Video Production Proposal

Awards Video Package
Victorian Rural Health Awards

Prepared for
Rural Workforce Agency Victoria
Creative Director
Caleb Maxwell
Date Issued
12 March 2026
Expires
19 March 2026
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Foundation for Success

The Challenge
We're Solving

Does this sound familiar?
The Victorian Rural Health Awards exists to celebrate the people doing extraordinary work in rural healthcare. That work deserves a production that matches its significance. Last year, it didn't quite get there.



The previous production company delivered clunky animations, misaligned audio, and a final product that required far more back-and-forth than it should have. Feedback was only partially addressed, and the sense was that junior staff were making decisions that didn't reflect what was asked for. Music played on a loop for the full hour. The animated assets can't be accessed for this year's production, so everything needs to be built from scratch.



On top of that, participant-submitted footage varied wildly in quality, and the processing applied made some presenters sound unrecognisable. With a fixed government budget and costs rising, there's no room for waste, delays, or a second attempt. This year needs to run like clockwork.
Business Objectives
01 Deliver a polished, professionally edited awards ceremony video that plays flawlessly on the night and reflects the calibre of the work being celebrated
02 Reduce revision cycles and friction by running a structured, round-based review process with a single nominated point of contact on the VRHA side
03 Proactively improve participant-submitted video quality through a dedicated recording tutorial, so the final edit doesn't have to compensate for poor source footage
04 Produce a highlight reel under one minute that the VRHA team can share on the website and social media after the event
The Solution

What We'll Create

We propose a focused Awards Video Package built around two core deliverables: a complete, event-ready awards ceremony video and a post-event highlight reel. Everything is produced to a standard that reflects the importance of the work being honoured, with a clear process that keeps revisions fast and the timeline on track. On top of that, we take a proactive approach to the quality of participant-submitted footage, so we're not compensating for problems in the edit.

Awards Ceremony Video Full pre-recorded awards ceremony video, produced to play on the night of 25 June 2026. Custom motion graphics and animations built from scratch to the RWAV brand. Varied music throughout. Applause and sound effects added for each winner announcement. Teleprompter available for any on-camera speakers. SRT subtitle files included for all on-screen text. Reviewed and approved through Frame.io before delivery.
Participant Video Recording Tutorial A custom how-to video guide produced by Caleb and sent to all award nominees who need to submit their own footage. Covers framing, lighting, audio using AirPods or an external mic, and choosing the right environment. No scripts required. This proactively addresses the quality issues that made last year's edit harder than it needed to be, at no additional charge.
Welcome to Country Segment Optional half-day on-site shoot to capture the Welcome to Country for the ceremony. Caleb liaises directly with DJAARA to coordinate. Edited and delivered as a standalone segment integrated into the main awards video. This is quoted separately so it's easy to add or remove based on your requirements.
Event Highlight Reel A punchy under-one-minute highlight reel featuring all winners and key moments from the event. Suitable for your website, email newsletters, and social media post-event. Delivered alongside the main awards video.
Our Approach
A full-service production built for the occasion, from participant tutorial to final delivery.

Hebron Films is a Bendigo-based video production company that handles the full process: strategy, concept, production, post-production, and delivery. We have worked on events ranging from intimate award ceremonies to large-scale hybrid productions for organisations like KFC and Southern Cross Kids Camp.

We know what it takes to make a room full of people feel celebrated on screen. And we know how to make the production process easy for your team.

What's Different This Time
  • ✦ Unlimited revision rounds. No arbitrary caps, no nickel-and-diming.
  • ✦ Professional "How to Record" tutorial video distributed to all self-recording participants
  • ✦ Varied music selection. No single track looping across the entire event.
  • ✦ Professional animated backgrounds, lower thirds, and logo animations built fresh from your brand assets
  • ✦ Applause SFX integrated at all winner announcements
  • ✦ Autocue/teleprompter setup and scripting for MC and presenters
  • ✦ SRT subtitle file delivered as standard. No auto-generated errors.
The Plan

Our Proven Process

Every project we take on follows the same four-phase process refined over years of production to make sure nothing falls through the cracks and you always know what's happening next. We handle the complexity so you don't have to.

