The Vibe Agency
FIU ICOT Event Website & Content Maintenance Proposal
Prepared by Green Dot Advertising — May 31st 2016
Objectives & Marketing Strategy
Create a new custom website design for FIU’s ICOT event that will inform viewers about upcoming events and how they can register for them, as well as support the mobile event app and marketing campaigns.
Marketing Strategy:
Redesigning the overall look and feel of the FIU ICOT website is essential when it comes to successfully communicating the proper information to users. Green Dot recommends reorganizing the layout to highlight what users may want to know when first arriving at the site, and integrating a ticket/registration platform to give users an opportunity to sign up immediately after digesting the content.
Utilizing a mobile event app will help you achieve the goal of eliminating the need for paper tickets and reducing the time it takes to coordinate break out events scheduled by the attendees. We recommend using Eventmobi or Sched in combination with Eventbrite to assist in the scheduling and checking in process.
Digital marketing campaigns and email marketing will be the two primary channels to help nurture those who are planning on attending the conference. Green Dot will manage existing social media accounts, as well as create and manage an email campaign. All of these initiatives will work together to keep the conference on top of mind and inform users about new developments, such as new speakers or other relevant announcements.
Website Scope of Work
Website Development Scope of Work
Design and develop a new, custom website to showcase information about ICOT and support the mobile event app.
This website is quoted as a custom site built on the WordPress platform and includes a content management system (CMS) to allow us to update and maintain the content, such as speakers and programs.
The website will be designed for both mobile devices and desktop computers with mobile responsive code ensuring content renders consistently on tablets and smartphones. It will also be designed to correspond with a mobile event app of your choosing.
Mobile Event App Platforms & Pricing
Eventbrite
- Customizable event page
- Allows users to pay online
- Gets the word out
- Tracks real-time progress
- Includes 24/7 world class support
- Manages your guests
Eventbrite Service Fee:
2.5% + $0.99 per ticket sold
Eventbrite Payment Processing Fee:
3% of ticket price
EventMobi:
- Customizable event page (general feature)
- Offline accessibility (general feature)
- Offers sponsor in-app advertising space (general feature)
- Insert your brand (general feature)
- Integrates easily with event data (general feature)
- Includes security for private events
- Provides information in multiple languages
- Measures promotion strategy and onsite engagement (general feature)
- Online check-in system
Price Tiers:
1. Pro Package $2,999 per event
2. Max Package $5,499 per event
3. Executive Package $14,999 per event
Sched:
- Manages and keeps everything in sync in one place
- Provides a directory of your speakers, sponsors, exhibitors and attendees to increase networking
- Allows attendees to reserve their spot and join waitlists
- Allows speakers to manage their sessions
- Invites participants to your event and sends them updates and announcements
- Integrates directly onto your website and keeps branding consistent
- Uses analytics and reports to understand who you’re reaching and what their interests are
Price:
1. Small Conferences (includes 250 participants + $50 per 250 additional participants) = $499
2. Large Conferences + iPhone & Android Event App (includes 500 participants + $75 per additional 500 participants) = $2,499
Website Content Outline
- HomeIntro
Programs link - teaser
Speakers link - teaser
Sponsors link - teaser
2015 Recap video
Email Signup
Social Media - Conference - single pageOverview
History of ICOT
Bilbao 2015
Photo Gallery - ProgramTopics & Schedule
Organization - own page
Grants - own page - Speakers - single pageKeynote Speakers
- Sponsors - single pageHow to Participate
Why to Participate
List of Sponsors - Miami - single pageDirections
Accommodations
Attractions
- Register - single pageAttendee Registration
Early Bird/Late Registration
Guest Pass - Blog - single pageBlog Posts & News Articles
- ContactContact Information & Location
Includes the Following:
- Account service
- Copywriting
- Visual concept development for website designs
- (2) sets of revisions
- Custom website development & programming
- Setup custom site design in WordPress CMS
- Setup registration platform
- Website setup on hosting account
Email Marketing
Email Marketing
Emails can be used to nurture a lead or promote a specific product, service or event. Even in a crowded inbox, an email with a good subject line and relevant content will stand out and drive action. Green Dot has experience with a wide array of email marketing platforms including MailChimp, HubSpot, Exact Target and many more.
Mailchimp Pricing:
- 0 – 2,000 subscribers + 12,000 emails per month = Free
- 1,001 – 1,500 subscribers + unlimited emails per month = $20/month
- 1,501 – 2,000 subscribers + unlimited emails per month = $25/month
- 2,001 – 2,500 subscribers + unlimited emails per month = $30/month
- 2,501 – 2,600 subscribers + unlimited emails per month = $35/month
Includes the Following:
- Campaign setup including drip campaign triggers, workflows and list segmentation
- Copywriting and design – (1) email per month
- Testing for all popular desktop and mobile platforms
- A/B testing of subject lines and content when applicable
- Tracking and reporting (incl. phone call tracking)
Analytics & Reporting
Analytics & Reporting
Green Dot ensures you know how your campaigns are performing at all times. Clients have direct access to the marketers working on their campaigns as well as to reporting platforms like Google Analytics (website performance), RavenTools (campaign performance) and Call Tracking Metrics (phone call lead tracking).
Includes the Following:
- Ongoing campaign tracking and analytics
- Ongoing campaign optimization based on data
- Google Analytics goal tracking setup and management
- RavenTools for campaign KPI reporting
- Monthly account review
Services Summary & Pricing
Services Summary & Pricing
Website Design & Development
The project includes the following services:
- Account Service
- Access to GD Client Portal
- Copywriting
- Visual Concepts for Website Designs
- (2) Rounds of Revisions
- Website Development
- Setup WordPress CMS
- Setup registration platform
- Setup of Website on Hosting Account
$15,000
Campaign Setup
One-time campaign setup fee includes:
- Tracking setup
- Google analytics setup
- Mailchimp account setup
$950
Social Media Management Services
Your marketing services package includes the following:
- Creative for social channels
- Page management for Facebook and Twitter (3 posts per week)
- Ongoing tracking and analytics – including access to the GD project portal and a campaign dashboard
- Monthly reporting
$700 p/m
Content & Communication Management
This package includes the following services:
- (1) custom email per month
- Website Maintenance (6 hours max per month)
$1,500 p/m
Projected Monthly Payments
| Month 1 | Month 2 | Month 3 | Month 4 | Month 5 | Month 6 | |
|---|---|---|---|---|---|---|
| Website Design & Development | $5,000 | $5,000 | $5,000 | |||
| Campaign Setup | $950 | |||||
| Social Media Management | $700 | $700 | $700 | |||
| Content & Communication Management | $1,500 | $1,500 | $1,500 | |||
| Monthly Totals | $5,000 | $5,000 | $5,950 | $2,200 | $2,200 | $2,200 |
Social Media Management
Social Media Management
Social marketing on Facebook, Instagram, Twitter, LinkedIn, Pinterest and other social networks allows you to engage directly with your social community on a daily basis.
Includes the Following: