Video Production RFP

How to Create a Winning Video Production RFP for Your Next Project?

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So you’ve finally decided to get video content produced for your brand? Well done, you’re heading in the right direction. But let’s be honest– it’s not as easy peasy as it might sound. Getting a video project off the ground that perfectly delivers your brand’s message is a rollercoaster process. Things can get messy, disorganized, and straight-up frustrating. After all, you need to cater to many things – the deadline, budget, content, and more, to name. That is where the RFP video production comes in.

Without outlining your objectives and limitations in advance, you risk producing video material that exceeds your expectations in terms of both cost and time. Thus, a video production RFP, in general, helps people know which video production company is right for them.

In this blog, we’ll explain all about RFPs, including the necessary aspects to include, mistakes to avoid, and why you need one in the first place.

What Does Request For Proposal (RFP) Video Production Mean?

A request for proposal (RFP) is an overall description of the type of video you require. It specifies the video’s genre, style, length, time, and financial constraints, as well as your overall expectations of the organization.

In a nutshell, it’s a document you send to a video creation company where:

  • The history, objectives, and limitations of your video project are explained
  • Give details on any formal requirements you may have
  • Request a quotation or proposal from the company for your project

Think of it as bringing on a new employee. To discover the ideal applicant, you must first make a job posting. You describe the position you’re attempting to fill, your specifications, and the perfect applicant. It helps potential producers understand what you’re looking for. Can they satisfy your needs? Should they put their name out there? The RFP will resolve that query.

Why Do You Need an RFP for Video Production?

Think of it this way: millions of video production companies are out there, so how do you know who the ideal one for you is? Especially when you want to outsource a large project but don’t have any pre-existing relationship with a vendor. In this scenario, creating a request for proposal (RFP) is your best option.

Setting up a video production proposal might take some time, but it is well worth it in the end. The data you collect here is highly beneficial to select the right video company in the present as well as for future projects.

For a better idea, we’ve mentioned a few benefits of video production RFP below.

Complete Data: You can evaluate video production companies and see if they can fulfill your video project needs.

Standardization: It allows the evaluation of every video company using similar standards.

Save Time: Your efforts in searching for the ideal team will be saved. Instead, a video agency will pitch you and discuss why you should consider them over others.

Combined Efforts: All your queries will be answered via an RFP and conveniently shared with those participating in the video-making process. But what exactly should you put in a video production RFP? You’ll know that right below.

4 Must-Have Components of a Successful Video Production RFP

Every RFP is different, yet, there are a few components that must be there in every proposal for video production.

Let’s see what these four must-have components are.

1. Company Background Information

Begin with the basics. The opening information is aimed at showing the validity of your company. Try to impress potential partners by telling them what your company does in a way that appeals to them. This section focuses on impressing the video production companies you seek a proposal from.

Consequently, this information will also let video companies know if they’ll be able to work as per your desired standards. Essential information that you should put here is as follows:

  • Highlight your company’s vision and values
  • Make them understand what product/service you offer and how it sets you apart
  • Tell them how long you’ve been in the business
  • Who is on your team, and who leads it

2. Essential Project Details

Next comes giving detailed video project information. In simple words, this is the step where you highlight and ensure your video must be executed and delivered in the way you prefer. Without crystal clear information, the company will have no idea what you want.

Thus, carefully state your requirements and specifications so a video company can analyze if they can provide the desired results. Important details that you need to include here are mentioned below.

  • Give a basic overview of what the video project entails
  • State your video objectives and the target audience
  • What should be the style of your video? Do you want an animated, live-action, or product demo video?
  • Mention your requirements for the video length, audio, voiceover, and other specifications
  • When should the project be completed by?

Be as thorough as possible. Also, note that project details can change in the future, but the scope of work should remain the same.

3. Proposal Submission Data

It’s time to provide video production firms the opportunity to submit their proposals to earn your business. In this part, you’ll ask potential vendors for vital video production RFP information that you may use in your evaluation. It’s preferable to base your questions on your selection criteria after giving them some thought.

Ask them to fill in the following information:

  • An overview of the video production company
  • Who will work on the video to bring it to life?
  • Have they worked on a similar project before? See notable client work that highlights their skills
  • Ask them to share client references and testimonials to validate their quality of work
  • When can they kick off the project? Ask for an estimated completion timeline
  • How much will they charge for the complete video?

4. Contact Information

The contact information for your business is the final section of the RFP. Where should the RFP be submitted? Who should they speak with if they have any questions?

Use an online portal if you don’t want bidders sending their video production RFPs to your mailbox. This might assist you in organizing and reviewing all of your RFPs in one location.

5 Mistakes to Avoid When Creating Video Production RFP

You’re likely to make mistakes if it’s your first time creating an RFP for video production. If your RFP is not clear and concise, it will give rise to plenty of additional questions – which will be another hassle. So, to save time and effort and get a quick response, here are five mistakes that must be avoided when creating a simple RFP template.

1. Incomplete Information

Ensure to provide all the essential information about your company and its product or service. Include the major goals of your company as well. Don’t confuse vendors by providing irrelevant or incomplete information. Although they will research their part, it’s much better if you do it yourself.

2. No Relevant Queries

Do not hesitate to ask necessary questions. After all, that’s the only way to ensure what you have in mind. Besides, if you have additional questions, ask them then and there. A few questions that you may want to ask are stated below.

  • How many revisions do they provide? No one wants to delay the production or revision process. Thus, verify how much time do they take for edits/changes
  • What if you want a 3D animation video made, and the video company’s area of expertise are live-action videos? To avoid inconvenience in the future, it’s better to ask about their skillset beforehand
  • How many members do they have on the team? Some offer a full package, including the actors, voice artists, and scriptwriters, while others may not

If you don’t ask the necessary questions on time, they’ll interfere with the process later.

3. No Links or Examples

To ensure video agencies comprehend your needs better, sharing an example or two is recommended. Additional references or links are beneficial as they provide a big picture of the project. However, remember that you don’t have to fill in huge piles of text to explain your concept. Instead, a few examples will prove more helpful.

4. Absence of Structure

Structure your video production RFP in a way that the company easily understands. Don’t leave the readers searching for information. Instead, make your RFP clear and to the point. The structure is a crucial part of any type of writing; divide the information into small paragraphs.

5. Don’t Overestimate

Lastly, don’t set irrelevant or impossible standards. Do your research to know how long it typically takes to complete a video project similar to yours. Also, gather data about the approximate costs so that whatever you state in your RFP is relevant. Avoid overestimating your requirements.

How Many RFPs Should You Send Out?

Not all agencies have the time and resources to respond to every RFP they receive. They might not bother replying if they’re unaware of the entrants they compete against.

Make some inquiries and start with the organizations you are most fascinated by. Although it may seem like you are restraining your options, doing so could ultimately prevent hours of proposal evaluations and sales calls.

The Final Step: Send Your Video Production RFP to the Right Talent

Now that you have a comprehensive, high-quality video production RFP, it’s time to send it out!

Find the right talent by searching on Google or business directories or posting on other forums your company may use to solicit bids. Doing so will get your video project in front of the best video production company and let them pitch you their offerings.

We hope the above information will help present a great first impression and kick off your video production RFP in the best way!

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Adam is a copywriter and content strategist with years of experience covering the latest trends in technology and digital industry. Adam brings a fresh and creative approach to his writing. With his passion for writing as well as amazing research skills, he shares valuable knowledge on multiple trends.