RFP_response_EllenHiatt_Stanwood Sept 2015

Proposal & Scope of Work

City of Stanwood

Events Management

2016 Spring Fest & Touch-a-Truck,
and the 2015 Light Up Your Holidays

Ellen Hiatt

Marketing and Public Affairs Consultant

(425) 314.4830
7006 179th pl nw, Stanwood, WA 98292

[email protected]

Ellen Hiatt marketing and public affairs consultant 425.314.4830

City of Stanwood
Deborah Knight, Administrator

Dear Deborah,

We are excited to be helping the City of Stanwood create new and sustainable events
to improve the quality of life for its residents and increase the tourism base for the
community.

We are a husband and wife team with graphic and web design, writing and
communications talents. Together, we have provided community outreach, strategic
communications planning, and the design and writing of various communications relat-
ed collateral, graphic design and website and video development and management for
cities and governement agencies and non-profits throughout Snohomish County.

We are also pleased to have worked successfully with the City of Stanwood to create
the Port Susan Spring Fest and Touch-a-Truck in 2015, as well as the branding for the
Port Susan Recreation Area. We look forward to growing the Spring Fest and bring-
ing more trucks and families to the event. In addition, we are happy to provide within
this proposal a scope of work to support the Light Up Your Holidays events in the city,
growing the holiday tourism activities.

Sincerely,

Brent Garner and Ellen Hiatt

p 2 | Ellen Hiatt | Events Management | City of Stanwood

Ellen Hiatt, Principal
As a journalist for a decade and a marketing consultant for the past 15 years, Ellen
has a broad background as a writer and a communicator with a focus on helping public
agencies and non-profits achieve their communications goals. She has worked with or-
ganizations in her community (YMCA of Snohomish County, Summit Expeditionary Acad-
emy, City of Stanwood), in a volunteer capacity to increase their community outreach,
and to market and execute small- and mid-scale tourism event, (Glass Quest, Concerts
in the Park, an Ale Fest). Professionally, she has worked with the Port of Everett, City
of Edmonds, YMCA of Snohomish County, Camano Island Fire & Rescue, and other pub-
lic agencies. She has designed award-winning marketing materials (Port of Everett),
wrote copy for Snohomish County Tourism Bureau brochures, engaged in award-winning
branding campaigns (Port of Everett), managed, designed and wrote content for numer-
ous newsletters, brochures, websites, videos, advertisements, and social media sites.
Brent Garner, Web and Graphic Designer
Brent Garner will be a teammate on this project. He has a diverse background that
brings both a creative spark and technical expertise. As an electronics engineer (AS De-
gree from the USAF Academy) and a mechanical engineer (AS, University of Wyoming),
and as an Apple Product Tester, Brent’s talents have benefited various companies. On
this project he will provide web and graphic design.
Brent founded Studio-Northwest, a graphic arts and web development shop in 1998. He
grew his business and successfully sold Studio-Northwest to a Tacoma based design firm
in 2004. He has continued his love of graphic arts and web development while pursu-
ing other problem solving interests at companies such as CheckSum, Boeing and as an
independent contractor. Brent works with Ellen in graphic arts and web development to
further strengthen our ability to provide clients with world class solutions.
Brent’s graphics and web clients include the following: Biringer Farm - Logo, Graphics
and original web development; Joe Dostal Investments - Graphics and technical support;
Biringer Products (now Seattle Gourmet Foods) - Packaging, Marketing materials, web
development; Kasilof Fish Co. - Logo Design - ilovesalmon.com (now Trident Seafoods),
photography, web development; GoKnobs - (now MyKnobs.com) Product Photography,
web development.

References:
Patrick Doherty, City of Edmonds Economic and Community Development Director;
(425) 771-0251; [email protected]
Lisa LeFeber, Port of Everett Communications Administrator; (425) 388-0617; [email protected]
Amy Spain, Snohomish County Tourism Bureau Executive Director; (425) 348-5802 x11; [email protected]

Ellen Hiatt | Events Management | City of Stanwood | p 3

Ellen Hiatt marketing and public affairs consultant 425.314.4830

The Proposal

The City of Stanwood needs support and implementation of Spring Fest and holiday events. As
contractor, Ellen and Brent will provide:

Event Design
• Collaboration with stakeholders to brainstorm and create new opportunities for business
engagement and support, community involvement, children’s activities, and more.

Event Coordination
• Coordination of all players, locations, photographers and vendors to provide the smooth-
est event, both in pre-planning and during the events.

Promotion
• Design of promotional materials, advertisements, flyers and graphics,
• Press Releases and social media posts and materials,
• and a Media plan to ensure thorough promotion and maximum attendance.

Fundraising
• Procurement of sponsorships to ensure events are fully funded

Budgeting
• Management of project budgets.

p 4 | Ellen Hiatt | Events Management | City of Stanwood

PSoprritnSguFseasnt Touch-a-Truck CAMANO/STANWOOD

April 11, 2015 10 am to 3 pm Food & Family Fun!

Ellen Hiatt | Events Management | City of Stanwood | p 5

Spring Fest

• The 2015 Spring Fest and Touch-a-Truck was a success. The event included about 50 large
construction vehicles, fire trucks and police and SWOT vehicles. More than 600 people
came out to see the show, eat food from local vendors and a food truck, participate in
games and visit community booths, and climb all over the bull dozers and big trucks and
excavators.

2016 Event Coordination will bring:

• An increased number of vehicles to the Touch-a-Truck, with the goal set at 100 vehicles.
• More children’s activities at the Touch-a-Truck, including a sand pile and hands-on bucket

maneuvers. We plan to continue the tricycle and foot race, and will invite more booths to
the community event.
• An increase in vendors and participants at the community event
• Increased communication to area businesses in advance of the event
• A noise-free hour for children with noise sensitivities
• Increased signage prior to event

p 6 | Ellen Hiatt | Events Management | City of Stanwood

Light Up Your Holidays

• The City’s Light Up Your Holidays events have successfully coordinated the events of local
businesses and aided area residents to attend the Warm Beach Lights of Christmas.

2016 Event Coordination includes:

• Early meetings with community business districts to plan for participation,
lighting, events, and promotion of the 2016 Light Up Your Holidays.
• Creation of marketing materials (advertisements, posters, social media
banners, etc.) to promote the event. Management of advertisement schedule
and coordination with related media for earned media.
• Coordination of the Shuttle to Lights of Christmas in Warm Beach.
• Coordination with the Stanwood Area Merchants Association for downtown
event listing and cross-promotion opportunities
• Budget management for event
• Fundraising for promotion via sponsorship procurement

Ellen Hiatt | Events Management | City of Stanwood | p 7

September October November December January February March April

Liaison with businesses early commitments for Trucks Sign-up for trucks, vendors, community booths
early commitments for Trucks early commitments for Trucks
Fundraising/
Sponsorships

Marketing design and
Implementation

Coordination of Shuttle

Legend Light Up
Spring Fest & Your Holidays

Touch-a-Truck

Agreement

The total for the enclosed scope of work is $7,500. Project work will be conduct-
ed late September through late April, up to the conclusion of the Spring Fest. The
total will be due in eight monthly installments of $937.50, beginning in September,
2015, with the final payment billed in April 2016.

The City of Stanwood will contract directly with media for advertising, while the
coordination of such contracts will be handled by Ellen Hiatt as contractor. Fund-
raising and budget management will be managed by Ellen and Brent, while fund
collection and responsibility will be managed by the City and merchant associa-
tions.

p 8 | Ellen Hiatt | Events Management | City of Stanwood