Call for applications: Service provider for the production and communication of the “U.S. Filmmaking in France: The French Experience” event

The CNC (French national center for cinema and moving image) and Institut français des Etats-Unis / Villa Albertine (IFEU-VA) are looking for a service provider to organize and communicate on the “U.S. Filmmaking in France: The French Experience” event in Los Angeles on October 30, 2024 to promote France as a destination for feature film and TV production. The event will be held at the Directors Guild of America venue, in cooperation with The American French Film Festival (TAFFF)which will be taking place at the same time and venue, from October 29 to November 3.

In this Request for Proposal, two separate lots are proposed:

1. Lot 1: Event Promotion and Public Relations – This includes all activities related to the promotion of the event, speakers, and managing press relations and participants registration.
2. Lot 2: Event Executive Production – This encompasses the executive production of the event and logistics, including catering services.

Candidates may submit a proposal for either one or both lots.

Context

The global cinema, audiovisual and video game markets are experiencing a certain vitality and are characterized by an increase in demand for content, driven by the development of platforms. Projections for 2030 indicate a very significant increase in production volume, which could double. The prospects are exciting, the opportunities are unprecedented for investors and for all players in the value chain.

France wants to position itself as a new worldwide leader for feature film and TV production.

The CNC (French national center for cinema and moving image) oversees the promotion of France as a destination for film and TV productions and has increased the resources allocated to this mission. A department (using the brand Film France-CNC, the French Film Commission) coordinates the local film commissions throughout France, advises international players regarding the tax rebate for international productions and ensures the promotion of all French production tools (line producers, technicians and artists, filming locations, visas, permits, service providers).

IFEU-VA is a division of the French Embassy in the United States, that aims to build partnerships between French and American artists, institutions, and universities on both sides of the Atlantic. The Film & TV department is in charge of promoting French content in the US, accompanying the French talents and professionals on the US market and promoting France as a destination for production. In LA, the Film & TV Liaison for US Production specifically oversees this third mission. 

As part of this increased effort and in addition to actions led in France, CNC and IFEU-VA are looking for a service provider who could take charge of the promotion, and production of the “U.S. Filmmaking in France: The French Experience” event. In 2023, a similar event organized by both institutions gathered over 120 producers and studio executives in a hotel venue in Los Angeles.

“U.S. Filmmaking in France: The French Experience” Event

The event will consist in a one-morning and luncheon event to promote France as a top destination for feature film and TV production to an audience of American professionals (studios, streamers, producers, executive producers, directors, showrunners, scriptwriters, location scout, production designers, movie tax experts).

A delegation of French professionals will be specifically designed by the CNC to take part in this event.

Dates:

• Wednesday, October 30^th from 9.00 am to 1.30 pm

Location:

Directors Guild of America on Sunset Boulevard, Los Angeles. In cooperation with The American French Film Festival, which will happen at the same time.

Schedule:

Registration & coffee

Morning: 2 parallel formats:

• dynamic inspirational collective conference format including keynotes, fireside chats, case studies… (for an audience up to 150 persons)
• one-on-one business meetings between the French delegation and U.S. professionals (up to 14 simultaneous meetings).

Lunch: Buffet for the delegation and U.S. attendees (up to 150 people)

Target audience:

• French delegation of 20 to 35 people (CNC, IFEU-VA, Production Services Companies, filming studios, VFX studios)
• American professionals (studios, streamers, producers, executive producers, directors, showrunners, scriptwriters, location scout, production designers, movie tax experts)
• 150 people max

Lot 1: Event Promotion and Public Relations:

Services required:

• Listing of qualified targeted audience

Identification of a wide range qualified prospect list of American professionals likely to be interested in the “U.S. Filmmaking in France: The French Experience” event (studios, streamers, producers, executive producers, directors, showrunners, scriptwriters, location scout, production designers, movie tax experts) in order to secure 110 to 150 targeted and qualified participants.

The contact list must represent an addition to the Film France and Villa Albertine lists and must be coordinated with both organizations before sending invitations.

• Communication and promotion

Development of a media plan to publicize the event (at least a post-event press editorial cover) to be worked out in detail by the chosen service provider. Media space purchase on relevant media shall be included in the proposal.

• Invitation to speakers at the conference

Search for American speakers (creatives or production executives) linked to recent international productions in France, who can act as advocates of France as a production location, as well as moderators. Speakers’ attendance should be organized in collaboration with the event production company and the CNC and IFEU-VA teams.

• Invitations and registrations to the event

Management of invitations and registrations through a dedicated event landing page. Weekly report to the CNC and IFEU-VA on the RSVP list. The CNC may send the invitations to a complementary list.

Lot 2: Event

The service provider will make a proposal on:

• Conference set up (lights, sound, microphones, furniture, communication medias – trailer, posters, logos…) in coordination with the DGA et TAFFF technical staff
• Conference management (overseeing the schedule & moderators and experts’ entry, exit and speeches)
• Broadcast of slides, sizzles, marketing materials, film sequences… and preparation with the screening room’s projectionist.
• Production and hand-over of badges to the 150 accredited guests.
• Production and management of the guests’ desk on location
• Event décor and print of marketing materials, in coordination with the TAFFF staff.
• Search for caterer and menu proposal for lunch (up to 150 people), welcome breakfast (for up to 150 people), and coffee during the entire event.
• Set up of the One-on-one meetings room (14 tables with 4 chairs each, easels with logos of French companies) – furniture to be coordinated with the TAFF

Note: The organization of the matchmaking for the one-on-one business meetings will be handled directly by the CNC and IFEU-VA.

Venue rental will also be handled by IFEU-VA.

Specifications

Total budget

• If the provider applies for both lots: Between USD $70,000 and $90,000.
  
  
• If the provider applies for lot 1 (promotion): between $20,000 and $30,000
  
  
• If the provider applies for lot 2 (event production): between $50,000 and $60,000

Total budget must include all estimated expenses (coordination with the theater, technical direction, production, furniture, material, catering).

Note: the proposal should not include venue rental fee as the venue has already been secured by IFEU-VA.

The financing of the “U.S. Filmmaking in France: The French Experience” event will be managed by the Film & TV department of IFEU-VA.

Location and duration of service

The service will be carried out in Los Angeles.

The duration of the mission will begin upon notification of the contract with the selected service provider and will end upon proposal of a detailed schedule from the service provider.

Terms and conditions

The proposal will be evaluated according to the following criteria:

• Description of each service and methodology: 20 pts
• Retroplanning: 20 pts
• Expertise and competence on all domains: 20 pts
• Total cost and breakdown of the budget: 40 pts

The contract will be signed under US law.

Selection process and calendar

Applications

Applications should include the following elements:

• Presentation of the company and the team that will be working on the event,
• Proposal describing the services provided for each services required,
• Detailed budget

Applications should be sent in electronic format only at: tristan.cazes@frenchculture.org and tristan.celet@frenchculture.org

Calendar

Wednesday, July 17, 2024, at 12pm PST: closing of the request for proposal

July 18 review of the applications by the CNC and IFEU-VA.

July 21 notification of the selected candidate

July 22, 2024: start of the mission

Termination

Termination at will, at any time, upon prior written notice.