Request for Proposal: Provision of Videography Services  

About inABLE  

inABLE.org is a nonprofit organization based in Kenya with a mission to empower persons with disabilities in Africa through assistive technology. Over the last four years, inABLE has hosted the annual Inclusive Africa Conference that has created a platform to promote the advancement of digital accessibility and assistive technology for persons with disabilities in Africa. This year we are hosting the fifth Annual Conference that will take place on May 14th-16th 2024 in Nairobi Kenya. This is a hybrid event that aims to host 300 in-person delegates and over 2,000 online audiences.   

Job Description

This Request for Proposal (RFP) document is intended to identify videography vendors that can demonstrate having sufficient capacity and experience in professional videography services to cover the Inclusive Africa Conference. inABLE is therefore soliciting from interested companies/individuals a request for proposal clearly showing the following:  

1. Proven track record of videography for corporate events or conferences. 

2. Current list of clients and partners where similar services have been provided. Provide name of client, scope on contract, number of videography staff, and start date of the contract. (at least 5 clients)  

3. Portfolio that shows videography work for corporate events or conferences. 

4. Geographical presence i.e. the regions that the vendor has offices/presence. (Please provide any other additional information that inABLE should be aware of. 

Key responsibilities 

• Collaborate with event organizers to understand the conference theme, program, objectives, and desired outcomes. 
• Understand logistics, schedules, and technical requirements. 
• Create a visual plan for the video, outlining shots, transitions, and key moments. 
• Record essential moments, including keynote speeches, panel discussions, breakout sessions, workshops, and networking sessions. 
• Record additional B-Roll shots of the venue, audience reactions, branding, and any relevant details. 
• Coordinate with other crew members (camera operators, sound technicians, editors). 
• Conduct side interviews with speakers, sponsors, influencers and special guests, capturing their insights and perspectives. 
• Film audience reactions, engagement, and interactions 
• Set up lighting to enhance visual quality and create a professional look. 
• Capture high-quality audio using microphones and recording devices. 
• Provide an on-the-ground video editor who will be editing and sharing video clips optimized for social media. 
• Review and select the best footage.  
• Add lower thirds (speaker names, titles, closed captions) and incorporate conference branding 
• Enhance the video with appropriate background music and voiceovers 
• Ensure consistent visual quality in all videos. 
• Export the final videos in suitable format (MP4, MOV, etc.) and share the videos. 
• Share transcripts for all videos. 
• Share all raw footage and clean audio with inABLE. 
• Edit the videos from all the sessions captured during the three-day conference to create a cohesive narrative. 

Application process

Please provide a detailed quotation, including:  

• Fee: Specify your fee for the entire conference duration. 
• Availability: Confirm your availability for the specified dates. 
• Additional Services: Any extra services (e.g., rehearsal, script review) and associated costs. 

Submission process  

Interested suppliers should submit their response to this RFP in a soft copy addressed to vendors@inable.org not later than 5th April 2024 by 5 p.m (EAT) 

inABLE is an Equal Opportunity Employer. We however strongly encourage applications from people with lived experience of disability.