Tender Notice for Provision of Social Media Partnership

Mantis Akagera Game Lodge

Akagera National Park offers a truly exceptional birdlife and wildlife experience. It is the only Big-5 reserve in Rwanda and is also home to the rare swamp-dwelling Sitatunga, the rare Shoebill stork, the endangered papyrus Gonolex and the much sought-after Red-faced Barbet. With over 500 recorded bird species, Akagera is one of the best birding environs in the world with the highest recorded number of species per unit area.

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https://www.mantiscollection.com/hotel/akagera-national-park-mantis-eco-lodge/

TENDER NOTICE FOR PROVISION OF SOCIAL MEDIA PARTNERSHIP

1. Introduction

Mantis Akagera Game Lodge is pleased to invite qualified and experienced service providers to submit their proposals for the provision of social media Partner. This appointment will cover the strategic planning, creative development, daily management, reporting, and brand protection of our digital and social media in alignment with Mantis brand standards, hotel marketing objectives, and regulatory requirements.

2. Overview

Social media refers to web-based interactive platforms including, but not limited to, X (formerly Twitter), Facebook, Instagram, LinkedIn, YouTube, WhatsApp, Snapchat, TikTok.

The objective of this partnership is to engage our target audiences through compelling, high-quality content that supports our brand positioning, revenue growth, and reputation management, while adhering to regional usage and Mantis brand guidelines.

3. Scope of work

The appointed partner will be required to work closely with the General Manager and hotel leadership teams and will be responsible for the following:

3.1. Social Media Platforms & Governance

Advising on the most appropriate platforms in line with hotel marketing objectives and target markets.
Creating and maintaining official accounts with consistent branding, imagery, and accurate information.
Maintaining full records of all login credentials, emails, two-factor authentication details, and authorised access, to be lodged with the General Manager and Financial Controller.
Providing access to Mantis Regional Marketing teams when required.

3.2. Content Strategy & Planning

Developing a rolling 90-day Social Media Content Plan aligned with the Sales & Marketing strategy.
Ensuring all plans are approved by the General Manager prior to implementation.
Guaranteeing compliance with Mantis brand voice, tone, visual identity, hashtags, and keyword strategy.
Obtaining General Manager approval for any deviations from brand standards.

3.3. Content Creation

Producing original, platform-specific photography, video, and copy.
Delivering high-quality visuals and compelling storytelling.
Ensuring all content reflects current hotel offerings, events, and news.
Collaborating with hotel teams to source innovative content and encouraging creative, “out-of-the-box” approaches.

3.4. Social Media Management & Community Engagement

Daily monitoring of all channels for reviews, comments, direct messages, and mentions.
Timely, professional responses to enquiries and complaints in consultation with the General Manager where necessary.
Sharing appropriate guest-generated content to strengthen community engagement.
Leveraging positive reviews and testimonials to enhance brand reputation.

3.5. Performance Tracking & Reporting

Tracking reach, engagement, growth, and sentiment using relevant platform tools.
Providing weekly insight reports including performance analysis, competitive benchmarking, and recommendations.
Supporting the objective of maintaining the highest possible positive review ratings.

3.6. Crisis Management

Complying fully with hotel Crisis Management Plans.
Seeking approval from the General Manager for all crisis-related communications.
Coordinating messaging with the Mantis Corporate and Regional Marketing teams during major incidents.

3.7. Legal & Regulatory Compliance

Full compliance with GDPR and applicable local regulations.
Strict adherence to privacy, data protection, and copyright laws.
Securing permissions for third-party or guest-generated content.
Ensuring that no offensive, political, abusive, or inappropriate material is ever posted.

4. Deliverables

The proposal must include provision for:

Storyboarding and Creative Direction for Shoots
Monthly Content Calendars
Instagram & LinkedIn Account Management (1–2 posts per week per platform)
Secure Storage of Produced Content
Instagram Stories Support (as required)
Project Management
Monthly Analytics & Reporting
Community Engagement Management (Comments & Direct Messages)
One Video per Quarter (on-site production, repurposed into 4–5 short-form videos of 30–60 seconds)
One Photoshoot Campaign per Quarter (on-site shoot resulting in a curated photo bank for quarterly use)
PR Support including Press Release Drafting and Influencer Partnership Management

5. Submission Requirements

Interested agencies are requested to submit: