Special Events Video

Big Ideas PHL – Special Events Video RFP


The Office of Special Events is looking for a digital media partner (to include a videographer) to create a video highlighting various aspects of Philadelphia’s special events community.

In 2014, 2015, 2016 and 2017, the City of Philadelphia, through the Office of Special Events, was recognized as a “World Festival & Event City” by the International Festival & Event Association (IFEA).  The 2018 award submission process requires applicants to enter a short video highlighting the unique cultural and positive impact of events on local businesses & communities. (For an idea of the project please visit our YouTube page for past videos.) The budget for this project is $7,500.

The proposed timeline of the project is as follows:

  • RFP opens on April 9th, 2018
  • Responses and questions are open through April 16th, 2018 at 12PM!
  • Selections for interviews will be made by close of business on April 16th, 2018
  • Final selection will be made on April 20th, 2018
  • Begin production on April 23rd, 2018
  • First Review/Draft on June 22nd, 2018
  • Final product due 12PM EST on June 29th, 2018


We suggest that the final product include:

  • Infographics / Overlays
  • Footage from special events (dates and locations TBD)
  • Historical documentation (video, pictures, etc.)


Project Management Assistance

  • Provide consulting services in the development stages of a video production project
  • Work with staff to coordinate roles, responsibilities and expectations for the project
  • Coordinate quality control of all development work and deliverables
  • Ensure the project(s) stay on schedule and within scope and budget

Production and Direction

  • Assist with development of timelines, storyboards and/or scripts
  • Scout locations and schedule shoots
  • Coordinate required personnel and technicians
  • Secure “b-roll” footage from various sources as needed
  • Conduct video shoots, providing all necessary equipment and qualified operators


  • Provide post-production services to edit raw footage into the finished product, including rough cut and final editing, sound mixing and visual effects
  • Provide supplemental graphics and audio as needed
  • Deliver finished product(s) in desired formats

Submitting a Proposal

Interested parties should send a brief proposal to the attention of Olivia Gillison (olivia.gillison@phila.gov) & Natalie Faragalli (Natalie.Faragalli@phila.gov) no later than 12:00PM EST on Monday, April 16th, 2018, including:

  • Information about the individual/company
  • Relevant work samples
  • Cost proposal
  • Creative vision for the project

*The final product is due no later than 12:00PM EST on Friday, June 29th, 2018*

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