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ORDER A VIDEO PROJECT

IMPORTANT TO NOTE:

  1. Every project begins with a plan which will consider the target audience, the purpose and desired outcome, and how the project will meet the University’s strategic communications goals. We will review the following brief to outline the strategic intent of the project, how it meets your department's goals, and inform the production team.
  2. Request and approve a quote. We are a centrally funded unit; we provide video design at no cost. External vendor services including additional shooters, writers, equipment, and sound are managed by Creative Services to ensure alignment with the brand and high quality production.
  3. In the preproduction stage, Creative Services team members will work with you to develop the video content and guide you through the process of writing the script, casting the talent, and finding the best locations. At this time, we will brainstorm creative approaches and story boards will be developed.
  4. In the production phase, footage will be accumulated and animations will be created to communicate the messaging of the project.
  5. In post-production, Creative Services staff will use editing, motion graphics, music and sound mixing to make the original video or animation concept a reality.
  6. Videos need to be captioned for accessibility purposes. A transcription will need to be created by the client, and from this file Creative Services will create a captions file for videos up to five minutes in length. A transcription is a written version of everything spoken in the video, supplied as a Word document. Please ensure there is enough time at the end of production to create the captions file. Creative Services can find an external vendor to assist with this process if needed or for videos longer than five minutes.

Information and privacy: questions regarding the collection of information on this form can be directed to the form administrator.

A Unit4 account number and ORG Code are required to verify that your department is eligible to use University of Waterloo’s Creative Services’ video production services at no cost and to process any external production invoices (narration, AODA captioning etc.)

*The University chart of accounts (Unit4) consists of up to 4 pieces of information. In most cases, only the first 3 pieces are necessary.
Account: 00000 - Work Order: 00000 - 00000 - Activity: 000

Please enter an word order number using 10 digits including 1 hyphen
Please enter an word order number using 3 digits
Please enter the four digit ORG UNIT code in the following format: 0000
When* is the final video required? * (required)
Name of person initiating and responsible for this video project booking:
Who is writing the script or preparing the interview questions? * (required)
Some video styles include profile, highlight reel, event summary, animation, etc.
What does the video need to accomplish? How does the video align with the university’s organizational priorities and strategic goals?
What is the single most important message? What are the other messages that are to be communicated?
Start and end time(s)* of video shoot (including set-up and teardown): * (required)
*Half day bookings should take place either before noon hour or after the noon hour. Sessions that run from morning to afternoon are considered full day bookings.
Additional dates required?
Start and end time (s)* of video shoot (including set-up and teardown) Extra: * (required)
Have permissions been arranged for location(s)? * (required)
Do you require hair, make-up or stylist services? * (required)
Will ‘extras’ need to be arranged? * (required)

Model release forms* are required for each person.

NOTE: Please keep model release forms on file for at least two years

A NOTICE OF PHOTOGRAPHY* may be posted at an event.
Notice of photography, 8.5" x 11" (PDF)
Notice of photography, 11" x 17" (PDF)

Please provide a written description outlining the shot(s) and/or provide any samples or stock images/video clips to serve as a guideline for the ‘look’ that is to be achieved. Where possible, please provide links to samples. The video producer may make suggestions, but it is important to be as clear as possible ahead of time.
UPLOAD SAMPLE clips or images
Files must be less than 25 MB.
Allowed file types: gif jpg jpeg png mp3 rar zip.
UPLOAD SAMPLE clips or images
Files must be less than 25 MB.
Allowed file types: gif jpg jpeg png mp3 rar zip.
UPLOAD SAMPLE clips or images
Files must be less than 25 MB.
Allowed file types: gif jpg jpeg png mp3 rar zip.

Upload via SEND-IT (multiple files and files larger than 25MB)

Will an external video crew be required for the video shoot? * (required)
How many versions of this video production are required? * (required)
Select one ↓ (choose #)
What is the approximate length of each version of the video?
minutes
minutes
minutes
$
Who is the Audience? * (required)
Please select all that apply
Will photos be taken at the same time as the video? * (required)
Do you need to book a photographer? * (required)
BOOK A PHOTOGRAPHER

IMPORTANT TO NOTE:

  1. A photographer will not be booked or quoted until all of section A is completed. (Part B will be required no later than FIVE business days prior to the photoshoot.)
  2. Refer to “How to Organize a Photoshoot” in order to get the best results from the photoshoot.
  3. Creative Services is booking studio time each month for professional headshots. A minimum of two headshots are required to receive the reduced rate of $100 per person. 15 minutes bookings are scheduled beginning at 9am.
SECTION A

A Unit4 account number and ORG Code are required to verify that your department is eligible to use University of Waterloo’s Creative Services’ video production services at no cost and to process any external production invoices (narration, AODA captioning etc.)

*The University chart of accounts (Unit4) consists of up to 4 pieces of information. In most cases, only the first 3 pieces are necessary.
Account: 00000 - Work Order: 00000 - 00000 - Activity: 000

Please enter the four digit ORG UNIT code in the following format: xxxx
Type of photography: * (required)
Select one ↓
Is a videographer also required at this event? * (required)
Name of person initiating and responsible for this photography booking:
Name of person who will be onsite during the photoshoot to meet/greet photographer: * (required)
Start and end time (s)* that the photographer is required: * (required)
*half day bookings should take place either before noon hour or after the noon hour. Sessions that run from morning to afternoon are considered full day bookings.
Additional dates required?
Start and end time (s)* of video shoot (including set-up and teardown) Extra: * (required)
Have permissions been arranged for location(s)? * (required)
$

Average costs (samples):
Event photography - $200 per hour (minimum 2 hour booking)
Headshots (monthly studio session) - $100 per person

Download or save detailed list of average costs

SECTION B Must be either be completed now or downloaded and emailed to creative.services@uwaterloo.ca no later than FIVE days prior to photoshoot

Start Section B * (required)
Select one ↓
SECTION B PHOTOGRAPHY BOOKING
Are REAL TIME UPLOADS* required? * (required)
* Sometimes a charge for this service may apply (~ $100 flat rate per photographer)

Model release forms* are required for each person.

NOTE: Please keep model release forms on file for at least two years

A NOTICE OF PHOTOGRAPHY* may be posted at an event.
Notice of photography, 8.5" x 11" (PDF)
Notice of photography, 11" x 17" (PDF)

*the photographer will need to take a photo of the model releases &/or notice of photography.
Do you require hair, make-up or stylist services? * (required)
What are the photos being used for? Check all that apply… * (required)
Select one ↓
Shot list: * (required)
Select one ↓ (choose one)
Files must be less than 2 MB.
Allowed file types: doc docx xls xlsx.
Please provide a written description outlining the shot(s) and/or provide any samples or stock images to serve as a guideline for the ‘look’ that is to be achieved. Where possible, please provide links to samples. The photographer may make suggestions, but it is important to be as clear as possible ahead of time.
Files must be less than 2 MB.
Allowed file types: jpg jpeg png pdf rar zip.
Who is the Audience? * (required)
Please select all that apply
Contact Information
Are you the current co-op student? * (required)
Is the shipping information the same as above? * (required)
Shipping Information
Are you the current co-op student? * (required)
Is the shipping information the same as above? * (required)
Shipping Information
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