Photography Services

The vendor is required to provide photography services for the university’s commencement ceremonies held annually in the fall (December) and spring (May).
•    The offeror shall have exclusive rights to photograph individual graduates during the graduate recognition segment of the ceremonies and to market print packages based on photographic proofs.
•    The offeror must provide all necessary professional-grade equipment and trained staff to ensure high-quality photography services.
•    Offeror’s activities must not disrupt the commencement ceremony’s dignity or schedule and must not interfere with the university’s official photographers, who will capture candid, public relations, and overview images. 
•    Access to the ceremony floor is restricted to the period when graduates are announced.
•    At least four (4) weeks prior to each ceremony, the offeror must submit the names and contact information of the lead photographer and any assistants. 
•    The university will provide parking passes and credentials to the lead photographer for distribution.
•    Photographer(s) must arrive at least ninety (90) minutes before each ceremony to receive final instructions and review ceremony details with event coordinators.
•    The recommended photographic poses include:
o    A posed portrait before the graduate crosses the stage with an appropriate backdrop (ceremony portrait).
o    A close-up photograph as the graduate exits the stage holding their diploma cover (close-up photo).
o    The university reserves the right to alter these poses, with a minimum of two (2) months’ advance notice to the supplier.
•    Photograph each student while audio recording their name as announced during the ceremony. 
•    The university will supply reader cards for graduates, which will be handed to the offeror while the graduates are crossing the stage.
•    Electronic proofs shall be emailed directly to students via their university email accounts no later than one (1) week following the ceremony.
•    The offeror must maintain a user-friendly online ordering platform and provide prompt, professional customer service.
•    Purchased photographs will be shipped directly to the student’s designated address. 
•    The university will not be involved in any transaction or dispute between the supplier and students.
•    Payment to university for use of exclusive rights and services rendered is due within sixty (60) days following each commencement ceremony.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 3, 2025