I’ve recently been contacted about a large contract I am pursuing for Hotcakes New Media. The contract is fairly extensive, and requires branding, video, photography, graphic design, print, web, programming, and custom Artez design for a large non-profit organization. Because of the size of this contract, and the money involved, I’ve been tasked with writing a full proposal to send to the client. Since all other Hotcakes New Media contracts have been under $5000, I hadn’t written any such proposals yet. As I found out, the most difficult part of writing the proposal was deciding how to approach it.

The reason for this is simple: We are not a marketing firm. We are not an ad agency. We are a creative company.

This may seem insignificant to most people, but it has a huge impact on how we conduct our business, and what people should expect from engaging our services. There are a number generic templates ad agencies and marketing firms use to build marketing proposals. They all include the “science” of marketing: SWOT analysis, target audience, focus markets. While we do take all those things into consideration when coming up with creative campaigns, they are not the core focus of our strategy. Our philosophy is simple: We make cool things people want to be a part of. When you follow that approach, you don’t have to worry about other factors. There’s no age limit on liking cool things. And no amount of science will magically get people to be engaged by your campaign.

For our creative proposals, the focus had to move away from the science and focus on the art. We are, after all, artists first and foremost. Our proposal had to reflect that fact, yet show prospective clients that we have the skills to get the job done. The format I created for teh proposal is as follows:

Background
This section describes where the client is currently, where they want to be, and what they are looking for us to do.

Scope
This is the longest part of the proposal. It covers in detail what we intend to do to get the client where they want to be. It does not pitch a specific concept or idea. That comes later in the process. Instead, it details our recommendations on how to approach various aspects of the project. For example, it might talk about how we recommend a website based on WordPress to allow two-way conversations with the public, and why we thing that is relevant for this particular project. Or it might explain the type of video we are proposing, and how we recommend distributing it. For larger projects, there may be several sub-sections for each specific task we will be recommending.

Schedule
As you can imagine, this is simply our recommended production schedule. If no specific dates have been confirmed with the client, this can be detailed as “week 1 to week 4″ or “day 22 to day 64″. It should encompass every sub-section from the scope, but not be too detailed as to not have the freedom to shuffle things around based on the final creative spec.

Team
This section is not always present in other types of proposals, but is important in the creative proposal. It contains vital information about who will be working on the project, with short bios, and tasks assigned. This helps the client understand where the expertise is coming from, and helps provide insight into our creative backgrounds.

Budget
This section is a fairly straight forward budget proposal. Because the final creative spec has not been set at this point, this is more of a budgetary overview so the client knows where we are focusing our production efforts. That way, the client has the option to say “spend less on the video and put the money into improving the website”. The budget also details what each section includes, for example, the web design section might say “includes all graphic design, setup and installation of required web applications, all html and css, SEO and speed optimizations”. This is vague enough to allow for the funds to be allocated as needed within each section, but provides a detailed enough quote so the client is aware of all the costs. It should also include a contingency of approximately 10% of the budget.

Supporting Information
The supporting information includes links to articles we may have referenced, examples of similar campaigns we are drawing inspiration from, and a portfolio of works to reinforce our ability to successfully complete the project.

As you can see, there are no charts, no intense analysis, and no marketing speak. We make it clear we are not providing a marketing campaign. The client is free to consult with a marketing firm for additional help if they so desire, but the emphasis of our proposal identifies that the proposed campaign should be honest and accessible to everyone.

As of this writing, the creative proposal has been sent to the client, and is awaiting feedback.

Andy Morris
Creative Mastermind – Hotcakes New Media