by Michael Palmrose
According to Eventbrite, 96% of event creators plan to stream live video this year. Viewers spend 8 times longer with live video than with recorded video, and 67% of viewers are more likely to buy a ticket to an event after watching a live video.
This is why it is especially crucial to make sure that your event includes a video recording and live streaming component. Not to mention, a paid live streaming option also allows event organizers to create an additional stream of revenue.
In order to request an event video package from a vendor, we recommend building out a Request for Proposal (RFP). This is a document that solicits a proposal, often made through a bidding process, by an agency or company interested in purchasing event video services.
Here are some simple guidelines for building an event videographer RFP:
The Basics
● Title of the event. E.g. Conference A
● Date of event: E.g. April 1, 2020
● Length of the event: E.g. from 9 a.m. - 5 p.m.
● Location: E.g. Hotel B
● Timeline:
Recording/Livestream: April 1, 2020
Editing: April 2, 2020 - April 10, 2020
Approvals: April 11, 2020 - April 15, 2020
Distribution: April 16, 2020
● The format you want your video in. We recommend an HD mp4.
Goal & Target Audience
Be sure to share the specific goal of your event. This will help the videographer determine exactly the right shots and angles you want to capture. As a result, this will determine the exact equipment your videographer needs to bring. In addition to that, you may want to explore a livestream option for your audience as well - especially if the goal is to increase awareness about a particular subject. Not to mention, there is always a gated, paid livestream option where attendees can receive a dedicated link once they pay for livestream access. This can serve as an additional form of revenue for your event.
Be sure to let the videographer know who the viewers will be. Is it your constituents, clients, consumers? This will also determine how the video will be shot and give the videographer a chance to provide suggestions, new techniques or raise questions that will make sure you are on the right track.
Here are the questions you should be ready to answer in your RFP:
● Who will be speaking at your event?
● Do you need graphics (names, titles of people) to be shown on screen when someone is speaking?
● What variety of shots do you need? For example, how many speakers or structures do you need shots of? Will the guest speakers be stationary or moving around?
● Will there be a powerpoint presentation involved?
● Will you need a recording of the crowd asking questions during the Q&A?
● Do you want people watching the livestream to be able to ask questions?
● Do you need a speaker system on-site or will someone else handle this? Do you need hand-held microphones or will the AV team take care of this?
● Do you need a recording afterwards? Do you need specific clips of highlights afterwards?
● Do you need to send out a livestream link in advance?
● Do you want to “gate” livestream access through a username and password. If so, what should they be?
● Do you need additional lighting?
● What is your budget range or budget cap?
Additional documents that you may want to include in your RFP could be an event agenda, event venue information such as the address, photos of the venue and on-site contact information. We also recommend providing secondary contact information in your RFP just in case. Lastly, be sure to list contact information of the other event production vendors that will be working on-site at the event.