Rhode Island College

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Proposal Booklet For Rhode Island College Commencment Photography

testimonial “Working with Geskus Photography was an incredible experience from start to finish. They took the time to truly understand our school and programs, setting up multiple calls to learn about our needs and how best to partner with us. Their team created advertising materials, assisted with student communication, and provided professional headshots during regalia pickup days, which also supported their facial recognition program to help students easily access personalized photos after commencement. They joined us for the commencement walkthrough to ensure they were fully familiar with our ceremony plans, and on the day of commencement, they brought a school-branded backdrop and kept the picture line moving efficiently, even when some of our readers went very fast.

I especially want to shout out to Renee and Matt for their outstanding partnership. They were professional, organized, and patient. I appreciated Renee’s thoughtful follow-ups, which were invaluable as a member of a large team planning commencement; her patience and understanding made my role much easier. The photography itself was excellent, and our graduates have shared how happy they are with their images. Coordinating across three campuses could have been challenging, but Geskus ensured everything ran smoothly at every location and on commencement day. Their professionalism, communication, and reliability made them a standout partner, and we look forward to working with them again in the future.”

Best, Brittany Durning Director, Center for Campus Life ‑ Boston Student Affairs

On the next few pages, please find an outlined and detailed Request for Proposal Specification Form for

Rhode Island College

Geskus responses, including checkmarks and helpful notes, are added in blue.

= Geskus Provides

Scope

Rhode Island College is seeking professional photography services for Commencement and Convocation Services, and Signature Events.

SECTION B: SCOPE OF WORK AND REQUIREMENTS General Scope of Work

Rhode Island College is requesting proposals for Commencement and Convocation photography services.

Photographer Essential Duties and Responsibilities: 1. Professional Photography services supplied to the college for Commencement, Convocation and Signature Events 2026- 2028. (Please include scope of services including number of photographers guaranteed and public relations photo usage and offerings).

2. Detailed scope of services to graduates and procedures (such as mailing/emailing each graduate in attendance photo proofs, include time frame of arrival of both proofs and purchases).

3. Selection of photo packages offered to each graduate in attendance 4. Guarantee of students’ privacy 5. Outline of rebate/compensation offered to Rhode Island College per event.

6. Any other special amenities offered to Rhode Island College such as additional photography services provided college-wide events and public relations photos of photographed events.

7. Must have a cell phone. Vendor must designate a point of contact (s) with cell phone numbers.

8. Appropriate attire always required.

9. Vendor must furnish all labor, materials, and equipment including editing and file server accessibility.

10. Photograph each graduate at least two different locations during the ceremony and receiving their diplomas.

11. Attend Pre-Commencement photographer’s meetings either in person or via an electronic meeting platform as flows: a. Within 14 days prior to each Commencement Ceremony on the RIC campus and/or meet via electronic meeting platform. b. Day before ceremony in-person at the designated ceremony site.

12. Consult with Commencement Coordinator or designee on locations of photography and speed of photography of graduates to maintain proper flow of ceremony. a. At no time will a photographer impede on the flow of the ceremony. b. All floor marking used by the photographer will adhere to professional standards and not damage property.

13. All photographers will be on site until the end of the event.

2023-1 RFP – Agency Solicitation Specifications

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Revised 1/6/2023

*Geskus provides more detailed answers to these questions on the adjoining page.

of work 1. Professional photography services for Commencement, Convocation, and Signature Events from 2026–2028 will include a minimum of two photographers per event. Staffing will be coordinated with the RIC Commencement Coordinator and thier Geskus coordinator to ensure proper coverage based on each event’s specific needs. RIC and its Public Relations department will have full usage rights to all photos for marketing, promotional, and other institutional purposes.

2. Each graduate in attendance will be photographed during the event. Geskus requests that RIC provide graduate email addresses as part of the data list to facilitate direct communication. Prior to the event, Geskus will drip market to graduates and their families to inform them about photo day and the purchasing process. After the event, each graduate will receive an email with photo proofs, a unique access code, and instructions on how to place an order. Proofs will be emailed within 10–14 business days following each event.

