Purpose
Madhya Pradesh Tourism Board requires the service of a professional agency having previous experience of Marketing & PR Services.
Background
Madhya Pradesh can easily be described as the best state of the nation, in terms of richness and diversity of tourism destinations. The state has three world heritage sites namely Sanchi, Bhimbetka and Khajuraho. Madhya Pradesh is not called the ‘heart of India’ only because of its location in the centre of country. It has been home to cultural heritage of Hinduism, Buddhism, Jainism and Islam. Innumerable monuments, exquisitely carved temples, stupas, forts and palaces are dotted all over the State. The natural beauty of Madhya Pradesh is equally varied. Consisting largely of a plateau, the State has everything. Spectacular mountain ranges, meandering rivers and miles of dense forests. But perhaps the best part about MP is its accessibility. It is equally close to major tourist destinations from the North, South, East and West. In the last few years, the Government of Madhya Pradesh has initiated a number of measures to position the state as the leading tourism state globally. While considerable work has been done and the state is now being recognized as one of the leading tourism states of the nation, much more still needs to be done. All the tourism related initiatives of the Government of Madhya Pradesh (GoMP) are executed through Madhya Pradesh Tourism Board (MPTB), the nodal agency of GoMP.
Scope of Work
PR Activities throughout the year
PR related activities shall be done on a regular interval and for the events as mentioned in the RFP.
- Dedicating 1 Manpower for PR Activities for liaising with Creative and Digital Agencies and for liaising between TA/TO /Media etc. placed at the station i.e. Bhopal should necessarily be a full time on roll employee of the agency supported by last drawn salary slip.
- Publishing 2 Advertorials per Quarter in Mainline Magazines/Newspapers. (2 Advertorial per quarter one national and one regional Magazine/Newspaper) Note: Agency has to provide name of the top magazine/ newspaper in writing in Technical Bid document in which advertorials are planned. (Please refer to the Annexure VIII.) The content is to be developed by the agency and approved by MPTB.
- Publishing 2 Advertorial per Quarter in Travel trade Magazines of the Country. (2 Advertorial per quarter one national and one regional Magazine/Newspaper)
- Note: Agency has to provide name of the top magazine/ newspaper in writing in Technical Bid document in which advertorials are planned. (Please refer to the Annexure VIII.) The content is to be developed by the agency and approved by MPTB.
- Networking with local TA/TO on regular basis & giving them information about Madhya Pradesh, taking feedback and communicating, coordinating with co- exhibitors/sellers of the State.
- To Coordinate with MPTB’s Creative and Media Buying Agencies.
- Identify & send 2 reporters of Mainline Magazine and Newspapers in each Quarter. (Cost for FAM trip will be borne by MPT).
- Organizing FAM trips for quality Travel Operators/Press/ Bloggers for promotion of MPTB. (Cost for FAM trip will be borne by MPT)
- Media tracking – tracking of online, print and electronic coverage. Submission of compiled reports every quarter with cost analysis.
- Agency shall submit a detailed PR Report (two copies) in printed & bounded form and in soft copy along with pre and post event coverage, photographs, media tracking of online, print and electronic coverage with cost analysis, updated list of domestic media / travel agents, feedback, Way forward, CD/DVD etc. to MPTB on Quarterly Basis.
- Any other work assigned by Madhya Pradesh Tourism Board on mutually agreed terms and conditions.
Consultancy Services
- Chalking out a Road map (Marketing & Publicity Plan) and project an outcome in a given span of time.
- Identification of other cities based on the source market’s match with MP Tourism products.
- Communication designing in mutual consultation of collaterals etc. The collaterals should be of high quality and hence to be printed from printing press of National repute.
- To advice the authority for media buying in Digital / Print / TV/ OOH /different innovative media platforms for publicity depending on budget & need.
PR Activities during Events
- List of Events:-
- GITB (Great Indian Travel Bazaar), Jaipur
- SATTE, Delhi
- IITT- Mumbai
- OTM- Mumbai
- TTF- Kolkata
- TTF- Ahmedabad
- TTF- Bengaluru
- 360◦ Planning and Organization of PR Activities during events for MP Tourism including overall formatting, planning, execution and networking with TA, TO & Media.
- Conceptualizing & designing of PR Activities during events
- Scheduling and Structuring of PR Activities during events.
- Presence of PR Marketing Representative knowing both English and local language to communicate between Travel Agents and Media with officials from Madhya Pradesh Tourism at the venue on all days of the event.
- To coordinate with Event Organizers and with MPTB’s Event Management Agency for all the events.
- Media management during all the Events listed and the logistics required thereof- Press kit, Press releases.
- Database development of the Visitors during all the events listed and sharing with the authority within 3 days of conclusion of event.
- Dispatch of regular print and electronic materials to the media during all the Events listed. (Invite / Teaser and Thank You E-mailer to Tour Operators, Travel Agents, Media, Trade. Minimum 3 mailers of not less than 300 words each with not less than 1 photograph in each mailer per event to a minimum data base of 2500 email accounts).
- Preparation of Press Kits (Quantity 200) to the media during the event.
- Preparation of the MP Tourism presentation during all the events.
