Request for Proposals (RFP) Tourism Marketing & Management Services

Request for Proposals (RFP)

Tourism Marketing & Management Services

Issued by: Tourism Council of Carbondale (TCC, Carbondale Tourism), an entity of the Carbondale Chamber
Contract Term: January 1, 2026 – December 31, 2027
Proposal Due Date: December 12, 2025
Contact: Andrea Stewart, President & CEO
Email: andrea@carbondale.com 

1. Overview

The Tourism Council of Carbondale (TCC, also known as Carbondale Tourism; used interchangeably throughout RFP), an entity of the Carbondale Chamber, seeks proposals from qualified marketing and destination management professionals or agencies to provide strategic tourism marketing, visitor engagement, and destination management services beginning January 1, 2026.

The goal of this partnership is to elevate Carbondale’s brand as a sustainable, creative, and historically significant mountain town while fostering economic vitality, community pride, and responsible visitation. The selected partner will collaborate closely with Carbondale Tourism staff, the TCC Board, and local, regional, and state partners to implement a dynamic and effective tourism strategy.

2. Terms and Conditions

• Annual Budget Range: $36,000-$48,000 per year.

  • The proposed fee structure should reflect the scope of work outlined in this RFP and include all anticipated costs. Invoices are to be submitted monthly and paid upon approval of the Client.

• Contract Term: Two-year service period beginning January 1, 2026, and ending December 31, 2027.

• Non-Exclusive Agreement: The contract is mutually non-exclusive; the TCC needs not be the agency’s sole client.

• Termination: Either party may terminate the contract with 90 days’ written notice.

3. Scope of Work and Service Deliverables

Carbondale Tourism recently adopted this tourism strategy, which outlines the TCC’s areas of tourism management and destination marketing, 

A. Destination Marketing and Promotion

• Manage all destination marketing activities that authentically represent Carbondale to increase awareness as a visitor destination.

• Website: Work alongside contracted website team to update Carbondale.com with visitor-focused content including testimonials and destination promotion.

• Social Media: Coordinate organic content for Facebook and Instagram; manage paid campaign development and implementation.

• Media Relations:

  • Develop seasonal press releases.

  • Manage press inquiries, image requests, and media visits.

  • Coordinate itineraries and hosting for visiting media; follow up to secure coverage.

• Newsletter: Create and distribute a quarterly newsletter; manage MailChimp account.

• Paid Advertising: Provide strategic counsel, develop campaign content and design, and manage placements.

• Partnerships & Promotions: 

  • Coordinate tourism and lifestyle brand collaborations and media partnerships.

  • Community Outreach and engagement with local stakeholders and cultivate relationships for content partnerships, including but not limited to business community, event organizers, Town of Carbondale, and others to develop strategy on how content is shared. 

B. Tourism Management Implementation

• Destination Stewardship: Coordinate and implement visitor education and awareness campaigns that promote sustainable tourism and responsible visitation, including integration of the current Take it Easy campaign.

• Industry Relations & Stakeholder Engagement:

  • Maintain strong relationships with local, regional, and state tourism partners.

  • Attend industry meetings, represent Carbondale Tourism, and provide summary reports to the TCC Board. Meetings include but are not limited to Colorado Tourism Office regional workshops and state conferences, Roaring Fork Valley Destination Alliance quarterly meetings, and others.  Approx 30 hours annually, not including CTO GovCon. 

  • Support the TCC Board and CEO in developing stakeholder communication materials, surveys, and engagement strategies.

• Destination & Visitor Experience Development: Provide insight and guidance on tourism product development, visitor experience enhancements, and community collaboration.

4. Meetings and Reporting

• Client Update Meetings: Monthly one-hour meetings (12 per year) to review progress and upcoming priorities; held via video conference or in person with the CEO.

• TCC Board Meetings: Monthly attendance (in person) to provide updates and receive guidance from the board.

• Ad Hoc Meetings: Attend as needed with partners, vendors, or board members to advance project goals.

• Reporting: Submit a monthly summary report detailing marketing results, campaign performance, and implementation activities. Lead preparation of the annual tourism report.

5. Proposal Submission

Proposals should be no more than three (3) pages, excluding optional appendices, and should include:

1. Agency Overview: Background, structure, and relevant experience.

2. Approach: Overview of proposed methods to fulfill the scope of work.

3. Team: Key personnel and roles.

4. Budget: Annual cost estimate with breakdown by major categories.

5. References: At least two current or recent clients with similar scope.

Please submit proposals electronically to andrea@carbondale.com by December 12, 2025.

6. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Demonstrated experience in destination marketing and tourism management.

• Understanding of Carbondale’s tourism values and community character.

• Creativity and strategic approach.

• Cost-effectiveness and clarity of deliverables.

• References and past performance.