01
Phase One
Concept Development
Post-Signing — Late March 2026
We leverage your intimate knowledge of the VRHA event and your audience to lock in the creative direction. Kickoff call with the full Hebron Films team. Daniel provides the brand asset pack.
02
Phase Two
Pre-Production
April 2026 — Pre-Production
Participant video recording tutorial sent to all nominees. Filming dates locked in. Scripts and teleprompter content prepared. Filming schedule and logistics confirmed with your team.
03
Phase Three
Production
21 & 22 May 2026 — On-Site Filming (TBC)
Great Pre-production leads to seamless Production. We capture all the necessary elements needed to create your deliverables as planned.
04
Phase Four
Delivery
First Draft 5 June — Final Delivery 12 June 2026
We create each deliverable as planned with unlimited rounds to ensure perfect brand alignment. Final files delivered via online download link once approved and invoices paid.
Project Timeline

Key Dates

From discovery call to awards night, a clear run sheet.

You have planned well ahead, and we can absolutely meet these dates. Here is how the project looks from today through to awards night.

Late March 2026
Full team alignment: production crew, brand assets, participant list, and run-of-show planning.
April to May 2026
Participant recording tutorial sent to all finalists expected to self-record. Maximises quality of incoming submissions.
21 to 22 May 2026
On-site filming. Half or full day per selected option. Dates subject to final confirmation.
~5 June 2026
First draft delivered via Frame.io. All team members can comment and provide revision feedback in one consolidated round.
12 June 2026
Approved final file plus SRT subtitle file delivered. Ready to load for awards night.
25 June 2026
Victorian Rural Health Awards Night You are ready. Your winners are celebrated. Everyone goes home happy.
Your Investment

Select Your Package

A lot of people see video production as a necessary cost. We believe it's a crucial investment. When you prioritise video as a powerful tool to achieve a specific outcome, it builds trust, reduces friction in decision-making, and grows your business.
Service Qty Rate Subtotal
Awards Ceremony Video Production Required
Full post-production of the RWAV awards ceremony video. Includes custom motion graphics and animations built from scratch to RWAV brand guidelines, varied music throughout, applause and winner sound effects, SRT subtitle files, teleprompter support for on-camera speakers, Frame.io review platform, and event highlight reel (under 1 minute) for website and social media post-event.
 1 $8,900 $8,900
Participant Video Recording Tutorial
A custom how-to video produced by Caleb and distributed to all award nominees who need to self-record. Covers framing, lighting, audio using AirPods or an external mic, and choosing a suitable environment. Proactively improves the quality of incoming submissions before the edit begins.
 1 $950 —
Filming Option A — Half-Day On-Site
Half-day on-location shoot for participant and speaker filming. Best suited where sponsors and the majority of participants are submitting their own footage. Select Option A or Option B, not both.
 1 $900 —
Filming Option B — Full Day / 2x Half-Days
Full-day on-location shoot, or two separate half-day sessions for scheduling flexibility (same rate). Best for larger participant pools or where multiple filming sessions are needed across the planning period. Select Option A or Option B, not both.
 1 $1,800 —
Welcome to Country — Half-Day Shoot + Editing
Half-day on-site shoot to capture the Welcome to Country segment, plus full editing and integration into the main awards video. Caleb liaises directly with DJAARA to coordinate. Filmed and edited as a standalone segment, delivered as part of the final awards video.
 1 $1,800 —
Welcome to Country — DJAARA Performer Fee
Performer fee for the Welcome to Country, conducted by DJAARA. Passed through at cost. Select this item alongside the Welcome to Country shoot above.
Pair with: Welcome to Country — Half-Day Shoot
 1 $800 —
Package Summary
Subtotal (ex GST) $8,900
GST (10%) $890.00
Total (inc GST) $9,790.00
Payment Options
The Proof is in the Pudding

Work That Speaks for Itself

Creating videos that achieve reliable results without compromising on creativity isn't impossible. We nail this in every project. But don't take our word for it, see for yourself.