3. Photo package options and prices are included in this booklet 4. Geskus values the privacy of all student data. As a member of the Data Privacy Consortium, we prioritize data protection above all. Student information is used solely to communicate important details about photo day and the ordering process. All data is stored on secure servers while in use and is fully purged at the end of each calendar year.

5. Rebate/compenstation to RIC can be found under our “Profit Sharing Page” in this booklet.

6. In addition to Commencement photography, Geskus is a leader in custom graduate portrait sessions.

We are pleased to offer RIC graduates the opportunity to schedule personalized portrait sessions throughout the year. These sessions can take place on and around the RIC campus, allowing students to further commemorate their time at the college.

7. We will ensure that all photography team contact information will be given to the RIC coordinator 8. Geskus employees will be dressed in appropriate, professional attire at all events. Our team is trained to maintain a polished appearance while blending in with the crowd to avoid distracting from the event and ensure a seamless photography experience.

9. Geskus agrees to furnish all necessary labor, materials, and equipment required for services, including professional editing and secure file server accessibility for image delivery.

10. Geskus photographs each graduate during the event and agrees to capture each graduate at a minimum of two locations during the ceremony, including while receiving their diploma.

11. Geskus agrees to attend all pre-Commencement photographer meetings as outlined. This includes participating in a meeting either in person or via electronic platform within 14 days prior to each Commencement Ceremony, as well as attending an in-person meeting at the designated ceremony site the day before the event.

12. Each of our partners is assigned a dedicated coordinator to assist with onboarding and event scheduling. Geskus will consult closely with the Commencement Coordinator or their designee to determine photography locations and ensure the pace of graduate photography supports the smooth flow of the ceremony. At no time will our photographers impede the ceremony, and any floor markings used will meet professional standards and will not damage any property.

13. Geskus photographer will remain on sire until the end of each event.

Scope of

13. All photographers will be on site until the end of the event.

Delivery:

1. Photographer to provide quick turn-around, in most cases same-day or within 24 hours.

Digital JPG files of selected and/or all shots from assignments will be for use by Rhode Island College.

2. Images become the property of Rhode Island College for use in all respects, including sharing within Rhode Island College or external vendors. Examples of use would be print, video, and online publications, social media, signs, billboards and promotional materials. The photographer will not share images outside of Rhode Island College for whom the images were taken.

3. The photographer will acquire permission from the subject(s), when necessary. Written permission is required prior to the shoot for images of children where parental or guardian permission is needed.

4. Digital images to be provided to the assigning department in the following formats: • Send to the RIC Communications' Photo Archivist e-mail: commencement@ric.edu via digital sharing services such as Dropbox, Google Files, etc.

5. File/Image Names: All images should have consistent and organized file names that include the date (yyyymmdd), photographer's last name or initials, assignment name, and photo number. Each should be separated by an underscore. Apart from the photo number, the file names should not vary. Ex: 20181201_photographer_RICassignment_001.jpg.

Please note that file names do not serve as metadata programing.

Specifications: Three (3) years of professional experience as a photographer with a strong background in commercial photography, portraiture, and photojournalism. Also, photographers must: • possess thorough knowledge of location and studio lighting techniques.

• furnish all labor, materials and equipment.

• always be accessible as provided for in availability schedule.

• present good communication and interpersonal skills.

• In addition to the necessary technical skills, photographers’ work must reflect an aesthetic sensibility that displays advanced knowledge of composition, lighting, and documentary skills, which extends beyond the requirements of event photography. Familiarity with the tenets of humanist photography is preferred.

• Regarding availability schedules, some projects may require evenings and weekends.

• Interested bidders must submit five (5) samples of their photography like type Commencement ceremonies and other college/university related events.

• • •

Bidder must include their website addresses for viewing samples of their photography online Availability of schedules is required with bid submittal.

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Rhode Island College agrees to extend all rights to photograph graduates at both undergraduate and graduate ceremonies on specified dates as outlined below. Rhode Island College will supply a list of graduate names and addresses, including email addresses if available to the extent such 2023-1 RFP – Agency Solicitation Specifications

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*Geskus provides more detailed answers to these questions on the adjoining page.

work (cont.)

