Commencement Photography Services

The vendor required to provide graduation commencement photography services to university’s graduating students, subject to the terms of this agreement.
- Photography duties
•    At university's graduation ceremonies, photograph each graduate as they receive their diploma. 
•    Photograph each graduate in front of a green screen and print with school-specific backgrounds. 
•    Participate in pre-commencement events as requested 
•    Pre- commencement set up schedule set up appropriate meetings with designated college representatives and review logistics for each pre-commencement ceremony at least five business days before the pre-commencement ceremony. 
•    Include arrival, set up, and end time, and other details outlined by the designated college representative. 
•    Commencement set up schedule
- Services with respect to proofs and photograph
•    Mail a full-color paper proof to each graduate who submits an address within 5 business days of the event. 
•    Email an electronic proof of each graduate who submits an email address within 2 business days of the event. 
•    The proof will be provided to the graduate at no charge and without obligation to purchase any products. 
•    Post all images online of graduates and the corresponding ceremony for graduate viewing and purchase, within 2 business days of the event, on proposer’s website. 
•    The website will use proper security methods and will only permit graduates to view their own photos and broad photos of the event (e.g., the commencement speaker, the commencement floor). 
•    Security methods selected by the vendor will ensure that graduates are not able to view one another’s photos and will ensure that members of the public are not able to view photos of specific graduates.
- Staffing
•    Provide a minimum of seven (7) staff members at each graduation ceremony (four photographers, one of the photographers will be a lead) and three support staff.
•    The university the primary point of contact no later than two weeks prior to the event.
- Complementary included services:
•    Provide a 9” x 12 “plague of each of three grand marshals as they enter the arena and the ceremony begins.
•    Provide photographs (pr images) of each ceremony (minimum of 100 images per ceremony) to the university office of the provost for public relations use. 
•    Deliver cd of pr images from all graduation ceremonies within 3 business days after the ceremony. 
•    Provide photographs (PR) CD’s will include images of venue setup, speakers, processionals, recessionals, special awards, etc. 
•    PR images are taken at each ceremony to ensure a good selection for archives and publication. 
•    PR photo book or similar portfolio of each graduation ceremony including their respective college pre-commencement photos taken (as applies)
- Ring presentation ceremony
•    Set-up meetings with designated college representatives and review logistics for each ring presentation ceremony at least five business days before the ceremony. 
•    Include arrival, set up, end time, and other details outlined by the designated college representative.

- Contract Period/Term: 3 years
- Pre-Proposal Conference Date: January 27, 2026
- Questions/Inquires Deadline: February 3, 2026