TERMS OF REFERENCE FOR CONSULTANCY FOR PROVISION OF PHOTOGRAPHY AND VIDEO PRODUCTION SERVICES

Position: Consultancy firm in Photography and Video production

Background
Vi Agroforestry is an International Non-Governmental Organization (INGO) with headquarters in Stockholm, Sweden and registered in Rwanda, Kenya, Uganda and Tanzania as an international NGO. Its target groups are smallholder farmer families living in poverty with a focus on women, youth, and children, who are members or potential members of democratic farmers’ organisations, in areas vulnerable to climate change. Vi Agroforestry’s priority is on agroforestry, sustainable agriculture, and empowerment of women and youth.

Objective of the consultancy
The overall objective of this consultancy is to produce high quality media material including high-resolution photographs and short videos accompanied by relevant short interviews that will be used in meetings that Vi agroforestry is organizing: to educate audience and reflecting on our programs and raise awareness on our impact in the 16 Years Programming in Rwanda. The meetings are tentatively planned to take place from Mid to end of September 2022.
The images may also be used for illustration in publications, websites, newsletters, social media, and institutional magazines. Photographs may also be used by the media and other partners on request as a resource to portray Vi Agroforestry’s work and specifically these events.

Scope of work
• The photographer/videographer will visit the project areas in the country, take videos, collect photos, and interview projects beneficiaries (women, youth, men, children, and farmer families) on the following topics/storyboards:
• 10-15-minutes video of the achievements of Vi Agroforestry in Agroforestry work (Benefits of agroforestry and SALM) in four programs and 8 different districts where Vi Agroforestry has footprints.
• 3 by 10-15 minutes video showing the impacts of different themes among the young people (including schools) at the center of agroforestry, women, and farmers in general.
• 10-15-minute video of existing business that have transformed lives and improved the livelihoods of farmers in Rwanda. To demonstrate opportunities in agroforestry enterprises in beekeeping, and fruit production.
• Produce 5-7 good photos for people and sites selected
• Prior to each field trip, Vi Agroforestry will provide the Photographer with a detailed brief of expected out puts (story board) and relevant background information.
• The Photographer will travel to the field accompanied by Vi Agroforestry staff members and/or implementing partner organisations staff.
• The Photographer can request additional photo opportunities where the need arises to satisfy the assignment objectives.
The photography and video shooting, editing is anticipated to be completed 30 days from date of signing agreement.


Obligations of the Photographer/consultant
The Photographer will:
• Follow Vi Agroforestry photography /Image guidelines attached to this ToR in the development of their assignment.
• Agree with Vi Agroforestry on a detailed budget and shooting schedule prior to the assignment
• Ask permission and a signed consent from the people in the photos in accordance with Vi Agroforestry guidelines.
• Respect the privacy and dignity of the people being photographed.
• Document when and where images are captured, along with who and what is captured in the photo (see more details below)
• The photographer will adhere to Vi Agroforestry policies on child protection, anticorruption, sexual harassment policies etc

In addition, the Photographer is responsible for:
• Obtaining the official work- and travel documentation or permits needed to carry out the assignment.
• Arranging their own traveler’s insurance.
• Managing and insuring own photographic and other equipment.
• Following the safety regulations and code of conduct of Vi Agroforestry and partner organizations in the area.
• Paying relevant taxes in accordance with country regulations.

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Photography specifications
Style and recording:
• Photo material delivered should include horizontal and vertical photos of same subjects; dramatic angles; close-ups, midrange, and wide-angle shots; portraits, group photos and illustrations of Vi Agroforestry work (including lifestyle and landscapes).
• Video: at least 90% of all shots clear, well-lit, and stable.
• Preferred recording format is HD Camera (1920 x 1080/50i or 25i), or superior format. The important thing is to maintain the same set-up for the whole process (import, edit, convert).
• Audio: dialogue and speeches are recorded with a dedicated microphone. Volume level throughout the video is consistent. Background noise and wind, as well as music, should not be distracting.
All photographs and videos must be accompanied by:
• Short descriptions of the situation: what, where, when, who
• Names of all people portrayed in the material, and other additional information, such as age, location, occupation, short quote (to be specified in each brief) and signed consents.
• Voice overs and translations where needed.
All photographs and videos will be delivered in digital format:
• Photo files in TIFF, PNG and JPEG, with minimal retouching, print quality high resolution.
• Video files in MPEG4 or .MOV with no editing or retouching.

Obligations of Vi Agroforestry
Within the framework of the assignment, Vi Agroforestry shall:
• Agree with the Photographer on the scope of the assignment, budget and shooting schedule and provide, a detailed brief on expected outcomes and pricing prior to the field visit.
• Arrange for relevant personnel to assist the Photographer during the field visit.
• Vi Agroforestry will be in charge of transporting the photographers to and from the filming locations and the accommodation will be paid by the photographers where necessary.
• Provide the Photographer with relevant information material on projects in a timely manner.
• Be available for on-going consultation with the Photographer throughout the assignment to ensure best outcome.

Copyright
The Photographer grants to Vi agroforestry the following full usage rights of photographs and other visual materials gathered for the purposes of fulfilling the assignment:
• For use in Vi Agroforestry digital publications and social media channels
• For use Vi Agroforestry print materials
• For publication in other external media channels both print and online
• For use in Vi Agroforestry fundraising campaigns and marketing materials both in print and online
• For use in various donor and stakeholder communications
NB: Vi Agroforestry will have exclusive rights to the materials.
• In the following territory: global
• For the following time: indefinitely.
Please note that the photographer assigns all right, title and interest in the photographs to Vi Agroforestry.

Payment
This will be based on negotiations between Vi Agroforestry and the Photographer/consultant. All invoices shall be paid in accordance with the procurement policies of Vi Agroforestry.

Qualifications
• Photographer must have prior experience in photographing similar projects/activities -minimum of 3 years.
• Photographer must use own high quality, light, sound, and photography equipment capable of delivering high resolution files.
• Photographer must guarantee timely delivery of photographs.
• Photographer must have excellent speaking and writing skills in English and Kinyarwanda.
• Track record of successful materials filmed in the region and/or on similar topics would be an asset
• Demonstrated ability to work in a multicultural environment, under tight deadlines and establish harmonious
• The company should be registered in RDB with the certificate of domestic company registration.
• VAT registration certificate from Rwanda Revenue Authority (RRA)
• Brief presentation of the team of at least 2 technicians (one photographer with certificate in photography or equivalent & one cameraman/videographer with a certificate in videography or film making), with CVs and functional responsibilities of the key people to be engaged in the production of the documentary.

Application:
• Three references (with contact information) from previous clients
• Detailed list with technical information of the equipment intended for use, including camera, light, sound, editing software etc.
• Brief presentation of the team, with CVs and functional responsibilities of the key people to be engaged in the production of the documentary, the team should be available during onboarding meeting.
• Creative Direction
• Brief letter, describing previous experience on similar projects as well as proposed creative direction for the film. Creative ideas and suggestions are encouraged.
• The documents should be sent as a soft copy to rwanda@viagroforestry.org and not later than 18th July 2022.


NB: The photographer will be expected to adhere to all COVID 19 restrictions from Government and Vi Agroforestry during this time.

Approved by
Albert MUTASA
Country Manager