1. We are dedicated to upholding rigorous quality standards while meeting client expectations.

Although we strive for timely delivery, our images are generally provided within 10-14 days after the event. This ensures thorough quality control, allowing us to deliver the highest standard of work to Rhode Island College.

2. Geskus agrees that all images will become the property of Rhode Island College and may be used in all respects, including sharing within Rhode Island College or with external vendors. This includes, but is not limited to, use in print, video, online publications, social media, signage, billboards, and promotional materials.

3. Geskus agrees that the photographer will obtain permission from the subject(s) when necessary.

Additionally, written consent will be secured prior to the shoot for any images involving children, requiring parental or guardian approval.

4. Geskus agrees to provide digital images to the assigning department in the requested formats. Images will be sent to the RIC Communications’ Photo Archivist via digital sharing services such as Dropbox or Google Drive at commencement@ric.edu. Additionally, all images will be named consistently and organized according to the specified guidelines.

5. Geskus agrees to follow the required file naming conventions. All images will have consistent and assignment name, and a sequential photo number, with each element separated by an underscore.

For example: 20181201_photographer_RICassignment_001.jpg. We understand that file names do not serve as metadata programming and will ensure this standard is maintained across all submissions.

Techincal &

Awarded vendor will duly receive advance notice from Rhode Island College of all event dates, times, and locations.

SECTION C: PROPOSAL

1. Technical Proposal Narrative and format: Vendors must submit a technical proposal which addresses each of the following elements and is limited to ten (10) pages (this excludes any appendices and as appropriate, resumes of key staff that will provide services covered by this request): A. Staff Qualifications – Provide staff resumes/CV that reflects three (3) years of professional experience as a photographer.

B. Capability, Capacity, and Qualifications of the Vendor - Please provide a detailed description of the Vendor’s experience. A list of relevant client references must be provided, to include client names, addresses, phone numbers, dates of service and type(s) of service(s) provided.

C. Work Plan - Please describe in detail, the method of delivering photography services in a commencement environment that will provide the graduates with professional images and provide detail of overall service that will be provided to RIC. Please provide a description of other ceremony related services, such as reader card development, name recording, digital name display, etc.

2. Cost Proposal Provide a proposal cost proposal to include the following rates for the term of the solicitation: N/A 2026 Schedule $___________________ (Nursing Pinning Ceremony, Advanced degree ceremony, Undergraduate degree ceremony, Gradfest, First Year Convocation) N/A 2027 Schedule $___________________ (Nursing Pinning Ceremony, Advanced degree ceremony, Undergraduate degree ceremony, Gradfest, First Year Convocation) N/A 2028 Schedule $___________________ (Nursing Pinning Ceremony, Advanced degree ceremony, Undergraduate degree ceremony, Gradfest, First Year Convocation) 2023-1 RFP – Agency Solicitation Specifications

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Revised 1/6/2023

*Geskus provides more detailed answers to these questions on the adjoining page.

Cost Proposal 1 A. Every photography team we send to cover commencement events includes an experienced team lead.

Our team leads have over three years (some as much as 16 years) of dedicated experience in capturing commencement ceremonies and are highly capable of delivering high-quality coverage for your events at Rhode Island College.

B. Please refer to the later section of this booklet for references.

C. Geskus Photography has developed a proven and effective work plan, refined over 21 years of service in the industry. Our approach has led to successful, long-term partnerships with numerous higher education institutions, including Massachusetts College of Pharmacy and Health Sciences, Emmanuel College, and, most recently, the University of Massachusetts Amherst.

We take great pride in the quality of our work and the professionalism of our team. Clear and consistent communication is a hallmark of our service, ensuring a smooth experience from initial planning through final delivery. Our comprehensive onboarding process is designed to align closely with the specific needs and expectations of each institution we serve.

Rhode Island College can be confident that our experience, attention to detail, and commitment to excellence will result in a commencement photography partnership that meets-and exceeds-expectations.

