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Event Filming Proposal Template

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Event Filming Proposal Template
FROM
Sender's Name
Sender's Address
Sender's Company
TO
Client's Name
Client's Address
Client's Company

Hello,

Many thanks for allowing me to present my proposal to you. It was great to speak with you, and I look forward to helping you shape your company brand in the United States.

As I mentioned yesterday, I come from a filming background and have worked on filming various events for corporate companies. Your company's product is already fantastic, and it's my goal to use creative filming to increase brand awareness and encourage greater customer interaction with you.

My proposal details how I hope to achieve this and outlines my creative process. If you have any questions, please reach out, and we can set up a phone call. I'm happy to adjust.

My work has enabled companies like yours to optimize their events by filming attendees interacting with their products, thereby increasing profits through boosted their conversion rates. I’ve been assisting companies with conversion rate optimization for more than five years.

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Event Filming Proposal Template

What is an event filming proposal template?

Event filming is a new branch of media. People use video equipment to capture unforgettable event moments. It not only makes the memories of the event linger on, but it also makes them stick to the minds of the people who view their videos. For any commercial filming project, it is vital you convince your clients, partners, or sponsors that your team will make an outstanding film. You need visual proof of your skills to get events covered with your cameras.

Event filming proposal is the best way to persuade your potential customer to hire you for filming. It can also serve as a good starting point for further discussions with the person who will make the final decision on hiring you. An event filming proposal template ensures that the event organizers get to know about your services beforehand. 

Remember that the prospective clients would need to go through the proposal before giving you their filming project to handle. Therefore, see it as an opportunity to up your chances of getting selected by them. 

An event filming proposal template is a more business-like and formal offer to showcase the services and packages you are offering in a particular event. This is usually used when engaging with a client in need of filming in a conference, seminar, or an organized gathering where they aim to send out their message more effectively and efficiently.

The purpose of an event filming proposal is to convince organizers and decision-makers that hiring a film crew for their next event is a good idea and will benefit them in one way or another. This is because there are numerous details they will need to attend to when producing events and organizing film productions. If you present all this information clearly in an organized format, you will be able to sell any client the idea of having their events filmed.

An event filming proposal template is a document used by people who want to secure event filming projects. This can be a freelancer, a production company, or a TV channel. An event filming proposal template outlines the proposed plan of action of how the whole event will be filmed. Writing this document depends on many factors and can vary depending on the project and the client. A good event filming proposal template should include sections that inform and impress potential clients about your work and skills.

An event filming proposal template is also a document that ensures you and your client clearly understand the details and scope of an event. It lets you avoid misunderstandings and potential problems down the road, making your job easier and your business more lucrative.

A filming proposal is also a document you can use to pitch a filmmaker on a documentary film. Productions do not just come to your door and interview your staff or clients or film members of the community that your studio serves. You have to woo them, and this requires a pitch professionally formatted in a certain way. This is what filmmaking experts refer to as an event filming proposal template.

How to write an event filming proposal template

Whenever a potential client inquires about your rates, you get a chance to gain their interest. It is entirely up to you how much use you make of that chance. You may dramatically improve your chances of getting hired by preparing a personalized and targeted proposal for clients.

A well-created pitch will demonstrate to the clients that you correctly understand their requirements and that you are the most qualified film production firm for the job. It's a great advertising instrument that enables you to highlight your brand, everything you bring to an organization, as well as what makes you highly suited to work on their project.

Each potential client typically requires a detailed pitch. It is generally worthwhile to put in the hard work if you already have the proposed client. With a good proposal, you discover that you will have a considerably more excellent likelihood of receiving. Nevertheless, creating it takes time, so ensure your products are well within the client's expense before you begin. 

Your proposal must be professional. Business proposals must appear to have been prepared by an expert. If your communication abilities are not entirely up to par, let somebody look over and modify your templates, including individual proposals. Avoid sending anything out of your firm that contains problems in punctuation, language, or layout. Doing this will create a negative first impression.

If you think you are not ready to create a proposal yourself you can use one of Indy’s proposal templates and edit it according to your needs.

