As the video production industry grows ever more competitive, both in demand and supply, having a sturdy video production agency procurement system in place will be a difference-maker for most companies looking to gain benefits from videos.
This article takes a deep look into the RFP for video production: what it is, what it should contain and how to write one.
We also provide a free, downloadable video production RFP template that you can use for your project.
Table of Contents
What is RFP for Video Production?
A request for proposal (RFP) for video production is a general description of the type of video production services you are looking for. This document specifies the time and budget constraints, the type, style, and length of the video, as well as your general expectations from the agency procuring video production services.
The advantages of writing a video production RFP include the following:
- Narrowing the choice of candidates for creating your video or handling your video campaigns. Considering the deadlines, requirements and budget, it is likely that only a few of them will meet your needs and deliver what you expect.
- Providing the video production company with important information. This will help the team you'll be working with understand your company and your goals better.
- Introducing requirements clarity. You may have a general idea of the style and features you want to include in the video. However, structuring it and writing it down will assist you in accurately summarizing your requirements.
What Should an RFP For Video Production Services Contain?
Although different companies will have additional video projects in mind, some elements are the staple of every video production RFP.
Overview of Your Company
This section should be concise but informative. To best introduce your company, try to include all of the essentials, such as:
- What kind of content your company generates
- Your goals, values and mission statement
- What services/products do you offer
- Your target audience
- Your competitors
- What you wish to achieve with your video campaigns
Why You Need Video Production Services
This is the part that is of most significant interest to potential vendors. Make it clear why you need videos and if it will be a one-off project or an ongoing series of videos.
Be sure to specify the exact thematical idea you have in mind. Indicate the type of upcoming video: Is it a video for an event, a product introduction, or an explainer? Factors such as type, length, and video objectives will all make a difference in the final length and cost of production.
A video that aims to increase website conversions differs from a video that should raise brand awareness or improve social media presence.
That is why your vendors should understand what you are attempting to accomplish with the video. Otherwise, they may propose a high-quality piece that does not serve the goals of your campaign.
Inform vendors of your selection criteria for a video production company. This will help them understand if they are a good fit for your project and if they should apply. Mention if, for instance, you need a company that offers affordable prices, a specific kind of expertise, or provides a particular type of production and equipment.
This way, any vendor who does not meet your needs can avoid the request for a proposal, saving you time and effort during the process.
Relevant Vendor Information
It's time to let the vendors speak for themselves. Ask them critical questions about their video production company. Some of the things they should include are:
Overview of the Company
Request a summary of the video production company.
Differentiators and Capabilities
Why should you choose their video production company? What do they bring to the table that others do not?
This information will assist you in determining whether they are the best fit for your project.
Deadlines and Deliverables
The timeline is one of the essential aspects of a project that any agency would ask for. The vendors want to estimate the shooting process's potential cost and complexity to provide a realistic deadline.
The number of deliverables and the expected duration of each stage will help agencies better understand what they will deal with. Each stage of production is critical. For example, if you require concept development and scriptwriting, it will affect the price and timeline. Also, not every agency possesses the necessary equipment and staff to cater to all production stages.
The candidate agency will do its best to consider your specifications and estimate the cost. The time required for production and editing and any specifications should be specified in the RFP video type.
However, since you certainly have a budget limit, informing the vendors of it will clarify things. Remember that video production is expensive, so research the price range before requesting.
Video Production RFP Template
Video production RFP Template is useful for creating your request for proposal from scratch because it already contains all the essential fields and questions that just need filling out by the agency.
You can also download your copy of a free video production RFP template to the right on this page.
Here is an example of what a well-rounded video production RFP Template should contain:
Introduce your company and give a brief background on your business type, market, competitors, key areas of expertise and unique value proposition.
- Mission statement and vision:
- Target audience/customer types:
- Main drivers for video production needs:
PROJECT SUMMARY & OVERVIEW
Deliver an overview of your current video production efforts, why you are looking for video production companies, what you hope to gain from it and your ideal project timeline.
- Video Project Overview:
- Video Project Objective:
- Type of Video:
- Target Audience:
- Video Creative Brief:
- Project Deliverables:
- Video Specs:
- Video Distribution Plan:
- Brand Assets Provided:
Define what challenges your business currently faces that this project should solve. Be as broad or as concise as needed.
Determine the short-term and long-term goals (SMART - specific, measurable, attainable, relevant and time-sensitive) you wish to achieve with your video production efforts.
All bidding vendors must [list the criteria that must be met for a proposal to be considered, for example, their experience and client case studies, team size info, organizational charts, etc.]
1. Provide a resume or online portfolio for each individual assigned to provide the services and designate the individual who would be primarily responsible for overseeing the services.
2. Work Examples: Describe relevant past projects and examples of prior work.
3. References: Provide 2-4 client references, including a short project description and contact information.
All bidding vendors must [list the requirements that each proposal must address, such as budget, timelines, and submission due date
[Outline information about the RFP process's timeline and the project itself— deadlines, milestones, and potential roadblocks.]