2. Geskus’s partnership is offered at no cost to Rhode Island College. Our program is structured so that all revenue is generated through the purchase of photo packages and additional services by graduates and their families. At no point will Rhode Island College be responsible for any fees or payments related to our photography services. This cost-free model allows the College to provide professional commencement photography without allocating any budget or resources, while still delivering a valuable experience for graduates and their families.

Profit At Geskus, we believe in forming true partnerships built on transparency, mutual benefit, and long-term value. With that in mind, we’re pleased to present two flexible options for profit sharing that we feel are well-suited to Rhode Island College’s goals and expectations.

Our intent is to offer a structure that aligns with your values while allowing for ongoing growth and collaboration.

1. Matching Your Previous Contribution Geskus is fully prepared to match the financial contribution Rhode Island College has received from previous vendors. We recognize the importance of maintaining consistency in support, and this option allows for a seamless transition without disruption to your current expectations.

In addition to matching the financial amount, we are also willing to align our disbursement schedule to match the timeline you’re accustomed to, ensuring predictability and ease of administration on your end.

This approach reflects our respect for the relationship you’ve built with your past vendor and our desire to honor and uphold those standards. It’s also a reflection of our confidence in our ability to meet—and exceed—your expectations moving forward.

2. Per-Student Contribution As an alternative, we propose a transparent, scalable model based on a fixed dollar amount per student photographed. This structure is straightforward and easy to track, as it ties the contribution directly to actual participation. Once the total number of students photographed is confirmed, the contribution can be easily calculated and reconciled by both parties, reducing administrative overhead and simplifying year-end reporting.

This model is especially beneficial when looking to increase participation rates, as it naturally aligns the financial contribution with student engagement. It also allows for flexibility year over year, as changes in student turnout will be directly reflected in the overall contribution.

We view this proposal as the beginning of a collaborative, long-term partnership between Geskus and Rhode Island College. Our team is committed to providing an exceptional experience for your staff, your students, and their families. Each year, we’d welcome the opportunity to conduct a comprehensive review to evaluate key metrics such as student participation, buy rates, and overall customer satisfaction.

Sharing As part of this annual review, we’re open to revisiting the profit-sharing model and increasing the incentive where appropriate, ensuring the partnership continues to evolve and bring greater value over time.

Geskus is confident in our ability to deliver high-quality portraits at affordable prices while maintaining an unwavering focus on service, professionalism, and reliability. We’re excited about the opportunity to work with Rhode Island College and look forward to building a relationship based on trust, shared success, and a commitment to excellence.

achieving school safety Before a new team member works their first day with us they have been through a three-step interview process, a multi-state background check, and a review of their social media presence. Once they pass through this rigorous process they join us on our campus for photography and procedure training.

It is impossible for us, in good conscience, to send a new hire out on their own so they partner with one of our seasoned lead photographers. This mentoring process has several quality control attributes linked to it and has proved a great path for us to train our new team members.

All of our photographers are W-2 employees, which they receive consistent training, and are held to the highest professional standards— ensuring reliability, quality, and a seamless experience for our clients.

service

We are committed to providing exceptional support to both your graduates and their families. Our fully staffed customer service department is dedicated to ensuring a seamless and positive experience every step of the way.

In addition, Boston University will be assigned a dedicated account coordinator who will serve as your direct point of contact—offering personalized assistance and overseeing every aspect of our partnership. From day one through every milestone, we’ll be by your side to ensure success.

Simply put, we’ll be there when you need us.

We believe in maintaining open and consistent communication, delivering ongoing education, and providing reliable support to our clients and customers. Above all, we pride ourselves on being dependable, transparent, and deeply committed to the schools and communities we serve.

“

Our products are back by a “no questions asked” refund policy for anyone that is not 100% sastisfied.

- Brittany Durning, Mass College of Pharmacy & Health Services

“

Geskus ensured everything ran smoothly at every location and on commencement day. Their professionalism, communication, and reliability made them a standout partner, and we look forward to working with them again in the future.

