Tips for Creating an Effective Video Production RFP

As time intensive as it can be, we love responding to inquiries for video production bids. We’re truly inspired by the work you do and want to help you advance your mission with our storytelling. But sometimes we receive bids that don’t include all the right information, making it difficult to gauge what the potential client wants to achieve. So we thought it might be helpful to outline what to include in a video production RFP or Inquiry. This is part 1 of a 3-part blog series we’re writing on the process of working with a video production company.

Your objective
A clearly defined objective is not an easy task, but it’s the most important. Write your objective in one single sentence, like the logline of a movie. Usually it involves your audience (members, donors, clients) understanding “____” about your mission so that they will take “____” action. The understanding or the action can also be a feeling or emotion. Clearly defining that objective helps bidding vendors more accurately pinpoint how they can help you, but it also results in a clearer and more successful video product.

Your audience
Tied in closely with your objective is understanding your audience. Knowing who you are speaking to helps us craft the story more effectively. And during the bidding process, it helps us understand more deeply your objective and the scope of the project.

Exhibition
Where will you reach your audience? Will this video premiere at a gala or conference? Exist on the web? On social media? In intimate donor meetings? Or a combination of venues? Where your video will be disseminated is closely tied to the objectives and audience you’ve identified. So in many ways this list serves as a flow-chart in which each piece of information informs the next.

Length
Where and to whom you showcase the video dictates not just the style, but the length. A general rule of thumb is short is best for web and social media (2-3), while public events like a conference or donor meeting can hold attention for something slightly longer (3-5). The desired length does not have to be specific, nor should it. A desired range is helpful and we’ll work with you on honing that more closely.

Your Timeline
What’s your deadline? It could be an event, or the roll-out of your webpage. Plan for the delivery of the video one week in advance. Knowing your deadline can help vendors like us work backwards to create a timeline for each stage: contracting, pre-production, production, post-production and delivery. We typically incorporate time in the schedule for a feedback loop. But note in your RFP if you expect multiple stakeholders involved in the review process, which might hold up feedback more than a week.

Possible filming opportunities
We’ve written on our blog before about what kinds of topics and people make great stories. And you know best what opportunities exist within the orbit of your organization. So if you have access to a compelling member or client of your organization, let us know. If there’s something happening in real-time that might be great to film, such as a service event, let us know. Filming opportunities with calendar dates allow us to easily build schedules and a budget for you to review.

What’s your style?
Have you seen videos you like from other organizations? Send them along, and tell us what you like and even what you don’t like. We’re always looking for ways to reinvent the product and find new and exciting ways to tell stories, but it’s helpful to visualize what kinds of approaches appeal most to you.

What support will your team provide, if any?
Inform us how involved you plan to be in helping to gain access to film subjects, especially if your organization plans to produce a video in another country. Have you already selected subjects, will you need our help in casting, or will you be tapping into partner organizations for help? The access you have being a part of the organization can greatly reduce the number of hours we’ll need to spend, and bill for, during the pre-production process.

Have an RFP?
If you’re interested in producing a video, reach out to us for a free consultation at info@eidolonfilms. And stay tuned for part 2 of our 3-part series on working with a video production company in which we discuss more at length about how we’ve worked successfully with our clients.