External Videographer & Photographer Consultant

Terms of Reference (ToR)
Long-Term Agreement (LTA) – External Videographer & Photographer Consultant

1. Background

INITIATE is seeking to establish a Long-Term Agreement (LTA) with a professional videographer and photographer consultant to document and visually represent our projects and activities. The consultant will be responsible for capturing high-quality photos and videos that effectively communicate the impact of our programs and initiatives. The consultant will work closely with our communications and program teams to produce compelling visual content that aligns with our branding and messaging.

2. Objectives

The primary objective of this consultancy is to ensure high-quality visual documentation of INITIATE’s projects, including but not limited to:

• Field visits and project implementation activities
• Beneficiary testimonials and success stories
• Training sessions, workshops, and conferences
• Advocacy campaigns and promotional events
• Emergency response and humanitarian activities

3. Scope of Work

The consultant will be responsible for the following:

1. Photography Services:
   • Capture high-resolution images of project activities, beneficiaries, staff, and relevant events.
   • Provide edited and retouched images suitable for print and digital platforms.
   • Deliver images categorized by themes, with proper captions and metadata.
2. Videography Services:
   • Record high-quality video footage of field activities, interviews, and events.
   • Conduct short interviews with beneficiaries, stakeholders, and staff.
   • Provide edited videos, including storytelling sequences, background music, subtitles, and branding elements.
   • Create short social media clips and longer documentary-style content.
3. Post-Production:
   • Ensure all images and videos are properly edited and formatted.
   • Adhere to INITIATE’s branding and visual identity guidelines.
   • Provide raw and edited files for archival and future use.

4. Deliverables

The consultant is expected to provide the following deliverables:

• High-resolution images from each assignment, delivered within 5 days.
• Edited videos with subtitles and branding first draft, delivered within 1 week.
• Short promotional clips optimized for social media.
• Comprehensive digital archive of all raw and edited materials.

5. Duration & Work Modality

• The LTA will be valid for a period of 1 to 3 years, with an option for renewal based on performance and organizational needs.
• The consultant will be engaged on an as-needed basis, with assignments and deliverables agreed upon per task.
• Travel to field locations may be required, depending on project needs.
• The consultant must be available for urgent assignments upon request.

6. Required Qualifications & Experience

• Proven experience in photography and videography, preferably in the humanitarian or development sector.
• Strong portfolio showcasing previous work in storytelling, documentary, or event coverage.
• Proficiency in editing software such as Adobe Premiere Pro, Final Cut Pro, Lightroom, and Photoshop.
• Experience working in field locations, including emergency and crisis settings.
• Ability to work independently and under tight deadlines.
• Knowledge of ethical considerations when photographing and filming vulnerable populations.
• Outstanding communication skills.

7. Ethical Considerations & Data Protection

• The consultant must adhere to ethical guidelines, including informed consent for photography and videography of individuals.
• All visual content remains the property of INITIATE and cannot be used for personal or commercial purposes without prior written consent.

8. Application Process

Interested candidates should submit the following:

• A portfolio of previous work (photos and videos).
• A financial proposal including rates per day and per deliverable.
• A cover letter detailing relevant experience and availability.

9. Evaluation Criteria

Applications will be assessed based on:

• Quality of portfolio (40%)
• Experience in similar projects (30%)
• Financial proposal (20%)
• Availability and responsiveness (10%)

10. Contracting & Payment Terms

• The consultant will be contracted under an LTA and engaged on a task-based basis.
• Payments will be made upon satisfactory completion of each assignment.
• Invoices must be submitted with deliverables and will be processed within 15 days.