Are you ready to start getting quotes for your video production? Perhaps you’ve just decided you’d like to make a video but don’t know where to start? Or maybe you are just trying to figure out how to budget your video marketing budget for the year? Whatever the case, learning how to write a great video production RFP is critical to ensuring you are getting quotes for the same video.

What exactly is an RFP and why do you need it? An RFP is defined as a request for a proposal. So essentially, by shooting several video production companies, the same document, they will all be able to give you a proposal based on the same information. Another benefit will also help save you much time instead of having to have the same conversation over and over. Most likely every video production company will ask you the same basic set of questions, with some perhaps even needing a lot more information to generate a quote. In this guide we’ll break down the essential information to put in as well as some extra info which can really help get an accurate quote.

Background

To be frank, over the years, we’ve received many different types of rfp’s. There really isn’t a standard format but there are definitely some red flags. The first being the person who asks for a lot but needs it done very quickly and doesn’t have much money in their budget. We like to think about the triangle of good fast and cheap.

When we receive RFP’s like this, it’s hard not to laugh to think about how difficult it would be to make this work. Many times, we’d actually be losing money on the job based on what they listed. We’ve found that after having honest conversations a few times, that person just simply isn’t aware of the labor, rentals, insurance, and editing costs that go into good video production.

The next type of RFP we receive one that just doesn’t have enough information. It’s missing something material and ultimately involves us needing to reach out to make sure we’re on the same page. You shouldn’t let this stop you from creating an RFP, but at a bare minimum ensure that you have a brief description of the deadline, type of project, any specific requirement as well as a target budget.

Deadline

This first section is important to ask because it tells us how many hours a day we’ll need to work to get the project done. Will we have to work nights and weekends? Will we be able to fit it in with our other production projects? If your deadline is flexible, it can also be helpful to let us know this. A deadline that isn’t flexible, is oftentimes tricky and involves other sacrifices outside of work! We’ve produced commercials in as little as two weeks. Depending on the type of project, different amounts of time will be necessary to complete the project. We recommend reaching out to video production companies as early as possible to ensure the deadline can be met.

Type of project

The next thing to consider when wondering how to write a great video production RFP is the type of project you are looking to create. Each one poses different challenges and would be approached differently. Our systematic approach ensures that we get through each project in a curated and professional manner. We produce many types of projects. From commercials, infomercials, documentaries and narrative work. If you know what type of video you’d like to make as well as show us some samples, that will go a long way. That said, if you know you don’t have a big budget and you send us an Apple commercial, most likely, you’ll be disappointed. Try to find work that fits the caliber of your budget and let us know why you like that video.

Additionally, what level of creative support will you require. Do you already have the concept and creative locked? Are you looking for us to script something? Do you need storyboards? Most times, if we receive an RFP from an agency for a creative shoot, they’ll provide boards. For direct to client work, it’s often that we create them. Whatever the case, letting us know how you’d like to work, would go a long way!

Specific Requirements

Perhaps you know that your video is going to need some 3d modeling or specific text laying out some features. Each of these things can guide us as we put together the proposal. It can also be helpful to let us know any specific locations, actors, or other elements that we wouldn’t be free to choose ourselves. This could involve shooting with a particular landmark in the background, or even shooting at a particular time of day. San Francisco video production can be much more costly than shooting in another country. Will we need to permit parking for our teams? Are there other logistical concerns to the production? If so, this means that your RFP should reflect these details!

In a recent shoot we did for Pact, the client requested a product explosion shot showing all the internal pieces of the product. This took our VFX team around 40 hours of work for the motion tracking, texturing, re-lighting and final color matching. Simpler VFX like screen replacement typically takes just a few hours so any VFX should be thoroughly thought out.

Target Budget

The last(and most controversial) item to put on the RFP is your target budget. Many clients argue that this isn’t necessary because they are trying to get bids. That’s fair… But on the other hand, you’ve got to know that video production can be done on MANY different levels. This means we could shoot with a skeleton crew and still get the job done, as well as shoot with a big production team. Either way, you’ll still get the end product, but the exact video production quality will vary.

If you are still wondering how to write a great video production RFP, let’s talk about how to leverage your budget. A great way to use your budget as leverage is to ask the production company, what level of quality(with a sample) they should expect to receive back for this budget. Also if there is a range of your budget that is good too. Something like 30-50k goes a long way. Typically we’d generate two bids as well as send multiple samples.

Conclusion

As you start to generate your RFP’s, keep in mind that the more information you provide, the more accurate of a quote the video production company can give back to you! Additionally if you let the company know what level of creative support you need, that can help as well. If you are looking for a San Francisco video production company, shoot over your RFP and we’ll get back to you ASAP!