Request for Proposals - Production Chicago/Midwest Emmys 06

The National Academy of Television Arts & Sciences - Chicago/Midwest Chapter (NATAS) is looking for qualified companies to provide a proposal on the provision of production & post-production services for our 2006 awards night event.

Annually NATAS puts on an awards event in which 50-70 awards are given out to recognize the finest work in the region. This event will occur at the Thorne Auditorium in Downtown Chicago in late November; approximately 500 people attend each year. The event is similar to the award shows broadcast on TV (Oscars & National Emmys) in its mechanical execution. NATAS contracts with a production company to provide all pre-production, post-production and event production services.

The production of the event itself is only one aspect of the proposal as an entire video “roll-in” package must be produced to highlight each award category as well as provide a main structural element to the show.

The event utilizes a broadcast quality multiple camera live switch set-up with video projection (video projection unit is in-house at the Thorne), multiple video/audio tape “roll-ins” and simple staging. The Production Company is responsible for the provision of all products and services related to management, execution and staffing of this aspect of the production.

NATAS will provide the following; venue, ushers, catering, tickets, on-stage event host, lighting equipment, lighting labor, audio reinforcement equipment and associated labor, simple staging, post-production producer/coordinator, nominee videotape elements on VHS, voice-over talent and licensed music.

Proposal to include the following services:

Broadcast Quality, Pre-Event Post-Production Services

- Create a custom Graphics Package for the show ( “Show-Open”, 4 x segue graphics, approximately 60 category title graphics with 1-7 versions of each, plus a winner version for each)
- Create custom Audio Track for the show and its videotape roll-ins with provided licensed music & narrator (show open, segues and narration for approximately 60 category videos with a winner version for each).
- Edit a “Nominee Category Highlights Reels”; approximately 60 categories with 1-6 nominees in each category (video elements provided).
- Edit a “Winner Category Highlights Reels” approximately 60 categories 1-2 Winners in each category (video elements provided).
- Create a “Show Reel Master” and a “Safety Show Reel Master” which contains all Graphics, Memorial Video, Nominee Category and Winner Category videos.

Broadcast Quality Production Services

- Provide and fully staff a broadcast quality 2-camera live switch shoot with redundant record and playback of audio and video sources for the event (cameras to have 33x telephoto lenses).
- Provide lighting design, instrumentation and labor services.
- Provide production supervision for audio reinforcement services as provided by venue.
- Provide creative and technical consultation services to NATAS for the event.
- Attend and participate in planning sessions in multiple pre-production meetings
- The “production services” aspect of this proposal should be based on a 12-hour day in Chicago
- provide camera, cameraman and soundperson to record additional comments from award recipients in lobby area.

Event Coordination Services
- Provide personnel to work with NATAS personnel to perform floor & show management function

Broadcast Post Event Post-Production Services
- Provide 8 DVD copies of the show to NATAS after event.

Vendors must be able to satisfy the following requirements to be considered:

1. Production Insurance naming NATAS as the additional insured and loss payee
2. Ownership of equipment utilized on the production.
3. The ability to provide all aspects of the provision of the products and services requested within this RFP.
4. Demonstrate similar experience by submitting a sample reel of similar projects done for other clients with a list of references.
5. Provide redundancy for live show in case of equipment failure.
6. Provide names of key-personnel who would be managing the provision with examples of applicable experience

Proposal to include:
- Narrative description of how your organization would provide the products and services associated all aspects of this RFP
- Comprehensive Estimate including rates for all services, quantification of billable working hours proposed and descriptions of exact types of equipment proposed.
- Listing of exact crewing positions your personnel would supply for; Broadcast Quality Production Services, Event Coordination Services
- Demonstration of similar experience with submission of a sample reel of similar projects done for other clients with a list of references.
- Plan for how redundancy for live show would be provided.
- Provision of names of key-personnel who would be managing the production services with examples of applicable experience and references

Proposal Process
1. Submit any questions via e-mail to Rebekah Cowing at the Chicago/Midwest Chapter’s NATAS office at This email address is being protected from spam bots, you need Javascript enabled to view it , or by phone at (312) 435-1825.
2. Provide complete written proposal after August 23rd, but no later than September 8th.