Commencement Pricing Even with the changing economy and inflation all around us, we are proud to say our pricing continues to be the most affordable in the industry. We don’t have surprise up-charges. To put it simply, we keep our costs low by producing everything locally, in our New England production facility. We extend our savings directly to our customers.

Package Options: Basic Package - (1) 4x6, (2) 3x5s, (8) Wallets - $39.00 Value Package - (3) 5x7s, (2) 3x5s, (8) Wallets - $49.00 Family Package - (1) 8x10, (2) 5x7s, (3) 4x6s, (4) 3x5s - $59.00 Top of Class Package - (3) 8x10s, (4) 5x7s, (2) 3x5s, (4) Wallets - $69.00

A-La-Carte Options: (1) 8x10 - $24.00 (2) 5x7 - $24.00 (3) 4x6 - $22.00 (4) 3.5x5 - $22.00 (8) wallets - $22.00 (1) 10x20 - $23.00 (1) 11x14 - $23.00 (1) 12x18 - $25.00

Specialty Options: (2) Keychains - $19.00 (2) 4x5 Magnets - $19.00 High Res Digital Download - $39.00

Download your favorite photo at the highest quality resolution - great for printing on a wide range of product sizes. A print release is included with this product so that you are free to print your photos when you’re ready! Great option for international student!

Social Sharing Download - $18.00

Download your favorite photo for sharing on social media with family & friends! Social downloads look great as social posts but are not meant for printing. A print release is not included. Downloads are not refundable. Great option for international student!

Download of ALL Photos - $99.00

Download all your photos of one person as high-resolution digital images for a fixed price. Includes a print release, so you can print them in various sizes whenever you are ready. Great option for international student!

Many more package options available to families on our website & Flyer

terms & Responsibilities Geskus assumes the responsibility of providing proper notification for commencement picture day. This includes flyers, take-home postcards announcing the portrait dates and instructions, as well as electronic picture day notices to be provided to the university for use on the college website, newsletter and email blast. Geskus will provide envelope order-forms to the college offices as needed.

Every graduate will be photographed on picture day, even if no package is purchased.

Geskus will handle all customer/parent calls and address any questions or concerns of all involved. Geskus will handle all processing of payments, including insufficient funds. At Geskus we believe no customer should be unhappy for any reason. We offer a 100% money back guarantee and a ‘no questions asked’ retake/refund policy. We will work directly with the families involved with limited involvement from the school.

The college will provide student data to Geskus upon request, approximately two weeks before commencement. Data will be formatted in an excel file inclusive of student name, and any other pertinent information.

The college will provide ample space for photographers to set up on picture day.

Geskus will mail home ALL picture packages within 3 to 4 weeks of picture day.

Timelines Administrations from the College will collaborate with their appointed Geskus Account Coordinator to secure all information and scheduling. Geskus has the fastest turnaround time in the industry - picture packages will be shipped within 3-4 weeks of picture day.

conditions Candids Geskus will provide group, candid photography before, during, and after the commencement ceremony upon request.

Additional Services We believe you should love your school photography provider, and we want to be the partner you can rely on for all of your needs. Please ask us for any items you do not see explicitly listed within this document.

references 98%

98% of our partners rate us 5 out of 5 for picture day experience and overall quality & service.

Massachusetts College of Pharmacy and Health Sciences 179 Longwood Avenue Boston, MA 02215 Brittany Dunning, Picture Day Contact brittany.durning@mcphs.edu 617-732-2903

Emmanuel College

400 The Fenway Boston, MA 02215 Emma Borstel, Picture Day Contact borstele@emmanuel.edu 617-732-1769

Northern Essex Community College

100 Elliott St Haverhill, MA 01830 Melissa Bouse, Director of Public Relations mbouse@necc.mass.edu 978-556-3869

Great Bay Community College 320 Corporate Drive Portsmouth NH, 03801 Sara Long, Student Services slang@ccsnh.edu 603-427-7615

[OUR NEWEST PARTNER] University of Massachusetts - Amherst

101 Hicks Way Amherst, MA 01003 Rebecca White, Community Relations and University Events rebecca.white@umass.edu 413-577-1101

(800) 948-1120 | wearegeskus.com