Whatever you incorporate in the event filmmaking proposal template and also how you write it will differ to a certain level based on the customer you are proposing to and the form of job you are working on. Whatever demonstrates to the clients how competent you are to manage their unique assignment should be included. Make it as specific as possible to their organization, project, and requirements. For instance, if you are filming a firm's Christmas party and you have done it previously, make sure to highlight it. If you have worked for a company that has similarities with this one, list it too.

Also, try to portray your organization in a respectable and pleasant light. Take advantage of any opportunities to brag about yourself. Anytime you get the opportunity to express anything unique or intriguing about your firm, do that! If you are referring to your team, for instance, describe their impressive credentials. If you do not have something positive to say regarding them, leave it out. Avoid mentioning something that's not completely truthful.

What should be in an event filming proposal template?

An event filming proposal template should include:

  • Introduction: the proposal could start using a phrase or more that summarizes the project's primary goal. Here is an illustration.

"We at (Your company name) are happy to submit this proposal to "company" towards the aim of filming and producing a hotel promotional video displaying their properties in Ontario, Canada."

This is a simple process. If it's an event, it is significant to add the place and dates.

  • Company profile: here, you have a chance to impress your prospective client genuinely. You should explain precisely what renders you exceptionally fit to satisfy the customer in this segment. Understand that you are attempting to stand out from the crowd herein, so do not hesitate to highlight your skills and talents. However, refrain from telling lies to yourself, and do not exaggerate. Only give information which you are confident in.
  • Scope of the project: here is where you offer the project's information as well as the solutions you'll be giving. You begin with a summary that provides a somewhat more extensive explanation of the work than that of the preface. Afterward, you move further into more information with sub-sections like:
  • Script: if you are creating the scripts, you should define the procedure and the scope of your offerings in a few sentences. You can discuss a superb writer's credentials and expertise if you have one.
  • Shooting: provide information regarding the team, equipment and machinery, timings, venues, and sceneries, among other things. You should also list any tools, on-camera personnel, or other services that the customer will provide.
  • Editing: make a description of everything which will be featured in the editing process, including Powerpoint presentations, existing material or photos, audio, speech, and so on. Add whatever the customer will provide, such as logos, images, Slideshows, and so forth. Specify the form in which the customer will send it, as well as how the finished footage will be delivered to the client, if applicable. You may also indicate the video's average duration and the total times you will be shooting if it is an event.
  • Cost: generally, this is when the customer's fees are broken down. Make sure that it's well-organized and simple to scan. It is easier to divide the charges of the filming as well as the editing. It has been discovered that presenting two lesser things instead of one higher-cost item avoids price hikes.

It is critical to plan things ahead of time. You do not expect any cost to seem to be disguised. The transaction option (card, cheque, or bank transaction) is usually included in the pricing segment. Whatever is not featured in the cost, including delivery or a meal throughout the filming session, should also be stated. 

  • Client Testimonials: though you can include a few testimonies in the company profile, you can also incorporate them further at the conclusion of the proposal. If you have the chance, take advantage of it.
  • Next steps: here is where you would tell the client what they can do next. This would be a talking point. Tell them about whom to contact when they have any concerns or wish to move on. Use full capitals and color in the headline to have this part stand out and be simple to locate.
  • Company contact information: your company's email address, office address, and phone number should be written in this section. This makes it easy for the proposed client to reach you whenever they decide on whether to hire you or not. 
Event Filming Proposal Template
FROM
Sender's Name
Sender's Address
Sender's Company
TO
Client's Name
Client's Address
Client's Company

Introduction

Say hello to your potential client. This is a great space to mention how you engaged with the client, what you understand about their plans, and any other information you know about this project. The main goal of your proposal is to make a connection with the client about your event filming  services.

Hello {CLIENT NAME},

Many thanks for allowing me to present my proposal to you. It was great to speak with you, and I look forward to helping you shape the {CLIENT COMPANY NAME} brand in the United States.

As I mentioned yesterday, I come from a filming background and have worked on filming various events for corporate companies. {CLIENT COMPANY NAME}'s product is already fantastic, and it's my goal to use creative filming to increase brand awareness and encourage greater customer interaction with you.

My proposal details how I hope to achieve this and outlines my creative process. If you have any questions, please reach out, and we can set up a phone call. I'm happy to adjust.

Best,

{YOUR NAME}

Why {YOUR NAME} for business services?

