Videography

All video requests must be submitted via a video suggestion form (Please refer to the “Videos We Produce” section below). In addition, request forms must be:

• • Submitted by a faculty or staff member, not a student, with the approval from the appropriate dean or department supervisor.

• • Completed fully, including the event agenda and all applicable requests and details.

• • Submitted 14 business days before the requested shoot date. Marcomm reserves the right to deny a request if the form is submitted less than 14 business days before the event.

Exception: Some video types require a longer lead time. Please refer to the “Videos We Produce” section below for lead times on specific video types.

The Chief Marketing and Communications Officer (CMCO) will review all video suggestion forms and make final approval/denial decisions based on three criteria:

1. How closely the request aligns with the mission of increasing the university’s overall visibility and brand recognition.

2. Whether the request meets a pre-existing marketing need as determined by the CMCO and the videography team

3. Whether the request falls within the available schedule and resources of Marcomm’s videography staff

If a video request does not meet all three criteria, it may be denied, or videography services may be offered at a cost to the requestor, as explained below.

The following video requests may be approved and provided at no cost:*

• • Departmental videos for marketing use on the university’s website

• • Videos with high marketing value (as determined by the CMCO)

*All requests and subsequent charges are subject to final approval by the Chief Marketing and Communications Officer.

Some video requests may include service or travel charges. If a video request is approved, Marcomm will provide the requestor with a quote for all applicable charges prior to the event.*

The following circumstances may necessitate charges for Marcomm’s videography services:

1. Approval criteria not met: If an event does not meet the three approval criteria listed above, the video request may be approved* at a $100/hour/camera fee for a minimum of two (2) hours, charged to the requestor.

   Events that may not meet approval criteria—but may be provided at a cost—include events with low marketing value, including awards banquets, galas and luncheons.*

   Note: The “per camera” fee refers to the number of cameras used at an event, not the number of videographers. For example, a single videographer may operate multiple cameras, or multiple videographers may operate multiple cameras

2. Off-campus location: If an event occurs at a location beyond the university’s main campus in Commerce, Texas, travel expenses to and from the shoot location will be charged to the requestor. Travel for a video shoot is charged based on the current federal mileage rate.

   Exception: If the shoot is conducted at one of the university’s extended sites for marketing purposes (as determined by the CMCO), charges do not apply.*

3. Outside of business hours: Video shoots that occur outside of the university’s regular business hours (Monday – Friday, 8 a.m. to 5 p.m.) are subject to a $100/hour/camera fee for a minimum of two (2) hours, charged to the requestor.

4. Last-minute changes: Last-minute requests and changes can compromise the quality and efficiency of the video team’s services. The requestor is subject to a $100/hour/camera fee, with a two (2) hour minimum charged for all events for the remainder of the fiscal year if the requestor repeatedly (more than twice per fiscal year) schedules incorrect photo shoot times, makes last-minute requests, requests cancellations, or makes changes in the scope of the photo shoot.

*All requests and subsequent charges are subject to final approval by the Chief Marketing and Communications Officer.

Description: Interview-based videos that showcase a university initiative or specific individuals and their achievements. Commonly around 2-4 minutes (or whatever shortest length is needed to effectively tell the story).

• Lead time: 2-3 months

• Post-production: 1 month

• Limit per semester: 3. Dependent on staff resources and availability.

• Maintenance Schedule: N/A

Videos we have produced: J.T. Smith, Donor Feature, Quail Egg Research, Derryle Peace Retirement

Description: Highlight videos showcasing a college, department, office or university-related organization promoting what they do and the impact they have on the university and its students

• Lead time: 4 months

• Post-production: 1 month

• Limit per semester: 3

• Maintenance Schedule: 1 update every other year

Videos we have produced: Office of Student Engagement, Fraternity and Sorority Life, Why Graduate School at A&M-Commerce

Description: Short, 30-to-60-second ads (or shorter) with calls to action. The purpose of these videos is to drive registration or attendance at an event. These videos address why students should attend an event and what they can expect.

• Lead time: One occurrence prior to the event. If the event is annual and we do not have footage of it, then we shoot the nearest occurrence of the event, and the promo will release to promote the event the following year.

• Post-production: Completed no later than 2 months before the event date.

• Limit per semester: No limit. Dependent on staff resources and availability.

• Maintenance Schedule: Date and time update per occurrence. Otherwise, we only update if there are significant changes to the event. Then, we follow the lead time recommendations above.

Videos we have produced: Homecoming, Family Weekend, Mane Event, Lion Camp, Dallas Info Session

Description: Short, 30-second to 1-minute montages that summarize the event’s vibe while touching on the key points. Geared towards social media content. Not a feature video or a marketing video.

• Lead time: 14 business days prior to the need

• Post-production: 1-2 days max

• Limit per semester: No limit. Dependent on staff resources and availability.

• Maintenance Schedule: N/A

Videos we have produced: Homecoming 2023, Hispanic Heritage Month Kickoff, Lions Roar 2023, Lion Camp

Description: These videos include interviews and B-Roll from a newsworthy event. The goal is to convey information or celebrate something that is a significant accomplishment for the campus community.

• Lead time: 14 business days before news event

• Post-production: 2-3 days max

• Limit per semester: 3-4 videos max. Dependent on staff resources and availability.

• Maintenance Schedule: N/A

Videos we have produced: Oncor Power Lab, Jim Curry AD Meet and Greet, Demetrius Harrell Jr Swearing In

Description: These videos are heavily based on screen recordings or motion graphics. They convey the step-by-step process of a consistently needed task. Or, they explain or clarify a new non-academic process on campus

• Lead time: 14 business days before need, subject to availability.

• Post-production: 2-4 weeks.

• Limit per semester: 2

• Maintenance Schedule: 1 update every other year

Videos we have produced: Lion Cash vs FLEX, Steps for Summer Financial Aid, How to Register for Classes, Lion Card