Proposals

Michelle BirchChapter 3Corporate Video Production

Getting your idea BEYOND the board room !

Before the Proposal

You have the opportunity to meet with a potential client, you have noted a problem or two that the prospect wishes to solve. Not only do you want to solve the stated problems but you want to further enhance the image of the client/company.

In the meeting: LISTEN!!!Gather more details from the client about the problem or subject at hand. You want to understand the problem and their objectives.

Know what is available to you:-Equipment -Footage-Written material such as brochures, manuals, etc.

What key word and phrases might the company like to use to establish the demographic

-Think (IBM) -Think Different (Apple)-Shift the Future (Nissan)

Writing/Delivering the Proposal

In your proposal:

• State the problem/issue and objectives as closely to the way the prospective client explained them• Add/list some ideas on how the video could solve this problem/issue

-You need a concept and proposal that is more than just a written document. Give thought to the visuals that serve to engage the audience. REMEMBER: You are the artist, there are so many ideas you can run with, think OUT OF THE BORED ROOM• Give a couple specific concepts but don’t give away everything! • Explain you would like to write a script, starting with a TREATMENT for their approval

-Do not give a budget prior to the script’s approval, however you do want to state a price for your script services• Make sure to establish your functions as producer as well as any needs you might have of the client (hiring more people, specialists/experts, etc.)• It’s important to establish a relationship with your potential client. Make sure you know the problem and reassure them how great this video will make their company/organization look. (Use “we” and “our” when referencing the video)

Requests for ProposalsSome larger corporations, associations and government organizations issue requests for proposals or RFPs. This is a way to notify contractors of upcoming projects.

Requests for Qualifications or RFQs are similar. This creates a pool and level playing field for contractors to bid on the project.

RFPs generally have budgets set and approved already and you’ll be writing a concise proposal.

RFQs are usually simpler. They ask for your resume and those of other principle people on your production crew, as well as references from past clientele. Usually the budgets are higher but there are more bidders competing for the client.

Requests for Proposals Cont. Sometimes in RFPs, the budget is states and bidders in their proposal have to divide those funds into lines or tasks. The bidder will explain how much time each item will take to complete and the costs of any materials

Ex: “Write script for video…………………………………….$0.00” “Film interview w/manager at power plant…….$0.00” “Create and film dramatic vignette demonstrating incorrect and correct ways to drive a forklift…………………………………………………………………...$0.00”

*Note: Even if you “win” the bid, there could be a chance you don’t get to produce the video. If the contract includes a clause that states the project can be cancelled at any time due to withdrawal of funding.

Finding corporations, organizations, etc. Search terms like: • Fortune 500• Fortune 1000• “Associations”• “Corporations”• NGO- non-government organizations• GSA-General Services Administration (government)• SBA- Small Business Association

Case Studies: Proposals

This is a proposal to produce a series of video clips and to be a consultant for live webcasting from Audio Visual Consultants (AVC)

The Metropolitan Transportation Commission coordinates public transportation and vehicle traffic in San Francisco.

This is a sample of an RFP which states that the cover letter or “transmittal letter” must be included w/ date, individuals name and project manager

The top half is the cover letter.

Below that, AVC lists past videos in which they reference direct similarities between their former videos and the one the Metropolitan Transportation Commission wishes to produce. This makes the producer’s experiences (in this case, the author’s experience) relevant and appealing.

In addition to the brief resume, Sweetow lists the company’s specializations, skills, etc.

Here is a table of contents that the producer has provided for the entire proposal

Below the producer introduces the video series.

“MTC will host the Excellence in Motion awards program.” AVC will produce 13 presentation clips, each 3min in length, that highlight the people, programs and organizations that will be honored. These clips will be composed of interviews with honorees and with nominators or others close to the winners. They will also get shots of the work performed when available as well as shots of the location of their worksite or the location of the activity for which they are being honored

• In addition to the videos, AVC plans to provide a number of other services:

-Webcasting-Videotaping-Editing of workshops/meetings-Producing video news releases

Sweetow also explains how he will approach this by studying other awards videos

• Lays out preproduction plan: -Treatment-Consulting/planning with -Upon approval, script-Collecting of footage/photos, etc. -Sample narrators (male and fem.)-Scheduling

• Lays out production plan:-Compiling shooting crew-Setting up interviews-Establishes where interviews

will take place-B-Roll opportunities-Narrator, sound studio

recording-Scheduling supervising sessions

with Production Manager for editing-Music provision -Filming actual awards

ceremony (room layout, placement of camera on riser, lighting, coordinating dimming during DVD presentations)

• Summary of production and post-production equipment that will be used

• Company description- lists specializations and clientele again

• Description of personnel (producer)on project as well as awards and experiences

• Description of personnel on project cont’d (camera-operator, sound recordist, editor, production assistant) and their list of qualifications, achievements, etc.

• Examples of previous similar video productions

And last, but not least, BUDGET. The most important.

Here the producer has listed the personnel, materials/equipment, etc. and what each will cost