- To prepare and distribute news, press releases- briefs on major initiatives/ achievements/ highlights/ programs, speeches in English and in local language of the region where event is to take place to suit the appropriate media during each events.
- Tracking and submission of online, print and electronic coverage of the event. Note: To be submitted within 2 days post event.
- Arrangement of at least 25 numbers of B2B meetings per day with quality TA/TO with booking of timeslot in consultation for Madhya Pradesh Tourism attending during each event where there shall be only the Tour Operators/ Travel Agents intending to promote Madhya Pradesh as travel Destination. List of TA/TO to be submitted 1 month before the Event. Appointment taking to start with from the day of opening of stall registrations.
PR Activities during Roadshows in Mega Cities
- List of Mega Cities:
- Delhi
- Mumbai
- Hyderabad
- Pune
- Kolkata
- Bengaluru
- Chennai
- Ahmedabad
- 360◦ Planning and Organization of Road shows for MP Tourism including overall formatting, planning, execution and networking with TA, TO & Media.
- Conceptualizing & designing of the Roadshows
- Scheduling and Structuring of the Roadshow.
- Ensuring a minimum no. of 150 PAX participants in all roadshows (Travel Trade Fraternity, Investors, Media)
- Note: List of Invitees to be obtained from MPTB office and Invitation to be sent to Invitees at least 15 days in advance. After that follow-up calls to be made to take confirmation from Invitees.
- Presence of PR Marketing Representative knowing both English and local language to communicate between Travel Agents and Media with officials from Madhya Pradesh Tourism at the venue on all days of the roadshows.
- Madhya Pradesh Tourism’s designing only of Branding at the Venue. (Thematic Backdrop with Stage & Standees etc.)
- 2 nos. of Hostesses, in each of the roadshow having knowledge of local language and English.
- Media management during all the roadshows and the logistics required thereof- Presskit, Press releases.
- Database development of the visitors during all the roadshows and sharing with the authority within 3 days of conclusion of roadshows.
- Dispatch of regular print and electronic materials to the media. (Invite / Teaser and Thank You E-mailer to Tour Operators, Travel Agents, Media, Trade. Minimum 3 mailers of not less than 300 words each with not less than 1 photograph in each mailer per event to a minimum data base of 2500 email accounts).
- Preparation of Press Kits (Quantity 200) to the media during all Roadshows.
- Preparation of the MP Tourism presentation during all Roadshows.
- Printing and distribution of invitation cards (Quantity 300) to the trade and Press to visit during all roadshows.
- To prepare and distribute news, press releases- briefs on major initiatives/ achievements/ highlights/ programmes, speeches in English and in local language of the region where roadshow is to take place to suit the appropriate media.
- Tracking and submission of online, print and electronic coverage of the Roadshow.
- Note: To be submitted within 2 days post roadshow.
PR Activities during Roadshows in Other Cities
- List of Other Cities:
- Surat
- Rajkot
- Lucknow
- Nagpur
- Raipur
- Vizag
- Madurai
- Jaipur
- Chandigarh
- Kochi
- Aurangabad
- Varanasi
- Shillong
- Bhubaneshwar
- Kanpur
- Gurgaon
- Noida
- 360◦ Planning and Organization of Road shows for MP Tourism including overall formatting, planning, execution and networking with TA, TO & Media.
- Conceptualizing & designing of the roadshows
- Scheduling and Structuring of the roadshow.
- Ensuring a minimum no. of 75 PAX participants in all roadshows (Travel Trade Fraternity, Investors, Media)
- Note: List of Invitees to be obtained from MPTB office and Invitation to be sent to Invitees at least 15 days in advance. After that follow-up calls to be made to take confirmation from Invitees.
- Presence of PR Marketing Representative knowing both English and local language to communicate between Travel Agents and Media with officials from Madhya Pradesh Tourism at the venue on all days of the roadshows.
- Madhya Pradesh Tourism’s designing only of Branding at the Venue. (Thematic Backdrop with Stage & Standees etc.)
- 2 nos. of Hostesses, in each of the roadshow having knowledge of local language and English.
- Media management during all the roadshows and the logistics required thereof- Presskit, Press releases.
- Database development of the visitors during all the roadshows and sharing with the authority within 3 days of conclusion of roadshows.
- Dispatch of regular print and electronic materials to the media. (Invite / Teaser and Thank You E-mailer to Tour Operators, Travel Agents, Media, Trade. Minimum 3 mailers of not less than 300 words each with not less than 1 photograph in each mailer per event to a minimum data base of 2500 email accounts).
- Preparation of Press Kits (Quantity 200) to the media during all Roadshows.
- Preparation of the MP Tourism presentation during all Roadshows.
- Printing and distribution of invitation cards (Quantity 300) to the trade and Press to visit during all roadshows.
- To prepare and distribute news, press releases- briefs on major initiatives/ achievements/ highlights/ programmes, speeches in English and in local language of the region where roadshow is to take place to suit the appropriate media.
- Tracking and submission of online, print and electronic coverage of the Roadshow.
- Note: To be submitted within 2 days post roadshow.
Due Date: May 30th, 2017.
Address: Madhya Pradesh
Tourism Board
Bhadbhada Road,
Bhopal – 462003 Madhya Pradesh, India
Major PR firms in India include Ketchum PR and Ogilvy PR.