this document,all ideas,
concepts,art,and presentations made are the intellectual and creative property of Agency.You may not reuse,republish,or reprint
this content without our written consent.
All information contained here is for presentation purposes.It is not intended as a guide or as professional advice to be used
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.
Acceptance & Signatures
The parties hereby agree to the terms and conditions outlined in this agreement. This agreement is
demonstrated by the signatures below:
Accepted for by
PROPRIETARY AND CONFIDENTIAL
Signed: 6-6Th
Title: [r 42 MVO') WA, finfMatglt
Date: (1\\912)046
Acce rolVI Gro p y Dan Williamson
Signed:
Title: CEO/Founder Date 2/25/2025
PROPRIETARY AND CONFIDENTIAL