We have agreed suppliers for video and these are used for promotional films and covering major events.
Before you start, talk through your requirements with communications or your faculty marketing team. You may find something exists or similar work is planned, or that you could commission work jointly. Please do not contact any company who is not on the framework – if you are unsure if your project is suitable to be produced by the companies listed, please contact Sue Underwood
Video for online learning
If you are planning to create video for the purposes of education, online learning and research dissemination, the Digital Education Service may be able to help. The Digital Education Service is a core University service that develops online learning materials and innovative digital learning. You can view examples of the Service’s work and find contact details on their website
You and any supplier will need to follow the video guidelines
The University’s video assets (opening and closing credits, titles and subtitles) can be downloaded from the image library
You don’t need a consent form for events, just make people aware that you are taking photographs. If you are featuring people in shot for marketing purposes, contact the Marketing teams who have access to an image release form on SharePoint. These should be scanned to a password protected folder and the originals shredded. If you have old versions, shred those over five years old and file the rest in a locked cabinet. For more information contact Secretariat.
When filming on campus, please get permission locally and let the following people know:
- Estates Helpdesk – firstname.lastname@example.org
- Press Office – email@example.com
- Beverly Kenny (Head of Conferencing and Events) – firstname.lastname@example.org
This email should include:
- Who you are
- The purpose of the filming
- Where you are filming
University videos should be uploaded to videoLeeds and in there you can request for videos to be uploaded. University’s YouTube channel. Details of how to use videoLeeds are available on the IT Services website.
Advice on commissioning video
Marketing or communications can help you think about:
- what you are trying to achieve
- if you are using the right media eg web, print or video
- the likely cost of the work and whether you have set a realistic budget
- if it could be linked to something that already exists
The Marketing Insight team may be able to help you with market research or testing an existing piece of communication
Preparing a video brief for suppliers
- Include as much detail as possible – when suppliers are working with unknowns or having to make assumptions, the costs to you are likely to increase. Numbers of people, locations, animation and graphics can all affect the cost.
- You may, if you wish, ask for two pricing options as follows:
1. An option that meets the requirements of the brief but is under budget
2. The extras that could be offered if the full budget was spent and ask them to state the added benefits this would bring.
- Explain where it will be used – websites, presentations, social media channels and if you want longer and shorter versions of a video.
- Clearly state your expectations in terms of their response eg a basic quote or outline approach (for smaller, lower budget work), or a more detailed proposal (for larger, higher budget work).
- It is always helpful to include at least an indicative budget, so suppliers can assess their suitability for the work.
- Think about any other related work that you may need in the near future – this can be included in the brief to help the suppliers understand the full scope of the work. For example, explain if it’s part of a wider campaign.
Requesting a quote
Complete a video briefing form. For repeat work you will need to contact your local purchasing team.
- If the value of the work is likely to be less than £1,000 (excluding VAT) you may directly contact your preferred supplier on this framework. To help you decide, a short fact-file about each supplier is available on this site.
- In order that we comply with a European Union Directive, if the value of the work is likely to be more than £1,000 (excluding VAT), you will need to obtain a quotes from the video production suppliers on this framework, this can be done by filling out the creative brief.
Please email the completed form to: email@example.com (this will automatically send the form to all the framework suppliers)
Please make sure you keep all the quotes and emails for audit purposes.
Work that is likely to exceed £25k (excluding VAT) will need to be managed through Delta, an e-tendering system – for further information email Richard Clarke (Central Purchasing) or call 32994.
Selecting a supplier
You should be able to choose a supplier based on their initial response, and by seeing examples of work from their website that are relevant to your brief. A second stage can help for larger, more complex or higher budget work, where you might prefer to shortlist (to a maximum of three suppliers) and invite them in for a face to face meeting to discuss their approach and experience in more detail.
Our chosen framework suppliers have a proven track record of effective video production and reliable service delivery, so please do not request speculative work before the contract is awarded. We would strongly recommend that you meet with the suppliers, develop a rapport and choose who you feel best understands what you want to achieve.
Advice and support
We are here to help – we want everyone to achieve successful and effective video solutions and have a positive experience with the supplier framework. If you are struggling to choose a supplier or need any further advice, please contact Sue Underwood in Communications.
All Framework suppliers are required to store your completed project securely and should you require the unedited footage it should be requested at the briefing stage.
Feeding back to suppliers
Please remember to inform unsuccessful suppliers of the outcome.
Suppliers welcome feedback as it helps them to continually improve their service and the quality of their responses. You can either provide feedback to all suppliers via a single email eg stating the strengths of the winning quote, or a tailored email to individual suppliers if time allows and you are happy to do so. Otherwise, you must complete a very short online quotation review form which will be used to provide feedback to the suppliers during the contract review meetings.
All suppliers have attended an induction event and have been briefed on the video guidelines – to ensure your work complies with these guidelines, the first rough cut and final video should be approved by Communications.
Use our video quality assurance checklist to ensure your video meets University standards.
Once your work is completed, it would be helpful if you could fill in a evaluation form – this will help us manage the framework more effectively and provide feedback to the suppliers on their services.