REQUEST FOR PROPOSAL

FULL DIGITAL SUITE MANAGEMENT

TRP NOW, INC.

Venue Management Partner for Clayton County Public Schools

THE NEW ARENA – CLAYTON COUNTY

LOCATION: MORROW, GEORGIA – 8,000 SEAT ARENA

Updated Timeline

NEW Submission Deadline: Monday, November 10, 2025, 5:00 PM EST

Finalist Notifications: By End of Day, Thursday, November 13, 2025

SUMMARY AND BACKGROUND

TRP NOW, Inc. seeks a qualified digital agency to build and manage the complete digital ecosystem for an 8,000-seat arena in Clayton County, Georgia. Includes website/mobile app development, all social platforms, content creation, paid advertising, analytics, SEO/AEO, and ongoing operations.

Formed in 1996, TRP NOW, Inc. has become a prominent provider of entertainment and event services in Detroit, MI. In 2025, TRP NOW, Inc. was awarded the contract to manage and operate the 8,000-seat Clayton County Schools Arena. Having served hundreds of thousands through our events, it is crucial to partner with an agency that can effectively manage all digital aspects to effectively reach a mass audience.

SCOPE OF WORK

Phase 1: Digital Infrastructure (Nov 17 – Jan 31, 2026)

• Website: Full build with event calendar, ticketing integration, venue info, Discovery Center, blog, mobile-responsive
• Mobile Apps: iOS/Android with mobile ticketing, push notifications, venue map, concessions pre-order, loyalty program
• Analytics: Google Analytics 4, conversion tracking, custom dashboards, heat mapping
• CRM: Integration with HubSpot or Dynamics (TBD), customer sync, segmentation, automation
• Social Setup: Instagram, Facebook, TikTok, X, LinkedIn, YouTube – optimization, verification, pixel integration, listening tools

Phase 2: Strategy & Pre-Launch (Dec 1, 2025 – Feb 13, 2026)

• Strategy: Digital marketing strategy, content pillars, audience personas, paid media plan, influencer strategy
• Pre-Launch Content: 100-120 posts/month, 150-210 Stories/month, 12-20 TikTok videos/month, brand reveal, countdown, behind-the-scenes
• Website Content: SEO-optimized copy, blog posts, event descriptions, landing pages

Phase 3: Ongoing Operations (Feb 2026 – Oct 2026)

12-Month Full Digital Management:

• Social Media: 100-140 posts/month, 210-300 Stories/month, 20-28 TikTok videos/month, daily community management (2-hour response), 24/7 event monitoring
• Content Creation: Event graphics, video content, event recaps (48-hour turnaround), real-time coverage, UGC curation
• Web/App Management: Event updates, blog posts (2-4/month), homepage refreshes, landing pages, performance monitoring
• Paid Advertising: Event campaigns, retargeting, lookalike audiences, geofencing across Facebook/Instagram, TikTok, Google, YouTube
• Email Marketing: Event announcements, monthly newsletters, segmented campaigns, A/B testing
• Social Listening: Daily monitoring, sentiment tracking, competitive analysis, trend ID, crisis alerts
• Analytics: Real-time dashboards, monthly reports with insights, quarterly reviews, ROI analysis

SEO & AEO Optimization

• SEO: Local SEO, Google Business Profile, review management, keyword research, on-page optimization, technical audits
• AEO (AI Engine Optimization): Content optimization for AI search engines (ChatGPT, Perplexity, etc.), structured data, entity optimization

YEAR 1 DELIVERABLES

• Website, iOS/Android apps, analytics infrastructure, CRM integration
• 1,200-1,680 social posts, 2,500-3,600 Stories, 240-336 TikTok videos
• Paid campaigns, 12 monthly reports, 4 quarterly reviews, daily community management

VENDOR REQUIREMENTS

• Full-service digital agency: web/app dev, social media, paid ads, content creation
• Website/mobile app experience (5+ projects), social media management (3-5 years)
• Entertainment/sports/venue experience preferred, paid advertising certifications
• Analytics expertise, CRM integration, 24/7 availability

PRICING STRUCTURE

• Phase 1: Infrastructure setup (one-time: website, apps, analytics, integrations)
• Phase 2: Strategy and pre-launch content (one-time)
• Phase 3: Monthly retainer for ongoing operations (12 months)
• Advertising: % of ad spend OR flat monthly fee (media spend separate)
• Year 1 Total: Complete 12-month investment (Nov 2025 – Oct 2026)

PROPOSAL REQUIREMENTS

Submit single PDF (max 50 pages total) including:

• Agency overview and dedicated team structure
• 5 case studies with measurable digital results
• Proposed digital strategy and 12-month plan
• Portfolio: web/app builds, social growth, paid campaign results
• Detailed pricing by phase with monthly retainer
• 3 client references (entertainment/venue/sports preferred)

TIMELINE

• Oct 20: RFP issued | Oct 22: Questions deadline | Oct 31: Proposals due (6PM EST)
• Nov 6-7: Finalists Presentations | Nov 10: Selection | Nov 10-14: Contract
• Nov 17: Kickoff | Feb 14, 2026: Venue launch

EVALUATION CRITERIA (100 POINTS)

• Digital Expertise & Results (30): Web/app dev, social growth, paid ROI
• Experience (25): Entertainment/venue clients, full ecosystem management
• Team & Capacity (20): Dedicated resources, 24/7 availability
• Approach (15): Strategy, integration capability, innovation
• Pricing & Value (10): Year 1 investment, transparency

KEY TERMS

• Contract: 6 months initial (Nov 2025 – Apr 2026) + 6-month option (May 2026 – Oct 2026), renewable annually thereafter
• Termination: 30-day notice after initial 6-month commitment
• Insurance: $2M general liability, $1M professional liability, cyber liability
• Payment: Phase 1 & 2: 50% deposit, 50% completion. Phase 3: Monthly net 30
• Exclusions: Advertising media spend, hosting fees

TECHNOLOGY INTEGRATION

• CRM (HubSpot or Dynamics – TBD), Ticketing (Ticketmaster/AXS/SeatGeek)
• Email platform, project management, analytics/reporting tools

CONTENT APPROVAL

• Routine (80%): 24-48 hours | Education/Partnership (15%): 3-5 days
• Sponsor Content (5%): 5-7 days | Emergency: 2-4 hours

ADDITIONAL INFORMATION

• Pre-bid site visits may be arranged upon request. Please request a site visit via email at rfpresponses@trpnow.com
• TRP Now, Inc. reserves the right to reject any or all proposals, negotiate terms, and award the contract deemed most advantageous to the organization^.
• Proposals must be submitted in a Single PDF, max 50MB format to the email address provided by Friday, October 31, 2025, 6:00PM EST| Subject: Full Digital Suite RFP – [Agency Name]
• Questions/Inquiries/Proposals to TRP Now, Inc. c/o Rashid Mausi, Chief Data & Integration Officer at rfpresponses@trpnow.com cc:Rashid@trpnow.com

Download Below:

• REQUEST FOR PROPOSAL –Full Digital Suite Management

• (RFP) Vendors Submission Instructions