Process Documentation Blog Post: Selecting a Photography and Videography Vendor for the 2023 AISL Awardee Meeting
Authored by Valeria Alderete
Process Documentation blog posts are an opportunity for the REVISE Team to reflect on our specific experiences in an effort to be transparent about the work that we do as a center. Processes may need customization based on individual organizational needs.
Overview
Depending on your unique organizational needs, organizing an event can involve a variety of elements, including the selection of a photography and videography vendor to document the event. In this blog post, we will take you through our process of researching, identifying, and securing a photography and videography vendor for the 2023 AISL Awardee Meeting.
In our commitment to promoting equitable practices that disrupt patterns of inequity across the Informal STEM Education (ISE) field, the REVISE Center took a deliberate stance in prioritizing the identification and support of BIPOC (Black, Indigenous, and People of Color) photography and videography vendors for the 2023 AISL Awardee Meeting. This decision was rooted in the understanding that fostering diversity in vendor selection contributes to our broader goal of cultivating a multi-sector, diverse community dedicated to promoting equity in ISE experiences and environments. It also acknowledges the historic and current exclusion of BIPOC business owners through structural racism.
It is important to note that, while the identification and support of BIPOC vendors were prioritized, our approach remained inclusive. Non-BIPOC vendors were never excluded from consideration—the final list of vendors from whom we reached out included both BIPOC and non-BIPOC vendors.
Through these intentional, strategic decisions, we strive to set an example and inspire positive change within the ISE community.
Objectives
- Capture high-quality visual content to showcase event highlights.
- Comprehensive event coverage.
- Engaging summaries of the entire event, showcasing the key moments, highlights, and the overall atmosphere.
- Identify and support BIPOC photography and videography vendors.
- Secure a vendor within budget constraints.
Participants
- Event Communications Committee - A specialized team, formed from members of the larger REVISE Center team, to handle event communications matters. The committee consisted of a Lead (Valeria Alderete) and Supports (Sana Karim, Ivel Gontan, and Pati Ruiz).
- REVISE Center Team
Pre-requisites
- Define budget constraints for photography and videography services.
- Establish a timeline for securing a vendor.
- Outline purchasing/payment mechanisms, requirements.
- Establish criteria for assessing potential vendors.
STEPS
Step 1: Research Potential Vendors
Description:
- Conducted thorough and intentional research, exploring general and BIPOC-focused directories, databases, and collectives to identify photography and videography vendors who align with our Center and event objectives and our commitment to equity.
Responsible:
- Event Communications Committee Lead
Timeline:
- 2 weeks
Step 2: Shortlist Vendors
Description:
- Used the research from step 1 to create a shortlist of 7 vendors whose services, style, expertise, and pricing aligned with our event needs. In this process, vendors offering both photography and videography services were intentionally prioritized. This strategic emphasis on dual services aimed at enhancing efficiency and ensuring that our process remained on track with our established timeline.
Responsible:
- Event Communications Committee Lead
Timeline:
- 1 week
Step 3: Request for Proposals (RFPs)
Description:
- Drafted and sent out RFPs to shortlisted vendors, outlining our specific requirements, deliverables, timeline constraints, and assessment criteria.
Responsible:
- Event Communications Committee Lead
Timeline:
- 3 weeks
Step 4: Assess Proposals
Description:
- Reviewed received proposals, considering factors such as experience, sample work, cost, and availability.
Responsible:
- Event Communications Committee
- REVISE Center Team
Timeline:
- 1 week
Step 5: Further Communication with Potential Vendors
Description:
- Initiated communication (mainly via email) with shortlisted vendors to discuss their approach and address any additional questions. This electronic dialogue facilitated a thorough exploration of vendors' offerings, ensuring that our queries were addressed, and expectations were aligned.
Responsible:
- Event Communications Committee Lead
Timeline:
- 2 weeks
Step 6: Select Vendor
Description:
- Based on assessment of offerings, and communications, selected the vendor that best met our criteria and aligned with the event objectives.
Responsible:
- Event Communications Committee
- REVISE Center Team
Timeline:
- 1 week
Step 7: Contract Negotiation and Finalization
Description:
- Negotiated contract terms, ensuring clarity on deliverables, timelines, and payment schedules. Finalized the contract with the selected vendor.
Responsible:
- Event Communications Committee Lead
- REVISE Center Finance Coordinator, authorized purchasers/signers
Timeline:
- 2 weeks
Tools and Resources
- We leveraged social media in the research process, using geotags and relevant location-based hashtags, such as #DCPhotographers or #DMVVideographers, to refine our search by location of our event. You may also consider using broader hashtags, like #BIPOCPhotographers or #DiverseVideographers to ensure a wide exploration of diverse talents.
- Below are some platforms, directories, and networks dedicated to promoting BIPOC, women, LGBTQ+ and/or non-binary photographers and videographers. We came across these resources in our research process:
- RFP template
- For recommendations on photography and videography vendors, please reach out to us directly at revise@informalscience.org
Challenges: Limited Timeline
Description:
- Initial payment timeline constraints required negotiation and exploration of time-efficient and realistic payment options without compromising fairness.
Solution:
- Worked closely with the REVISE Center Project & Finance Coordinator and Center Manager to identify areas where payment time could be adjusted without sacrificing vendor needs.
Lessons Learned
Lesson 1: Early Planning is Key
- Initiating the vendor selection process well in advance emerged as a critical lesson from our experience. Early planning provides the necessary runway to conduct comprehensive research, carefully evaluate potential vendors, and engage in thoughtful negotiation. The lead time not only ensures a diverse pool of vendors to consider but also allows for the flexibility needed to address unexpected challenges that may arise during the selection process. Early planning becomes a cornerstone for a smoother, more deliberate vendor selection process.
Lesson 2: Clear Communication
- Clear and open communication at every stage, and especially during the RFP stage, is critical to avoid misunderstandings and to ensure a shared understanding of expectations. Providing detailed information in the RFP also allows vendors to respond comprehensively, minimizing the risk of misalignment between our requirements and the vendor's capabilities.
Tips for Success
Define Criteria Early:
- Clearly outline your criteria for vendor selection before starting the research and outreach processes.
Collaborate Across Teams:
- Ensure close collaboration between all teams involved in event planning (e.g., Communications Committee, Accessibility Committee, Finance team, etc.) to gather diverse perspectives and identify unique needs.
Conclusion
Selecting a photography and videography vendor for our conference was a meticulous process that required strategic planning, collaboration, and flexibility. By sharing our experience, we hope to provide insights that can assist other organizations in making informed and equitable decisions when choosing vendors for their events.
The intentional decision to prioritize the identification and support of BIPOC photography and videography vendors is rooted in our dedication to promoting equity in ISE experiences and environments.Through these actions, we aspired not only to capture the essence of the AISL Awardee Meeting, but also to set a precedent within the ISE field. Our commitment to equity extends beyond rhetoric and permeates throughout the many decisions we make as a center, shaping our practices to reflect the inclusive and diverse future we envision for the ISE community and the broader STEM endeavor.