Southern Cross Kids Camp — Virtual Event Opener
Virtual Event Production
Southern Cross Kids Camp — Virtual Event Opener
This is the opener we produced for a Southern Cross Kids Camp virtual event. It demonstrates the cinematic motion graphics, branded animations, and polished production quality we bring to pre-recorded event content. This is the same craft applied to the VRHA awards video: built from scratch to your brand, designed to land with an audience watching on a screen.
Event Highlight Reel — KFC Style
Event Highlight Reel
In-Person Event Highlight Reel
A tight, under-one-minute highlight reel from an in-person event. We produce the same style for virtual and hybrid events, including for KFC. This is exactly what your post-event highlight reel will look like: all the winners, all the key moments, cut for social media and your website so the night lives on well past 25 June.
"Hebron Films were great to work with. They understood what we wanted from the video. The end product surpassed what we envisaged."
Scott McLarty — Connecting Futures Australia
"Working with the Hebron crew has been an absolute pleasure. They took the time to understand our business and goals."
Jennifer Frost — Lansell Homes
Assumptions

What We've Assumed

We've made the following assumptions when putting together this proposal. Please check these carefully to make sure we're both on the same page.

Key Contact
One nominated point of contact on the VRHA side for all revision feedback. All feedback is consolidated before being submitted to Hebron Films.
Brand Assets
VRHA brand asset pack (logos, colour codes, fonts in OTF/TTF format) to be provided by Daniel prior to production commencing. Absence of assets may impact timeline.
Filming Dates
Tentatively 21 and 22 May 2026, subject to confirmation. Caleb to hold these dates pending proposal sign-off. Any changes to filming dates to be agreed with at least 14 days notice.
Event Date
Awards ceremony: 25 June 2026. Final video delivered no later than 12 June 2026 (at least 2 weeks prior to the event). First draft targeted for 5 June 2026.
Participant Footage
All participant-submitted footage received by an agreed deadline to be confirmed during pre-production. Late submissions may not be incorporated without impacting the delivery timeline.
Animated Assets
All motion graphics and animations will be created from scratch by Hebron Films to the VRHA brand. No assets from previous production companies are expected to be provided or available.
Colour Sensitivity
Orange to be used minimally in all design assets given its association with bushfire imagery for some audience members. Caleb to follow any updated brand guidance on this from Daniel.
Welcome to Country
If the Welcome to Country shoot is selected, Caleb will coordinate directly with DJAARA. Logistics, scheduling, and location to be confirmed during pre-production.
Post Revisions
Unlimited minor revisions included in post-production. Revisions must be delivered as per the Hebron Films process that will be communicated prior to Post.
Raw Footage
All raw footage is owned by Victorian Rural Health Awards, delivered via online download link once final invoice is paid. If no Project Storage Subscription is selected, all project files will be deleted following delivery.
Next Steps

Let's Get Moving

We can't wait to help you achieve some meaningful business goals with this project.

To accept this proposal and get the ball rolling:

  • 1
    Sign the proposal using the button on the right.
  • 2
    Our accounts team will send you all project invoices so you can pay the deposit.
  • 3
    We'll be in touch to schedule a project kick-off call.
We'll check in with you in soon to make sure all questions are answered and you feel confident in your decision. This proposal expires in 7 business days from the date it was sent, be sure to lock in your project so we can get moving!
Sign Proposal
By signing you confirm that you've read and agree to our terms of service.
Submitted by
Caleb Maxwell
Creative Director — Hebron Films
Signed
Client
Evaan Rabel
Victorian Rural Health Awards
Awaiting
By signing this proposal you confirm that you've read the scope of works described above, agree to the assumptions outlined, and authorise Hebron Films to commence the project upon receipt of the deposit invoice. Read our full terms of service →
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