Every business needs to show off sometimes. Use this space in your proposal to talk about your past work and competitive advantages. You could include pictures, links, and customer quotes to build up some proof about your skills.

My work has enabled companies like yours to optimize their events by filming attendees interacting with their products, thereby increasing profits through boosted their conversion rates. I’ve been assisting companies with conversion rate optimization for more than five years.

Here are some testimonials from previous clients:

  • {YOUR NAME} was great to work with. Their setup was discrete, and they did an excellent job of promoting our company at the event. We’ll definitely use their services again. -Jill, CEO of eCommerce business
  • {YOUR NAME} is a brilliant professional. They were very professional and had all the right equipment to film our event; we were amazed at the results, and our conversion rates jumped by 5.8% in six weeks. -Tim, Sales Director of eCommerce business

My clients value my professionalism, commitment to deadlines, and the results I produce.

Project description

You introduced yourself to the client. Now, it’s time to show them you understand what they need and can deliver it for them. Write a paragraph or two in your proposal about the event filming services they need and how you can deliver them.

Based on your information, {CLIENT NAME} needs to increase revenue by 8% over the next six months. You want to achieve this by optimizing your presence at events, promoting your products and raising brand awareness. {CLIENT NAME} offers great products at reasonable prices and wants to raise the profile of the products in new markets. {YOUR NAME} will produce event filming that can be utilized on the website and across online channels to increase customer engagement.

Conversion rate optimization is one of the services {YOs clients have seen increases between 2% - 4% during our projects. 

Objectives

In this section, you can be even more specific about your event filming services. Your proposal can include specific targets to be met, software and equipment to be used, and reporting structure can be included. Cost and deadlines will be covered later.

Here is the plan for how my event filming services will meet your goals. Let me break down the specific targets and how they will be met.

  • Each event being filmed will be reviewed with Conversion Rate Optimization (CRO) software. An audit and action plan for each event will be prepared for your review.
  • Each event will be improved based on the approved action plan.
  • Results will be monitored using Google Analytics and Data Studio.
  • Weekly reports will be sent to {CLIENT NAME} to track progress and highlight any issues that should be addressed.

Any adjustments to the plans can be made by sending me a message via Slack or by email at {YOUR EMAIL}.

Deadline and deliverables

You should commit yourself to reasonable deadlines. Be sure to allow plenty of time for the event filming work to be completed. Specific delivery formats can be highlighted in the proposal if this is relevant to the project.

I am committed to meeting your deadlines and delivering quality event filming on schedule. Here are the milestones for this project:

  • Each event’s filming will be audited per the action plan. 
  • Audits and action plans will be delivered as PDF files, signed off, and progress tracked.
  • The approved action plans will all be completed within six weeks of each filmed event.
  • Event filming will be analyzed, and reports produced for each event will be sent as PDF files to {CLIENT EMAIL ADDRESS}.

My event filming services are highly regarded for organization, follow-through, and prompt delivery. I take pride in this reputation and look forward to delivering exceptional results for {CLIENT NAME}.

Payment terms

Structuring your payments is important for your cash flow and the client’s clarity. List specific payments and dates in your proposal to avoid any confusion. You should also include details about any extra work or extra charges for your event filming  services.

Projects such as this one run for several months before they finish. To facilitate these projects, I offer a schedule of payments. Here are the payment milestones:

  • 25% initial payment due upon signing the contract and before any work begins. 
  • A further 25% of the total will be invoiced once the final audit and action plan have been approved.
  • The following 25% of the total will be due once the final page has been optimized.
  • Payment of the remaining 25% will be due once the final weekly report is made to signal the end of the contract.

All event filming will be optimized for use online. If further optimization is required, any extra work will be billed monthly at a rate of $65 per hour.

An electronic invoice will be sent once the contract has been signed and milestones passed. Each invoice is payable within 10 business days of receipt. Late payments may result in the suspension of work and/or late fees as specified in the contract.

Agreement

Once you agree to this proposal, I will prepare a simple contract for event filming projects. The contract will reference the terms of this proposal, including any amendments you suggest. If you agree to these terms, please sign below, and return this proposal to me.


Thank you very much. I look forward to working with {CLIENT NAME}.


Signed _____________________________________________________________

{CLIENT NAME}

Date: ______/______/____________

The Independent Worker

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