A video production request for proposal (RFP) is a document that clearly outlines your expectations for the project, ensuring vendors can understand your vision, budget, and timeline. It also helps you evaluate potential partners and ensure you’re on the same page throughout the production process.
In this article, we’ll explore what an RFP for video production should contain and how to write one. We'll also provide a free video production RFP template you can use for your project.
Table of Contents
What Is RFP for Video Production?
An RFP for video production is a general description of the video production services you need. This comprehensive document specifies the video type, style, and length of the project, time and budget constraints, and your general expectations from the agency providing video production services.
Over 90% of marketers say that video marketing delivers good returns on investment (ROI), and global video ad spending reached $176 billion in 2023. As the video production industry grows more competitive, a robust video procurement system will be a difference-maker for most companies looking to benefit from videos.
The advantages of writing a video production RFP include:
- Narrowing the choice of candidates: Considering the deadlines, requirements, and budget, it is likely that only a few of them will meet your expectations and deliver what you need.
- Providing critical information: The production team will gain a clear understanding of your company and video production goals.
- Ensuring clarity: Detailing a general idea of the style and features you want to include in the video helps you accurately summarize what you want the production company to do.
What Should an RFP for Video Production Services Contain?
A detailed RFP is a roadmap that outlines your vision, goals, and expectations. To ensure clear communication with potential vendors, the RFP for video production services should contain the following:
- Company overview
- Why you need video production services
- Video objectives
- Selection criteria
- Deadlines and deliverables
- Budget
1. Company Overview
This section should be concise but informative. To introduce your company to potential vendors, include the following:
- Your goals, values, and mission statement
- The products or services you offer
- Your target audience
- Your competitors
- Relevant vendor information
- Type of content created for branding and advertising
- What you wish to achieve with your video campaign
2. Why You Need Video Production Services
Be clear about what the video needs to accomplish and if it will be a one-off project or an ongoing content series. Specify the exact themes and concepts you have in mind. Is it a video for an event, a product introduction, an explainer, or a teaser for a new product? Video objectives, type, and length will also help agencies determine if they are right for the job.
3. Project Objectives
A video aiming to boost website conversions is very different from one meant to increase brand awareness or improve social media presence. Your vendors must understand what you want to accomplish with this video project. This ensures that every step of production and release will help you achieve the goals of your campaign.
4. Selection Criteria
Inform vendors of your selection criteria for a video production company. This will help them understand if they are a good fit for the project and if they should apply.
Outline the expertise needed or equipment preferred. This way, vendors who do not meet your needs can set aside your request and pursue other clients.
5. Relevant Vendor Information
This information will help you determine the best agency for your project. Ask critical questions about their video production company, such as:
- Overview: Request a summary of their expertise and previous experience in your niche. Ask for client testimonials and examples of previous work, preferably in your project’s style.
- Team members: Inquire about the production team’s technical capabilities and creative approach.
- Differentiators and capabilities: Why should you choose their video production company? What do they bring to the table that others do not?
- Availability: Ask about their production schedule and their ability to meet your project deadline.
6. Deadlines and Deliverables
A video production agency must have a detailed timeline of your project. The potential vendors should be able to estimate the cost of the shooting process and post-production to meet your deadline.
The number of deliverables and the expected duration of each stage of video production will help agencies better understand what you need from them. For example, if you require detailed 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.
7. Budget
Providing a clear budget range helps production companies understand the scope of your project and propose solutions that fit within your financial constraints. Be transparent about allocations for pre-production, filming, post-production, or special effects.
Furthermore, ask vendors to break down their costs, including equipment, talent, production fees, and revisions. These details will allow you to compare proposals more accurately and avoid unexpected expenses later in the process.
Video Production RFP Template
A well-structured video production RFP template is key to securing the right partner for your project. Here is what a detailed RFP video production template should contain:
1. Company Profile
Introduce your company and briefly describe your business type, market, competitors, key areas of expertise, and unique value proposition.
- Industry:
- Mission statement and vision:
- Products or services:
- Target audience and ideal customer profile:
- Competitors:
- Main drivers for video production needs:
2. Project Summary & Overview
Provide an overview of your current production efforts, why you're looking for video production companies, what you hope to gain from the project, and your ideal project timeline.
- Video project overview:
- Video project objective:
- Type of video:
- Target audience:
- Video creative brief:
- Project deliverables:
- Video specifications:
- Video distribution plan:
- Project timeline:
- Brand assets provided:
3. Project Challenges
Outline potential project challenges, such as a tight deadline, limited budget, complex subject matter, or specific technical requirements. By being upfront about these hurdles, your potential vendors can propose effective solutions and ensure they have the resources and expertise to handle them.
It is also important to discuss the overall business challenges you want to solve with your video project. Potential vendors will know how to align their creative approach with your unique needs and objectives.
4. Project Goals
Determine the short-term and long-term goals you wish to achieve with your video production efforts. Use the SMART (specific, measurable, attainable, relevant, time-bound) framework to make this section easy to understand.
