TOR: Photography and Videography for Fairtrade Africa twentieth Anniversary Celebration – Kenya

FAIRTRADE AFRICA TURNS 20 YEARS!

TERMS OF REFERENCE FOR THE PROVISION OF PHOTOGRAPHY AND VIDEOGRAPHY SERVICES.

DATE: 1st to fifth September 2025 in Nairobi, Kenya

THEME: Fairtrade Africa at 20 Celebrations and associated actions

Background

Fairtrade Africa celebrates 20 years of championing farmers’ and employees’ rights, higher buying and selling situations, and sustainable growth throughout Africa. This milestone shall be marked with a collection of occasions happening from the first to fifth September 2025.

The celebrations will embrace high-level engagements, discipline visits, exhibitions, and a gala dinner, all aimed toward reflecting on the previous, celebrating impression, and envisioning the way forward for truthful commerce in Africa.

To professionally seize these moments, Fairtrade Africa seeks the companies of a extremely skilled and inventive pictures and videography crew to doc the four-day occasion.

Note: Transport to/from the resort to the sphere shall be coated by Fairtrade Africa. All different journey prices shall be on the service supplier.

Objectives of the Assignment

The total goal is to professionally doc and ship high-quality pictures and video protection of the important thing occasions through the twentieth anniversary celebrations to be used in social media, promotional supplies, studies, and archival functions.

Scope of Work – Fairtrade Africa at 20

The chosen service supplier shall be anticipated to cowl the next actions:

Day 1 – 1st September 2025: Board and Executive Leadership Portrait Session

• Individual and group portraits of Board members and Executive Team
• Professional studio lighting and setup, together with backdrops (if wanted)
• Quick photograph evaluate and approval session

Day 2 – 2nd September 2025: Concurrent Field Visits

September 2nd is a day of discipline visits for the company to instantly work together with farmers and employees and see firsthand the impression that Fairtrade commitments has had. The service supplier is predicted to offer:

• Coverage of 5 totally different discipline places concurrently
• Capture interactions between the company, farmers, and employees
• Emphasise impression tales, livelihoods, atmosphere, and empowerment
• Include each pictures and brief spotlight movies per location
• Coordination with Fairtrade Africa Communication groups to make sure consistency and branding

Day 3 – third September 2025: Anniversary Celebration Day

third September is the Anniversary Celebration Day together with testimonials, panel discussions, networking alternatives, an exhibition and a historic stroll by that showcase a number of the most progressive and impactful Fairtrade producer teams in addition to facilitate discussions on probably the most pertinent points.

The service supplier is predicted to:

• Capture all periods, together with testimonials, panel discussions, keynote speeches, exhibitions, and networking moments.
• Creative and interesting nonetheless pictures and video of:
  • Innovative Fairtrade producer showcases
  • Fairtrade historic walk-through
  • Interactions and viewers reactions
  • Conduct temporary on-the-spot interviews with key company and contributors
  • Coverage of aspect actions (media interviews, testimonials, and many others.)
• Short, same-day spotlight video

Evening of third September 2025: Gala Dinner

• Red carpet moments, atmosphere, and decor
• Keynote audio system, leisure, and displays
• Guest interactions, behind-the-scenes
• Short, same-day spotlight video

Day 4 – 4th September 2025: General Assembly

• Capture official proceedings, speeches, elections, and key moments
• Group pictures of delegates
• Interviews/testimonials with key Fairtrade representatives

Day 4 – 4th September 2025: Set down

Setting down of all gear if any.

TIMELINE

• Filming dates: 1st – fifth September 2025
• Delivery timeline: Final deliverables by twentieth September 2025, with real-time pictures and every day highlights of every occasion day

TASKS

Videography

• Production of video (script writing, videography, enhancing, audio balancing and subtitling).
• Produce a video teaser for the sphere visits and the gala dinner.
• The advisor shall use their very own HD-quality video digital camera {and professional} enhancing software program.
• Edit the footage according to the script agreed and authorised by Fairtrade Africa Communication focal individuals, and produce knowledgeable high quality package deal/report/PSA of broadcast high quality.
• Record and edit narration/ voice over the place wanted in accordance with steerage from the related Fairtrade Africa Communication focal individuals.
• Embed subtitles (English) within the video as wanted.
• Include applicable Fairtrade Africa branding and crediting of Fairtrade Africa possession for the produced movies.

Photography

• At least 500 high-quality and high-resolution, edited and captioned photos delivered.
• Creation of graphics, the place essential.
• Submission of a remaining authorised audio-visual product on Google Drive.
• Provision of a 360-degree photograph sales space for the FTA @20 dinner.

Others

• Inclusion of Fairtrade Africa branding and messaging in video edits.
• Consent varieties for contributors captured (the place required).
• Photo launch rights transferred to Fairtrade Africa.

Deliverables

• Production of 20 movies starting from 1 minute to five minutes. The manufacturing will embrace, however not be restricted to:
• Creation of the overall idea of the movies.
• Development of the detailed situations of the movies.
• Coordination and approval of the situations with Fairtrade Africa.
• Cut downs
• Video manufacturing.
• Post Production(Assembly, sound and processing, and many others).
• Delivery of the ultimate HD Videos
• Final HD nonetheless photos – At least 500

Timeline for supply

• A trailer/teaser video package deal shall be required 6-8 weeks earlier than the sphere go to on 2nd September 2025.
• Delivery of actual time photos and brief video clips through the panel discussions, gala dinner and common meeting, actual time occurring on third and 4th September 2025.
• Compilation of all edited pictures a day after the occasion (sixth September 2025).
• Delivery of ultimate gala and the panel discussions and occasions HD movies compilation and photos one week after the conclusion of the FTA @20 occasion occurring on third and 4th September 2025. (twelfth September 2025)

Key expertise and {qualifications}

The preferrred supplier ought to have:

• Experience in offering pictures and videography companies for company occasions.
• Ability to seize high-quality pictures and movies that meet the occasion’s necessities and goals.
• Knowledge of the most recent pictures and videography expertise and gear.
• Ability to offer a variety of pictures and videography companies, together with enhancing and post-production companies.
• Availability to satisfy the occasions timeline and schedule.
• Ability to offer references and portfolio of earlier work.
• Exceptional pictures and videography expertise.
• At least 5 years of expertise in pictures, videography and enhancing
• Demonstrated expertise in conception, manufacturing and enhancing of mini video documentaries and PSAs.
• Experience protecting social and growth topics shall be an asset.