Request For Proposals
Calling All Videographers

The Louisville Urban League Derby Gala is fast approaching and we’re looking for a creative local videographer to help us document this phenomenal community event. Please see below for details.

Louisville Urban League Request for Proposal (RFP) for Digital Video Production

Project: Louisville Urban League Derby Gala

This Request for Proposal (RFP) is for digital video production services for the Louisville Urban League’s upcoming annual Derby Gala on May 1, 2019.

Since 1920, the League has assisted African Americans and other marginalized populations in attaining social and economic equality through direct services and advocacy. The Gala invites over 1,000 League ambassadors, friends, and partners to join us for our premier fundraising event as we seek to empower people and change lives, while celebrating Derby.

Create separate video clips (15 second teaser, 30 seconds, 60 seconds, 3 minutes), that will be used to commemorate and highlight this year’s event, and market the event in the future. The requested clips will include, but are not limited to; footage and photos from the event, separate b-roll file, a clip of all the awards presentation, and potentially interviews with guests and staff. Each video clip should be optimized for all social media platforms, including Facebook, Twitter, Instagram, LinkedIn and Youtube. The videographer is expected to create different versions of the video clips, as deemed necessary, to meet quality standards for each aforementioned platform.

All videos should share a production design style. The League’s brand should be prominent in the video (branding elements will be provided to the selected videographer). The edited interviews will be the narrative for the video clips with no voiceover narration. The videographer should plan to add ambient sound and/or music to the final product where appropriate.

The client will serve as the producer for this project, having on staff individuals that can assist in the coordination of interviews and actual interviewing, and art direction for this production. The videographer for the project will be responsible for pre/post-production, technical advice, developing the video, setting up the individual shots for best possible sound and video, lighting and filming the individual clips, and editing and assembling the final video.  The videographer is responsible for supplying all video equipment.

  1. Concept and Development Meetings
    The videographer will meet as needed in person or by phone or email to assist with the development of the videos including its format and schedule for production.
  2. Filming
    Most interviews will take place on the night of the event, however, interviews with staff can be arranged in advance if necessary.  There may also be a day filming brief shots of facilities, preparation activities and more, if appropriate to edit into the final video. The videographer will be responsible for setting up all aspects relating to the sound and lighting for the filming of interviews.
  3. Editing
    The videographer will edit and organize the final clips and complete any other digital manipulation of the material necessary for project completion. The first rough cut of the videos will be available to the League no later than COB Monday, May 6th, and the League reserves the right to make at least two rounds of edits before the final video product is approved. The final product will be available to the League by COB Monday, May 20th.
  4. Final Copies
    The videographer will provide the League with four copies of the final product containing the video clips in DVD and USB form. The DVD and USB should be formatted in such a way as to allow the client to easily translate the materials to another digital format in the future. The videographer assigns all present and future rights to the materials produced during the project to Louisville Urban League and may not reproduce or reuse the materials for any purpose without the written permission of the client.
  5. Other:
    The videographer will be credited in the final product and such credit will be according to the client’s design preferences.


  1. Interviews will take place between November 15 and December 31 at Berkshire Museum.
  2. The video must be debugged and ready for public viewing at least two weeks prior to the event in March 2015.


  1. Introduction summarizing you/your company’s background, resources, and relevant experience.
  2. Examples of past projects, preferably of a similar size and scope. Links are sufficient.
  3. At least two references from past projects.
  4. Proposed budget for the project with filming/editing fees listed separately from equipment and installation costs.
  5. Proposed schedule for the project, including project stages, milestones and payments.
  6. Current workload. If selected as the videographer for this project, how does it fit into your current scheduled activities?
  7. Optional supporting materials of your choosing.
  8. Send all materials via postal mail or email to the following address by March 22, 2019:

Louisville Urban League
Attention: Naiyana Williams, Development Coordinator
1535 W Broadway
Louisville, KY 40203
[email protected]  

NOTE: Applicants must be available the week of March 25th for interviews.