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Concert Welcome Media Sponsorship RFP

Thanks for your interest in the 2018 Kansas State Fair. We appreciate all your promotional efforts on behalf of this event, and we are looking forward to hearing your ideas. Please complete this form no later than June 4th.

Welcome Media proposals are defined as welcoming fair-goers to an event or act at the Nex-Tech Wireless Grandstand and receiving Welcome Media benefits in the process. (Ex: general gate admission tickets, concert tickets or support of a special event during the fair.)

In previous years, Welcome Media partnerships have been limited to one radio station sponsor and one TV station sponsor per grandstand event. In 2018 we are expanding our geographic market coverage, and we will look for one TV sponsor and one radio sponsor in the Wichita/Hutchinson market per event, as well as one sponsor outside of Wichita/Hutchinson (ex: Topeka) that does not overlap in coverage.

Here are the available events for Welcome Media sponsorship:
  • Friday, Sept. 7 – KC and The Sunshine Band
  • Saturday, Sept. 8 – Dan+Shay, with special guest Cassadee Pope
  • Sunday, Sept. 9 – Josh Abbott Band, with special guest BlackHawk
  • Monday, Sept. 10 – Demolition Derby
  • Tuesday, Sept. 11 – Roots & Boots Tour featuring Sammy Kershaw, Aaron Tippin, and Collin Raye
  • Wednesday, Sept. 12 – For KING & COUNTRY, with special guest Zach Williams
  • Thursday, Sept. 13 – Bret Michaels
  • Friday, Sept. 14 – Trace Adkins (4-H/FFA Night)
  • Saturday, Sept. 15 – The Beach Boys
  • Sunday, Sept. 16 – Outlaw Truck and Tractor Pull
While Welcome Media partnerships are our primary type of media sponsorship, we have other opportunities available that relate to our new daily themes and featured non-grandstand entertainment. We will send information on these opportunities to you separately in the coming weeks.

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2018 Concert Welcome Media Proposal Form

Terms & Conditions

Check "confirm" for each item.

1. It is understood that all concert tickets provided by Kansas State Fair for trade are to be utilized for promotional purposes only. Tickets are not to be used for station staff, sponsors, underwriters, or family member use. All ticket winner information must be provided to the Kansas State Fair via online form by September 30, 2017. (See guideline 4.)
2. In order for a proposal to be considered, the proposal must include details on how ALL requested ticket quantities will be given out, including type of promotion, dates of giveaway, quantitiy of tickets requested and the quantitiy of tickets given out each day of promotion.
3. Unfortunately, not all Welcome Media requests may be able to be fulfilled. Opportunities are limited and are awarded based on impact and reach of proposed promotions.
4. All ticket winners and their contact information (name, address, phone and e-mail) shall be provided to the Kansas State Fair no later than September 30, 2018. Failure to do so will result in forteiture of any future trade with the Kansas State Fair. If a welcome media proposal is approved, you will be provided with a password protected link to the online form to submit this information.
5. Stations have the option to script and produce their own spots/ads/materials, but we ask that all elements be approved by the Kansas State Fair prior to scheduled start date. Allow 48 hours for approval.
6. Should a station be granted Welcome Media introduction rights for a particular act or event at the Kansa State Fair, the station will be granted up to two introduction representatives that will be required to follow outlined guidelines.
7. By submitting this form, I agree to the above guidelines for Kansas State Fair Welcome Media. Failure to follow the guidelines will result in forfeiture of future Welcome Media opportunities.

Background Information

WELCOME MEDIA GOALS:
  1. Drive concert attendance
  2. Drive consideration for attending the Kansas State Fair in general
DEMOGRAPHICS:
Each grandstand event appeals to a particular demographic, and we are seeking formats/programming that mirrors the audience that would be interested in hearing the entertainment.

ANTICIPATED FAIR-PROVIDED CREATIVE ASSETS :
  • :15, :30 radio featuring artist and your station (subject to artist agreement)
  • :15, :30 radio spots (general Fair attendance)
  • :15, :30 TV spots (general Fair attendance)
  • Artist-approved audio, video, photo, and graphic elements
  • Kansas State Fair artwork elements
STATION-CREATED ASSETS:
  • Stations have the option to script and produce their own spots/ads, but they must be approved by the Kansas State Fair prior to scheduled start date. Allow 48 hours for approval.

Proposal Guidelines

Please submit one form per station.

We are primarily interested in promotional support during these three timeframes, in this order of priority:
  • Late July - Aug 20 (deadline for getting free gate admission with concert ticket purchase)
  • Aug 21 - Sept 6 (pre-Fair)
  • Sept 7 through the day of your selected concert (during Fair)
Our ideal partners will detail a comprehensive plan to promote the selected concert(s), including elements like the following:
  • Specific promotional ideas, including giveaways, contests, or sponsorships of regular programming
  • Live announcements
  • Recorded announcements
  • Artist interviews
  • Social media posts and promotions (boosted)
  • Spots
  • Email / e-newsletter
  • Any other ideas you have


Your Contact Information

First Name
Last Name
Email Address
Title
Organization/Media Outlet/Business Name
Station
Please submit one form per station or publication
Address Line 1
Address Line 2
City
Postal Code
Phone Number
Mobile Number

Your Proposal

Kansas State Fair event/concert you'd like to welcome:
If considering more than one, list priority order
Please provide a detailed description of all elements of your proposed promotional package, including things like the following:
  • Type of contest(s), giveaway(s), or other promotions
  • Dates for each element
  • Number of announcements (live, recorded)
  • Spots (number, length, value)
  • Social media (which ones, number of followers, number/type of posts, boosting plan)
  • Website presence (impressions, dates)
  • Requests for artist interview(s)
  • Streaming
  • Email (audience size, type of email)
You may upload a document outlining these items (PDF, Word, PPT), HOWEVER, you must also cut and paste the items into the field below.


Proposed Welcome Media package
You must include package details here
Upload Proposal (if desired; not required)
 
Number of concert tickets requested
Number of gate tickets requested
Any hard costs for the Kansas State Fair
Total value of proposed package
We will be making decisions by June 11. Watch for more details on daily themes, new attractions, and ticket trade opportunities in the coming weeks. If you have questions about the content of this form, contact Bonnie Tharp (bonnie@coppmedia.com) or Holli McCormick (holli@coppmedia.com), phone 316.425.7065. If you have technical issues with the form, contact Joy Whitman at joy.whitman@ks.gov.
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