Overview 
The ASHRAE Long Island Chapter is seeking proposals from qualified marketing and communications professionals or agencies to provide ongoing retainer-based support. The selected provider will serve as our primary marketing partner, responsible for promoting monthly chapter meetings, events, and our seasonal capstone event, as well as producing creative assets and maintaining consistent communications with our membership. 

Interested parties should respond with a proposal that addresses how they will deliver against the requirements below. Please submit your best pricing for the below scope of work and contact [email protected] 
with any questions.
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Scope of Work 
Monthly Meeting Marketing 

• Social media recap post for each meeting (LinkedIn, Instagram, Facebook) 
• 3–4 Constant Contact emails per meeting cycle (speaker bio, newsletter, reminders) 
• 1 social media flyer promoting each meeting 

Event Promotions (3–5 per month) 

• Maintain the event calendar in the chapter newsletter 
• 2–3 Constant Contact email campaigns with signup links per event 
• 3–4 social media flyers per event (LinkedIn, Instagram, Facebook) 
• Event reminders leading up to each event 

Capstone Event Marketing (Seasonal Push) 

• Coordination with the ASPE marketing team 
• Dedicated campaigns January through March (2 emails + 2 social posts per month) 

Ongoing Creative Support 

• Graphic design for flyers, posts, and newsletters 
• Newsletter editing and layout support 
• Coordination with the leadership team for content approvals 

Expected Effort 
The selected provider is expected to operate as a proactive partner — not simply an order-taker.
Deliverables are defined above, but success in this role depends heavily on the mindset, initiative, and systems the provider brings to the work. Specifically, we expect the following: 

Best Effort to Completion 

• Treat every deliverable listed in the Scope of Work as a commitment, not a suggestion — posts, emails, flyers, and reminders are expected to go out on time, every cycle 
• Proactively flag risks, delays, or missing inputs (speaker bios, event details, approvals) early enough that deadlines can still be met 
• Follow up with leadership, speakers, and partners as needed to obtain the information required to complete the work — do not let deliverables stall waiting on a single unanswered message 
• When unexpected issues arise, propose a solution alongside the problem rather than simply reporting the blockage

Initiative and Ownership 

• Identify opportunities to improve engagement, reach, and attendance without waiting to be asked (e.g., recommending posting cadence changes, suggesting new content formats, flagging underperforming campaigns) 
• Stay informed about chapter activities, upcoming events, and industry moments that warrant additional promotion 
• Take ownership of the chapter's public-facing communications voice and ensure consistency across all channels 
• Coordinate directly with the ASPE marketing team, speakers, and event hosts as needed without requiring leadership to broker every interaction 

Communication and Responsiveness 

• Respond to leadership messages and approval requests within one business day during normal operations 
• Provide a brief monthly recap of what was delivered, what is scheduled next, and any recommendations for the coming month 
• Maintain clear version control and approval trails on all creative assets and written communications