Temporary Marketing & Communications Support

EQUEST FOR PROPOSAL (RFP) Temporary Marketing & Communications Support Society of American Florists (SAF) Contract Period: August 1, 2026 – November 15, 2026 Location: Remote (U.S.-based contractors only) PROJECT OVERVIEW The Society of American Florists (SAF) is seeking proposals from qualified freelancers or agencies to provide temporary marketing and communications support services on an hourly and/or project basis between August 1 and November 15, 2026. SCOPE OF WORK The following outlines the anticipated projects and deliverables. Priorities may shift slightly based on organizational needs. PROJECT 1: SAF ANNUAL CONVENTION 2026 Event Dates: August 18–21, 2026 Deliverables August 18-21: Event Social Media Coverage Repost tagged attendee content to SAF Instagram and Facebook Stories throughout the event (depending on tags about 10 stories daily). Post SAF content (provided via text by on-site staff) to SAF Instagram and Facebook Stories throughout the event (about 10-15 stories daily) Tag speakers, sponsors, exhibitors per guidelines. Create and publish daily recap social media post or reel (using the day’s content) at end of day, Aug. 18, 19 and 20. Create and publish final convention thank-you and recap post or reel at end of day on Aug. 21. August 18 & 19: Event Photography and slideshows Coordinate with SAF’s event photographer to obtain daily event photos each evening. Update general session slideshow presentations using event photography and save to folder for SAF staff by 10 PM on the evening of Aug. 18 and 19. By Wednesday, August 26: Post-event Content Develop and deploy approximately 10 convention-related press releases (emailed and posted to the SAF website). Receive event photography from on-site photographer and organize and upload to SAF Flickr albums. Create and deploy convention wrap-up email to attendees. SAF will provide: Photos and video from on-site staff via text message for posting. Detailed social media posting schedule with outlined dates, posts, tagging guidelines, and instructions for guidance. Access to SAF social media accounts, Flickr, website, Canva, and email marketing platform. Existing SAF branding assets, templates, and style guidelines will be provided. Email templates from prior convention campaigns for reference and reuse. PROJECT 2: PETAL IT FORWARD 2026 Project Period: September–October 2026 Event Date: October 14, 2026 Deliverables Weekly promotional email (Sept. 7 – Oct. 5) Day of social media reposting tagged content from participants on Facebook and Instagram Stories – about 30 posts (Oct. 14). Instagram highlight reel of event-day participation reposts. Post-event “thank you” email to all participants (Oct. 15). SAF will provide Campaign messaging direction, timelines, and event details. Previous Petal It Forward marketing and thank you emails and templates for reuse. Recipient lists. Approvals of all emails. PROJECT 3: PROFIT BLAST – MILFORD, CONNECTICUT Project Period: September–November 2026 Event Date: November 8, 2026 Deliverables Provide weekly marketing updates to SAF staff to share with stakeholders. Seven promotional emails throughout September and October (using existing assets). Three to four promotional social media posts in weeks leading up to event. On Nov. 8 post to SAF to Facebook and Instagram Stories throughout the event and tag sponsors and speakers (content provided by on-site staff and re-posting from attendees). Create Instagram highlight reel of event content. On Nov. 9 create a wrap up event social media post – tag sponsors and speakers Update event webpage content and promotional assets as needed. SAF will provide: Photos and video of event for social posting, sent via text. Access to existing email templates, Canva assets, and website backend. Event details, timelines, speaker information, and sponsorship assets. Strategic direction and approvals. PROJECT 4: SOCIAL MEDIA COORDINATION & CONTENT MANAGEMENT Ongoing Aug. through Nov. 15 Deliverables Participate in monthly 30-minute social media planning meeting for September content planning (Aug. 28, Sept. 28, Oct. 28); assign content to various social team members via Trello. Update SAF’s social media content calendar in Google Docs (template provided) Create 5–6 social media posts each month (inclusive of event posts listed above in projects). SAF will provide Existing branding guidelines and templates. Content ideas and posting for various social media categories (several staff members contribute to it). Access to Trello, Canva, Hootsuite, and SAF social media accounts. **Contractor is not responsible for full-time community management. PROJECT 5: EMAIL MARKETING & CONTENT CALENDARS Ongoing Throughout Contract Period Deliverables Update Google Doc marketing calendar with any changes to email and campaign schedules (as needed) Provide weekly marketing and email performance updates to SAF staff via Trello each Monday. Create and send monthly Retailer Top Picks email and related social promotion (first week of Sept, Oct. and Nov). Create and send Two Floral Management magazine announcement emails (end of August, end of October). Create and send/resend 3 virtual event promotional emails (Aug. 21/25; Sept. 4/8; Nov. 6/10) Create and send two monthly Aster promotional emails (as requested). Create and send one-off email campaigns as requested. Create and send press releases as needed. SAF will provide Existing email templates and prior campaign examples. Strategic direction, approvals, and campaign priorities. Google Doc calendar template with critical dates and deadlines. Access to Higher Logic/MagnetMail and texting platform. Target lists and audiences. PROJECT 6: WEBSITE CONTENT MANAGEMENT Ongoing Throughout Contract Period – as requested Deliverables Update SAF website pages and content; maintain homepage promotional banners (as requested). Upload Sept./Oct. and Nov./Dec. Floral Management magazine issues to the website. Update Retailer Top Picks webpage (first week of each month). SAF will provide: Existing page templates and branding assets. Copy, approvals, and strategic direction as needed. WordPress/Divi access and basic website training/documentation if needed. PROJECT 7: VENDOR & CREATIVE COORDINATION Ongoing Throughout Contract Period Deliverables Coordinate marketing and design requests from SAF staff with freelance graphic designer as needed. Send materials to SAF staff for approval of brand consistency and accuracy before finalizing. SAF will provide Access to existing brand guidelines and marketing assets. Strategic direction and final approvals. Final creative approvals will remain with SAF staff. PROPOSAL REQUIREMENTS Interested contractors should submit the following: Company overview and relevant experience Description of the individual(s) who would perform the work Proposed pricing structure (hourly, project-based or blended) Relevant work samples or portfolios Estimated availability during the contract period References (optional) We thank all applicants for their interest in this position; however, only those selected for an interview will be contacted. ABOUT SAF The Society of American Florists (SAF) is the national trade association representing all segments of the U.S. floral industry, including retailers, wholesalers, growers, and suppliers. SAF provides education, advocacy, networking opportunities, events, and business resources that help floral professionals grow and succeed. SAF reserves the right to select one contractor for all projects or multiple contractors for individual projects and may modify the scope of work based on organizational needs and budget considerations.