If you’re looking for an agency that can bring your video project to life, then a well-crafted video production request for proposal (RFP) is crucial.
In this post, you’ll learn how to attract the most suitable talent with a precise RFP for video production.
Briefly describe the purpose of the video RFP
Clearly state what sort of video you want for your business. Do you want a short explainer video? Or do you have a more ambitious documentary-style project in mind?
Whatever it is, make sure you briefly state what you’re looking for and mention the types of companies you want to receive proposals from.
Company overview
Think of this portion as your elevator pitch. Describe what your company is all about and provide more info about the video project you want to complete along with what you hope to accomplish.
Set clearly defined goals in your video RFP
Make sure you set realistic goals and then briefly describe them in this section. Here are some important points you can address:
Why do you want a video?
Is your goal to increase brand awareness, engagement, or conversions? Whatever objectives you have set, share them in this section
Who is the target audience?
Define your target audience because the tone and style of your video will partially depend on this factor.
Read more: How to Pick a Video Style for Your Next Project
How do you want your brand represented?
With a video, you can project your brand image in front of the viewer. So, let the video production agencies know how you want to be portrayed.
What type of video(s) do you have in mind?
Do you want an explainer video or a series of testimonial videos? Are you leaning toward animation or live action? Whatever it is you’re looking for, be sure to specify the video type.
To give the video production agencies an idea of what you have in mind, you can add a reference video.
Read more: The Best Animated Video Types for Your Business
What are your video specifications?
Mention what kind of files you’ll need, the format (for example .mp4), size (the standard is 1080 x 1920), and other necessary specifications.
How do you plan to repurpose the video?
If you’re going to look at your video as a piece of macro content (which you should), then you can describe how you plan to reuse and repurpose it.
This will give the agency reviewing your video RFP an idea of how extensive the project will be.
If you want ideas on how to repurpose your video content, read our post: how to use the GaryVee content model for video distribution.
Lay out your general scope of work
This is where you dive into project details.
Here’s what you should include:
Deliverables
Video production deliverables for animated videos include:
- Script
- Style frames
- First draft – Storyboard
- Storyboard
- FIrst draft Animation
- Final Video
If you specify your deliverables, the production agencies will have a better idea of what to write in the proposal and how to plan for your project.
Timeline
Help the production agency understand the project’s duration.
Set a timeline for each deliverable and map out how the project will reach completion. Specify the timeline for revisions, too.
If your project is urgent with a ton of workload, make it clear in your RFP. This will let agencies gauge whether they have the resources to deliver on time.
Milestones
A 60-second animated explainer video can take 3-4 weeks to complete. But longer and more complex projects may need more time.
By specifying milestones, you can break your project down into more manageable parts.
This will make it easy for bidders to understand what working with you will be like and what the schedule is.
Reports
If you’d like to receive a formal record of the project’s progress, so your stakeholders can keep track of things, then you should mention that.
Provide the selection criteria in your video RFP
This section will make it clear to bidders whether they fit the bill or not.
If you want the agency to have the resources to help with script development, then mention that. If you’re looking for competitive pricing, you should write that, too.
Specify what agencies should include in their proposals
In your video RFP, you could ask companies to include details that are important for you to review, for example:
- Background and experience
- Areas of expertise
- Team members and their qualifications
- The company’s video production and revision process
- Pricing details
You can also ask bidders to limit their responses to a certain number of pages.
And finally, mention your contact information and a deadline for proposal submission.
Pro tip: Try to write all important points as bullets so it’s easy to scan through the video production RFP. Here’s a template of what your document could look like:
What happens next?
When you’re done preparing your video production RFP, send it to a couple of agencies. It normally takes companies about three days to review it.
If the bidders want to further discuss the RFP, they may get in touch with you. After that, agencies prepare a proposal and send it to you.
Once you select a company, you can start things off with an in-person meeting or a video conference call. Be sure to intimate all other bidders about your decision as you move forward.
If you’re looking to hire a video production agency, feel free to contact us. We’ve been in the business for 10 years and our video junkies would love to bring your project to life!
Schedule a free consultation call with our video strategist