Quotation Estimate Videographer in United States Chicago –Free Word Template Download with AI

Quotation Estimate

Quotation Details

Quotation No.: QTE-2025-0742

Date Issued: June 12, 2025

Valid Until: July 12, 2025

Prepared By: Daniel Reeves, Senior Videographer

Service Location: United States Chicago, Illinois

Client Information

Company: Lakeside Corporate Events Inc.

Attn: Ms. Karen Whitfield, Events Director

Address: 875 N. Michigan Ave., Chicago, IL 60611

Phone: (312) 555-0342

Email: [email protected]

Dear Ms. Whitfield,

Thank you for the opportunity to prepare this Quotation Estimate for professional Videographer services to be delivered in United States Chicago. Midwest Visual Productions LLC has been providing premium video production services throughout the Chicago metropolitan area for over fourteen years. This Quotation Estimate outlines the complete scope of work, associated costs, and terms governing our engagement as your dedicated Videographer for the upcoming Lakeside Corporate Gala scheduled for August 22, 2025, at the Hilton Chicago on the Magnificent Mile.

As your contracted Videographer for this event in United States Chicago, Midwest Visual Productions LLC will provide the following comprehensive services:

Pre-Production Planning: A dedicated Videographer will conduct an on-site location scout at the Hilton Chicago venue, review the event run-of-show, and develop a detailed shot list in coordination with your events team. This planning session will take place no fewer than seven business days prior to the event date.
Multi-Camera Event Coverage: Our lead Videographer and two additional camera operators will provide full-day coverage (10:00 AM to 11:00 PM) using three Sony FX6 cinema cameras, capturing wide establishing shots, medium coverage of the stage and keynote speakers, and intimate close-ups of guest interactions.
Aerial Drone Footage: Licensed FAA Part 107 drone operation over the Chicago Riverfront and the Magnificent Mile skyline to provide cinematic aerial establishing shots. All drone operations will comply with Chicago Department of Aviation regulations and FAA airspace restrictions applicable to the United States Chicago metropolitan area.
Audio Capture: Professional wireless lavalier microphones for all keynote speakers, a dedicated audio engineer capturing ambient sound, and a stereo boom operator for panel discussions.
Post-Production & Editing: The Videographer team will deliver a fully edited 12-minute highlight reel, a 45-minute full-event recording, and three 30-second social media clips within twenty-one (21) business days of the event. Color grading, sound mixing, and motion graphics title sequences are included.
Same-Day Edit: A 3-minute "sizzle reel" delivered by 9:00 PM on the night of the event for immediate playback during the closing reception.

Item / Service Description	Quantity	Unit Rate (USD)	Subtotal (USD)
Lead Videographer – Full Day (13 hrs) including pre-production scout	1	$2,800.00	$2,800.00
Additional Camera Operators (2 operators, full day)	2	$1,200.00	$2,400.00
Professional Audio Engineer & Sound Capture	1	$950.00	$950.00
FAA-Licensed Drone Operator & Aerial Footage (Chicago airspace)	1	$1,400.00	$1,400.00
Camera & Lighting Equipment Rental (3x Sony FX6, lenses, LED panels)	1	$1,100.00	$1,100.00
Post-Production: 12-min Highlight Reel (color grade, mix, motion graphics)	1	$2,200.00	$2,200.00
Post-Production: 45-min Full Event Recording (edited, color graded)	1	$1,500.00	$1,500.00
Social Media Clips (3 x 30-second vertical format edits)	3	$350.00	$1,050.00
Same-Day Sizzle Reel (3-minute edit, delivered by 9:00 PM event night)	1	$800.00	$800.00
Travel & Parking within United States Chicago city limits	1	$150.00	$150.00
Illinois State Sales Tax (10.25%)	—	—	$1,072.88
TOTAL ESTIMATED COST			$15,422.88

This Quotation Estimate is structured with the following payment milestones to ensure a smooth working relationship between Midwest Visual Productions LLC and Lakeside Corporate Events Inc.:

50% Deposit ($7,711.44): Due upon signed acceptance of this Quotation Estimate to secure the Videographer team's availability for the August 22, 2025 date in United States Chicago.
30% Progress Payment ($4,626.86): Due within five (5) business days following delivery of the same-day sizzle reel on the evening of the event.
20% Final Balance ($3,084.58): Due within ten (10) business days of final delivery of all edited content packages.

All payments are to be made via ACH transfer, certified check, or corporate credit card. A 1.5% monthly late fee will apply to any outstanding balance exceeding the due date.

This Quotation Estimate is valid for thirty (30) days from the date of issue. After July 12, 2025, pricing is subject to revision based on current Videographer market rates in the United States Chicago area.
Midwest Visual Productions LLC reserves the right to reschedule the Videographer team in the event of severe weather, venue closure, or force majeure circumstances affecting the United States Chicago metropolitan area. In such cases, a mutually agreeable alternative date will be arranged at no additional cost.
All raw footage, edited deliverables, and associated intellectual property rights transfer to the client upon receipt of the final payment. The Videographer team retains the right to use up to thirty (30) seconds of footage in their professional portfolio and marketing materials unless a separate non-disclosure agreement is executed.
The Videographer and all crew members will carry comprehensive general liability insurance of no less than $2,000,000 per occurrence, valid throughout the duration of the engagement in United States Chicago.
Any changes to the scope of work beyond what is described in this Quotation Estimate will require a written change order signed by both parties. Additional hours for the Videographer team beyond the 13-hour coverage window will be billed at $250 per hour per operator.
Drone operations in United States Chicago are subject to FAA and Chicago Department of Aviation permits. Should regulatory restrictions prevent aerial capture on the event date, the drone line item will be credited in full and no substitute service will be provided.
This Quotation Estimate does not constitute a binding contract until both parties have executed the formal Service Agreement document, which will be provided upon acceptance of this estimate.

By signing below, the client acknowledges receipt of this Quotation Estimate and agrees to the terms, pricing, and scope of Videographer services described herein for the event to be held in United States Chicago. This acceptance authorizes Midwest Visual Productions LLC to block the Videographer team's calendar and begin pre-production preparations.

Client Signature
Lakeside Corporate Events Inc.
Name / Title / Date Videographer / Provider Signature
Midwest Visual Productions LLC
Name / Title / Date ⬇️ Download as DOCX Edit online as DOCX

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