Video production RFP template for comparing Miami proposals

Start with the decision the video should support, who needs to understand it, and where each finished file will appear. A launch video, event recap, recruiting piece, and internal presentation can all need different footage, versions, and approvals even when they share a shoot date.

List each requested output in a simple matrix: audience, placement, orientation, approximate purpose, and whether it is a first priority or an open question. Link the corporate video cost guide for budget context, then ask the provider to flag any deliverable that needs a separate scope rather than assuming it is included.

Describe the known locations, dates, access limits, interview needs, existing footage, graphics, captions, music, and languages without guessing how a provider will staff or execute them. Confirm who owns each decision and mark uncertain items as questions. That gives every proposal the same starting point while leaving room for a provider to recommend an approach.

For a brand story, compare the request with the brand video production guide; for a conference, use the conference videography page to name the moments that matter. Those pages describe possible project contexts, not a promise that any particular crew, permit, equipment, or coverage plan is available.

Send the same version of the request to each provider, then compare what each response names, excludes, assumes, and needs confirmed. Ask for the proposed milestones, the person who can approve each stage, the number of decision-makers, and how changes after approval will be handled. A lower total is not directly comparable if it answers a smaller or different request.

Keep a proposal table with columns for scope, final files, schedule assumptions, feedback owner, exclusions, rights questions, and unanswered items. Do not turn a desired launch date into an assumed delivery promise. Ask the provider to state which inputs or approvals could affect timing, and confirm who on your team can resolve them.

Attach the current brand references, known event or launch schedule, venue or client contact, required approvals, and the exact files the client expects to receive. If the agency is collecting proposals for someone else, separate client requirements from items that still need a provider recommendation.

Use the Healthy Smile Miami case study as a published example of an on-location assignment with camera, sound, and editing. It documents that one assignment's role and deliverables; it does not define a standard crew, schedule, or package for another project.

Copy this outline into the request: goal and audience; requested final files; known dates and locations; source material; required messages; approval owner; fixed launch date; references; and questions still open. For an event, add run-of-show, priority moments, attendee or speaker access, venue contact, and the person who can make changes on site. Ask the provider which details are needed before proposing a plan.

If filming may involve a City of Miami location, review the City of Miami filming guidance and ask the relevant venue or authority what applies. For Broward, review Film Lauderdale permit requirements. For ownership language, ask the provider and your adviser to address the actual agreement; the U.S. Copyright Office overview of works made for hire explains why facts and written terms matter. These are questions to resolve, not universal rules or services promised by Esteban Moreno Media.