Request for Proposals: Videography and Photography Services
Request for Proposal (RFP): Videography & Photography Services for the 2025 Grantmakers for Southern Progress Convening
Introduction & Event Overview
Grantmakers for Southern Progress (GSP) is seeking a qualified media company to provide videography and photography services for the 2025 Grantmakers for Southern Progress Convening in Little Rock, Arkansas, from October 14-16, 2025.
The selected media company will capture two (2) four-hour learning tours on October 15 and provide onsite event coverage throughout the convening. Deliverables will include high-quality video recordings, photography, and post-production editing.
Scope of Work
The selected vendor will provide the following services:
- Pre-Event Planning & Coordination
- Attend three (3) pre-event planning calls to align on vision, shot list, and event logistics.
- Coordinate with the event team to understand the schedule, key speakers, and branding requirements.
- Develop a production plan for capturing event highlights efficiently.
- Learning Tour Coverage (October 15, 2025)
- Capture high-quality video and photography during two (2) separate four-hour learning tours occurring concurrently.
- Vendors must provide a minimum of four (4) personnel to ensure simultaneous filming and coverage of both tours.
- Record key moments, including speaker remarks, interactions, and site footage.
- Provide an edited learning tour video (30-45 minutes long) covering key highlights from both tours.
- Deliver high-resolution photos from the learning tours.
- Onsite Convening Coverage (October 14-16, 2025)
- Capture general event footage, including keynote speakers, panel discussions, and networking moments.
- Provide high-resolution photography throughout the convening.
- Conduct on-site interviews with select attendees, speakers, and organizers.
- Capture B-roll footage of attendee engagement, exhibits, and venue atmosphere.
- Record and provide full video coverage of select plenary sessions (to be determined).
Post-Production & Deliverables
- Photography:
- Provide a minimum of 100 edited high-resolution images from the event.
- Deliver images in an organized, labeled format.
- Videography:
- Edited learning tour video (30-45 minutes long) summarizing key moments from both tours.
- Edited highlight reel (3-5 minutes) summarizing key moments of the convening.
- Full video recordings of selected plenary sessions.
- All raw video footage to be provided in an organized digital format.
- Review Process:
- First draft of all video deliverables due by January 31, 2026.
- Final edited versions due by March 31, 2026.
Timeline
| Milestone | Date |
| RFP Released | April 15, 2025 |
| Proposal Submission Deadline | May 1, 2025 |
| Vendor Selection & Contracting | May 15, 2025 |
| Pre-Event Planning Meeting | June 2025 |
| Event Date | October 14-16, 2025 |
| First Draft of Video Deliverables Due | January 31, 2026 |
| Final Video Deliverables Due | March 31, 2026 |
Proposal Requirements
Interested vendors should submit a proposal that includes:
- Company Overview – Background, experience, and relevant portfolio samples.
- Approach & Execution Plan – How you plan to capture, edit, and deliver high-quality media.
- Sample Work – Links to previous event videos and photography.
- Team & Equipment – List of personnel and technical resources to be used (must include at least four (4) personnel to cover two concurrent learning tours).
- Cost Proposal – Detailed breakdown of costs, including filming, editing, travel, and licensing fees.
- References – At least two (2) client references or work samples from similar projects.
Selection Criteria
Proposals will be evaluated based on:
- Experience & Quality of Work (40%) – Demonstrated ability to produce high-quality event media.
- Project Approach (30%) – Creativity, execution plan, and understanding of project goals.
- Cost & Budget (20%) – Competitive pricing and value for services offered.
- References & Professionalism (10%) – Positive feedback from past clients.
Submission Instructions
- Deadline: May 1, 2025
- Submit proposals to: programs@g4sp.org
- Subject line: RFP Submission – GSP Convening Media Services
For questions, please contact ReZsaun Lewis at events@g4sp.org.