LAX OPP - AIDS/LifeCycle Media Coordinator Request for Proposal

AIDS/LifeCycle Media Coordinator Request for Proposal
AIDS/LifeCycle, a cycling fundraiser jointly produced by the L.A. Gay 
& Lesbian Center and San Francisco AIDS Foundation, seeks 
communications/media relations consulting services for AIDS LifeCycle 
9, which takes place June 6-12, 2010.
The consultant (ALC Media Coordinator) will work with the ALC Media 
Managers (designated staff from San Francisco AIDS Foundation and L.A. 
Gay & Lesbian Center) to promote pre-event media coverage—especially 
in Northern and Southern California, manage media relations logistics 
prior to and during the event and promote national print and broadcast 
coverage of AIDS/LifeCycle.
The term of the assignment shall be February 12 – June 30. The Media 
Coordinator must be in San Francisco the evening of Friday, June 4 for 
a pre-event meeting and on Saturday, June 5 for orientation day. From 
June 6-12, while the event is taking place, the assignment will be 
full time.
Consultant Scope of Responsibilities:
Pre-event activities will include:
 
Facilitating regular planning meetings, conducted by phone, with SFAF 
and LAGLC communications teams beginning in February
Developing, maintaining and executing publicity timeline
 
Developing and pitching stories to promote:
o Pre-event coverage in Northern and Southern California media
o Pre-event/event coverage in national print/broadcast media
o Pre-event coverage in widely read blogs/online media and social 
networking sites
 
Leading staff in the development of a publicity/marketing plan to 
promote the 10th anniversary of AIDS/LifeCycle
 
Activities during the event will include:
Pitching media along the route
Supporting development of b-roll/VNR for satellite transmission to 
broadcast media
Coordinating media interviews – dispatching media managers to 
interview locations
Monitoring the toll-free media phone line
Compiling ―Media Hits‖ report to be read from stage Collecting 
local papers with event coverage and maintaining comprehensive list of 
story placements
Serving as the primary media contact at camp
Assisting with crisis communications and other duties as assigned and 
needed by ALC Media Managers
Preparing media poster boards with local news coverage for display in 
media tent
Preparing a wrap-up media hits summary report of all event coverage
ALC Media Managers Scope of Responsibilities:
Develop press kit materials (one month out release; seven daily 
advisories; victory release) and distribute to media
Distribute daily press advisories
Identify cyclist spokespeople
Provide media relations support
Develop and maintain route media list
Pitch San Francisco-area media on day 1 of the event and Los Angeles- 
area media on day 7 of the event
Serve as event spokespeople when appropriate
Following the event, the Media Coordinator will participate in a 
debrief meeting with the media managers.
Budget: $15,000 (plus expenses)
o Lodging/meals during the event will be provided
o A car will be provided for transportation during the event and fuel 
expenses will be reimbursed. Coordinator must have valid driver's 
license.
 
Experience: The Media Coordinator is someone who:
has strong media relations skills/experience and national media contacts
is a creative thinker and can develop new angles/story opportunities 
to promote ALC
is assertive and very detail-oriented
is familiar with AIDS/LifeCycle and/or its predecessor, California 
AIDS Ride
has excellent communications skills
has experience editing (or managing editing) of b-roll/VNRs
manages well under pressure and in high-stress environments
is personable and has a good sense of humor
is familiar with new media and proficient in leveraging technology and 
content for the web
is flexible and adapts quickly to rapidly changing circumstances
The ideal candidate will be fluent in Spanish.
Proposal:
Please submit a proposal to Jim Key (jkey@lagaycenter.org) by Jan. 22 
that outlines your:
Relevant experience and qualifications
Approach to generating the media coverage specified in scope of 
responsibilities
Professional references