Request for Proposal: 2024 Impact Awards Videographer
The Michigan Works! Association is looking for videography to record and compile video segments for our Annual Impact Awards Event. The event is meant to honor and share the success stories of Customers and Businesses that work with the Michigan Works! System. Legislators from the State of Michigan are invited to present the customer/business with an award (tribute) to recognize the work they have done. Please see downloadable PDF for more details.
Due: Thursday, February 1, 2024
Inquiries
Q. Could you provide some details in relation to the pre-recorded content? For example, would you expect the recordings be conducted remotely or in person? If remote, do your expectations include and budget allow for upgraded webcam and/or equipment to enhance the recordings?
A. Recordings take place remotely, typically over Zoom. We encourage the participants to use their laptop (not cellphone). We usually get on the call ahead of time to help set them up. No additional budget is set aside for equipment for the remote participants.
Q. Are the speeches for each segment scripted or directed for consistency?
A. Speeches are not scripted as we want the reactions and thoughts to be authentic. We do typicaly give you an agenda or an outline of what order to have the participants speak in to maintain some consistency.
Q. Will the segments (Regional Director, Lawmaker, Case Mgr, award recipient) be easy to stitch together if recorded separately, or is the expectation to schedule and record each segment with the entire group (ie have the Regional Director, Lawmaker, Case Mgr, and Award recipient) on together?
A. Our preference is that everyone is on the same call and records together, but there are times where schedules don’t allow that to be possible (specifically with the lawmakers). If that is the case they will need to be added to that segment manually.
Q. Do you have an Audio-Visual team scheduled on site for the live event in April? If yes, is it safe to assume the on-site support be there to work with that team to ensure the video(s) are played back appropriately. If no, would you be looking to have AV Requirements included in the RFP response? Independent of the Audio-Visual requirements, there is a request for recording the event itself for b-roll and on-site support (ie a camera with operator on site in April)…please confirm.
A. We do not have on-site support scheduled at this time. That would be part of the proposal process and should be included in the RFP response. While you are on-site helping us set up and play the recordings we would love to have some b-roll shot for future events or for marketing.
Q. The RFP states, "Ability to schedule and record all 11-13 sessions and edit into a video program to be shown during our awards ceremony. Video recordings should follow a similar pattern, for example: o Michigan Works! Regional Director intro, o Lawmaker speaks, o Optional: Case manager or employer, o Award recipient, o 20 minutes to record the segment with all above participants" Can you please provide more detail on just how many people need to be recorded in total?
A. It will depend on the region, but the video will always include the award winner, a representative from the Michigan Works! Agency in that region and the legislators from that region. At times a case worker or a representative of the organization that hired the award winner would be involved.
Q. Is it your expectation that each person recorded will take approximately 20 minutes to record?
A. Each session would take about 20 minutes to record, that would count as one of the 11-13 videos and could include 3-7 people in the session.
Q. How long do you envision each of the 11-13 sections of video to be?
A. 3 minutes or less – examples can be found on our YouTube channel here to give you an idea - https://www.youtube.com/channel/UCz-hJk0kZv9rXHNsrKDRSVQ if you search “Impact Awards 2023” they all will come up.
Q. Will there be one central location made available for filming or will we need to film in multiple locations? If multiple locations, how many?
A. We plan to record the videos remotely via zoom or your platform of choice. The day of the event is taking place at Heritage Hall – North and South room from 11AM-1PM, we would like you there as earl as 8:00AM to help set up to play the recordings.
Q. Over how many days is filming anticipated to take place?
A. We will have 11-13 sessions each taking about 20 minutes to be spread over however many days are needed. Day of the event is 11AM-1PM
Q. Is there an incumbent vendor that you are currently working with for videography services such as these?
A. No.
Q. If there is an incumbent vendor, who is that and what is the current contract number?
A. N/A
Q. Can you please provide links to samples of previous videos produced for this event?
A. Examples can be found on our YouTube channel here to give you an idea - https://www.youtube.com/channel/UCz-hJk0kZv9rXHNsrKDRSVQ if you search “Impact Awards 2023” they all will come up.
Q. What is the budget for the videography services detailed in this RFP?
A. We did not outline a budget as the cost of services varies greatly between organizations. Cost is a major factor in our scoring process as we are a small non-profit.
Q. You describe the videos as "remarks" and as "acceptance speeches." Is there any other visual material that needs to be captured for these videos?
A. I think viewing the videos from last year on our YouTube will help with some clarity on this. There is an award winner present during a filming session who is receiving an award for working with the Michigan Works! system and being successful on their path. We also include legislators to speak on how impactful the system is to their citizens. We also include case managers for the award winner to highlight the journey.
Q. Is it possible to bid on just the video production for the ceremony and not tech support at the event?
A. Yes, but preference will be given to those who can assist on site.
Q. Can you please describe the equipment that will be used at the even to show the videos?
A. We will have two screens and two projectors with sound.
Q. Can you please describe in detail just what tech support is needed at the event for playback?
A. We need to have the videos set to play as part of the ceremony with breaks in between for introductions. So we will do opening remarks, introduce the first award winner, have the per-recorded video play, allow for time for applause and introduction of the next segment then that video would play. So on until the end of the program.
Q. Please provide a detailed description of all equipment that will be used for playback at the event.
A. Overhead projectors
Q. Would the videography vendor need to provide the playback equipment for the event?
A. They would have to have the videos queued on whatever laptop or device that they have (thumb drive, however) that would plug and play with the projectors on site.
Q. Please describe exactly what you're looking for when you say "add b-roll video of the event." Are you asking for video only without sound? Are you looking for just a single camera person? What parts of the event do you want filmed? What is the desired use for this b-roll?
A. Single camera person on site to video some b-roll of the full room, applause, people hugging, the step and repeat, etc. We would just use these clips for future marketing of events.
Q. Confirming that all interviews are done virtually, as it appears they have in the past? No one is recorded in person?
A. That is correct, interviews are done virtually and not in-person. In the past they have all taken place over Zoom.
Q. Please provide clarity on the highlighted section:
20 minutes to record the segment with all above participants. Does that mean that the edited video of all four of them together needs to be 20 minutes or less or does it mean that we setup a virtual record time of 20 minutes, all four join at the same time and they all do their takes one right after the other within that 20 minute window
A. The latter - setup a virtual record time of 20 minutes, all four join at the same time and they all do their takes one right after the other within that 20 minute window
Q. At Heritage Hall – State Capitol, State Room North and South,
Wednesday, April 17, 2024, from 11:00am-2:00pm. -- They have an AV department that is required to run all of the onsite equipment(projectors, ceiling speakers, etc. However, they do allow AV companies to supplement their gear or combine to maximize results(quality, etc) with what you have within your agreement to use at the venue. This would require some coordination with Josi at Heritage Hall which I would be glad to help manage if you want i.e. better audio, more mics, screens, or scenic. So, will you need AV support beyond having one person onsite to oversee the playback of recorded/edited clips in order of remarks and capturing B-roll footage of the event on the day of show?
A. We would not need more than one person on site. You are correct in the ask for your staff to oversee playback of recorded/edited clips in order of remarks and capturing B-roll footage of the event on the day of show?