The University has approved suppliers for video, who can create promotional films and cover major events.
Working with a video supplier
If you’re buying in design or creative services, you must use one of our approved companies (from the creative, design and video supplier framework).
Make sure you keep all the quotes and emails for audit purposes.
Finding a supplier
Contact Comms Production and tell us about your job. We’ll then advise you on the best suppliers for your project and next steps. Read advice about briefing suppliers further down this page .
Coming soon! A supplier briefing tool which will capture the requirements of your project, produce a brief and send it to the relevant approved suppliers.
The cost of your job determines our approach:
- Up to £2,000 (excluding VAT) – you can choose which approved supplier to approach.
- £2,001–£25,000 (excluding VAT) – all relevant approved suppliers must have the chance to pitch for your job. Contact Comms Production to discuss your requirements. We’ll advise on the appropriate supplier(s) and agree whether you or we will approach them.
- More than £25,001 (excluding VAT) – your job must legally go through a different tendering process. Contact Ben Waters in Purchasing.
What happens next?
For jobs up to £25,000 (excluding VAT), as above – suppliers will respond to you directly. If any suppliers do not respond by your deadline, assume they do not want to pitch.
Queries or advice?
Contact Comms Production – we’re happy to help.
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 contact Secretariat.
When filming on campus, please get permission locally and let the following people know:
- Estates Helpdesk – email@example.com
- Press Office – firstname.lastname@example.org
- Beverly Kenny (Head of Conferencing and Events) – email@example.com
This email should include:
- Who you are
- The purpose of the filming
- Where you are filming
VideoLeeds is the University’s video showcase platform and is a way to easily watch and showcase content, as well as search for specific content from different faculties. Detail on how to publish content to VideoLeeds is available on through IT Services. If content meets our video guidelines and you would like it to be hosted on the University’s YouTube channel, please submit a new YouTube video submission request. This form will help you work through our guidelines and determine whether YouTube is appropriate. In some instances, VideoLeeds will be suggested as an alternative, as this is the University’s approved video hosting service. It offers equal access to all staff and students, and enhanced content management functionality in comparison to YouTube.
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.
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 Comms Production
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.