If applicable, specify the following:
Primary objectives:
- [Goal 1]
- [Goal 2]
- etc.
Secondary objectives:
- [Goal 1]
- [Goal 2]
- etc.
5. Candidate Qualifications
List the criteria that must be met for a proposal to be considered, such as a company’s experience, team size, organizational chart, relevant case studies, etc.
- Resume or portfolio for each person assigned to the project
- Relevant past projects and examples of prior work
- References with short project descriptions and contact information
6. Proposal Guidelines
Clear proposal guidelines ensure consistency across submissions, making it easier to compare and select the best vendor for your project. Include:
- Formatting preferences (document length, file type)
- Criteria for evaluation (creativity, experience, cost)
- Contact information for questions about submissions
7. Project Timelines
Provide a detailed schedule to help vendors understand your expectations. Outline the following:
- Project kick-off:
- Pre-production meetings:
- Filming dates:
- Post-production phase:
- Delivery date for drafts:
- Review and revision period:
- Delivery date for final cuts:
8. Budget
Specify the budget you have allocated for this project. Ask potential vendors to submit their appropriate and realistic cost breakdown.
9. Submission Requirements
List other documents that agencies and service providers should submit along with their applications. If you have additional questions you'd like them to answer, list them here.
10. RFP Deadline
Set a clear timeline for the proposal process.
- RFP sent date:
- Proposals due date:
- Winner selected by date:
This format for creating an effective and exhaustive video production RFP can be applied to other types of industries and services, such as:
- Software development
- Digital marketing
- Website development
- Mobile app development
- SEO
- Social media
- Website design
- eCommerce
- Graphic design
- Branding
- Cybersecurity
- Public relations
- IT services
- Email marketing
Best Video Production Agencies
Video production agencies have the tools and expertise to create high-quality content that effectively communicates your brand’s message and helps achieve its goals. Here are some of the best ones you can partner with:
1. Waka
- Location: Ingraham St, San Diego, San Diego, California 92109, United States
- Average Hourly Rate: $40
- Expertise: Video Production, Branding, Graphic Design, Creative, Mobile App Development, UI/UX Design
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 at competitive prices.
The agency strives for diversity to drive innovation and remarkable growth in all its projects. Its notable clients include Kiwoko, Multifab, Goalbox, and TAI.
2. Versatility Creative Group
- Location: 6855 South Havana St., #610 Centennial, CO 80112, United States
- Average Hourly Rate: Inquire
- Expertise: Video Production, Video Marketing, Branding, Logo Design, Graphic Design, Creative, Web Design, WordPress Website Design, Social Media Marketing,
Versatility Creative Group was founded in 2012 on the streets of Los Angeles, gaining experience from 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.
This full-service creative agency designs everything from logos to animated videos. Now based out of Denver, Colorado, its goal is to ensure clients are 100% satisfied with designs before delivery.
Notable clients include NBC Sports, ColoradoBiz Magazine, and Toys for Tots.
3. Studio52
- Location: Office 305 and 402 Sobha Ivory 2, Business Bay, Dubai, 80752, United Arab Emirates
- Average Hourly Rate: $20
- Expertise: Video Production and Audio Production
Studio52 is a creative agency that specializes in audio-visual communications. Its team of creatives is adept in digital media production, audio production, voiceover recording, IVR message recording, multilingual dubbing, drone filming and photography, and 2D & 3D production, to name a few.
Notable clients include Weatherford, SNOC, and Mobily.
4. LiFi Media Production
- Location: 146 Chesley Hill Rd, Rochester, New Hampshire 03839, United States
- Average Hourly Rate: $150
- Expertise: Video Production, Commercial Video Production, Documentary Video Production, Corporate Video Production, Explained Video Production, Creative, Video Marketing
LiFi Media Production specializes in creative visual media and production for documentaries, corporate productions, commercials, and explainer videos. It also provides professional assistance with creating digital video marketing strategies to enhance clients’ online presence.
The agency works closely with each client to ensure brand messages are accurately and effectively represented through creative visual media.
Notable clients include Spark Electrician Services, Gray Property Group, and JJ Kane Auctioneers.
5. Brandefy
- Location: 2633 Lincoln Blvd #406, Santa Monica, California 90405, United States
- Average Hourly Rate: $125
- Expertise: Video Production and Video Marketing
Brandefy is a full-service video production company with a focus on creating campaigns that produce real results for clients. Its team of highly experienced professionals works closely with clients to create compelling, effective video campaigns tailored to their specific needs and goals.
The agency can guide you from development to distribution so you can focus on what matters: telling your story to the world.
Notable clients include UCLA, the City of Los Angeles, AAA, and Unilever.
RFP for Video Production Takeaways
A highly detailed RFP for video production is essential to finding the right service provider to bring your vision to life. Include valuable information and insights that could contribute to your video project's success and the launch of viral video marketing campaigns.
The top video production companies have extensive experience, advanced equipment, and skilled teams, creating high-quality, engaging content that resonates with your target audience. Partnering with these professionals guarantees a smooth process and impactful, professional results.