Specify the budget you have allocated for this project. Also, have the proposer submit an appropriate and realistic budget.
List other documents agencies and service providers should submit along with their applications. If you have additional questions you'd like them to answer, list them here.
- Business Information:
- Team Structure:
- Notable Client Work:
- Client References:
The company will review submitted proposals for qualifications. The choice for a contract will be made based on the following criteria:
1. Expertise and experience of the agency in our niche
2. Quality of video production done in the past
3. Range of services
RFP Sent Date:
Proposals Due Date:
Winner Selected by Date:
Best Video Production Agencies to Send RFP to
- Location: Ingraham St, San Diego, San Diego, California 92109, United States
- Average Hourly Rate: $40/hr
- Expertise: Branding, Graphic Design, Video Production, Creative, Mobile App Development, UI/UX Design, Web Design and Development, Digital Marketing.
Waka is a creative and digital service agency that offers branding, graphic design, video production, and mobile app development services. It boasts an experienced team that is continually looking to push the limits of creativity to deliver high-end results that are competitively priced.
With its sights set on working with young, dynamic, creative and open-minded individuals, Waka strives for diversity to drive innovation, complete solutions and drive remarkable growth in all their projects.
Waka believes in building long-lasting relationships with each of its clients and has built up quite the client portfolio over its 10+ years of experience, namely, Kiwoko, Multifab, Goalbox, bbo and TAI.
- Location: 6855 South Havana St., #610 Centennial, CO 80112
- Average Hourly Rate: Inquire.
- Expertise: Branding, Logo Design, Graphic Design, Video Production, Creative, Web Design, WordPress Website Design, Social Media Marketing, Video Marketing.
Versatility Creative Group was founded in 2012 and was first born on the streets of Los Angeles, gaining experience in glitzy Hollywood’s film and TV industry. The company has since expanded to include a team of designers, videographers, web developers, animators, social media experts and marketing analysts.
Versatility Creative Group is a full-service creative agency that designs everything from logos to animated videos. Now based out of Denver, Colorado, Versatility Creative Group understands the importance of working with clients throughout the creative process.
Versatility Creative Group’s goal is to ensure you are 100% satisfied with your design before they finish it. Some of their most notable, happy clients include NBC Sports, ColoradoBiz Magazine and Toys for Tots.
- Location: Office 305 and 402 Sobha Ivory 2, Business Bay, Dubai, 80752, United Arab Emirates
- Average Hourly Rate: $20/hr
- Expertise: 360° Digital Services, Branding, Fashion Branding, Food and Beverage Branding, Video Production, Creative.
Studio52 is a creative agency that specializes in 360° Digital Services for fashion brands, food and beverage companies, and video production.
Studio52 houses an incredible team of creatives who are more than adept in digital media productions, audio production, voiceover recording, IVR message recording, multilingual dubbing, drone filming and photography, and 2D & 3D production, to name a few.
This agency prides itself on strong customer service and quality work and showcases itself as your go-to Video, Audio, Safety, Animation, 360° VR, and Digital Marketing agency. Some of Studio52’s most notable clients include Neils Espeland, Liana Khalaf and Yaseer Sherbiny.
- Location: 146 Chesley Hill Rd, Rochester, New Hampshire 03839, United States
- Average Hourly Rate: $150/hr
- Expertise: Video Production, Commercial Video Production, Documentary Video Production, Corporate Video Production, Explained Video Production, Creative, Video Marketing
Lifi Media Production, a Video Production Agency based in the United States, was founded in 2021 and specializes in creative visual media. They offer services such as video production for documentaries, corporate productions, commercials and explainer videos. Additionally, they also provide professional assistance with creating video marketing strategies that enhance their client's online presence.
Lifi Media Production’s works are highly sought after and have earned a number of awards. These include the Vega Digital Awards, and they were named the 2022 Canopus Winner. Many notable clients, such as Spark Electrician Services, Gray Property Group and JJ Kane Auctioneers, have trusted them.
At Lifi Media Production, they strive to bring out the best in their clients’ stories. They work closely with each client to ensure their message is accurately and effectively represented through creative visual media. Lifi Media Production has become a leading Video Production Agency in the United States through their dedication and commitment.
RFP For Video Production Takeaways
The format provided for creating an effective and exhaustive video production RFP can also be applied to other types of industries and services, such as:
- RFP for software development
- Digital marketing RFP
- Mobile App Development RFP
- Website design RFP
- Website development RFP
- RFP for SEO
- Branding RFP
- RFP for IT services
- eCommerce RFP
- Social Media RFP
Regardless of the RFP you need to write, remember to include the key members of your team, as they can play essential roles in providing valuable information or insights that could contribute to your video project's success and the launch of viral video marketing campaigns.