Job Description
FAIRTRADE AFRICA TURNS 20 YEARS! TERMS OF REFERENCE FOR THE PROVISION OF PHOTOGRAPHY AND VIDEOGRAPHY SERVICES. DATE: 1st to 5th September 2025 in Nairobi, Kenya THEME: Fairtrade Africa at 20 Celebrations and related activities Background Fairtrade Africa celebrates 20 years of championing farmers’ and workers’ rights, better trading conditions, and sustainable development across Africa. This milestone will be marked with a series of events taking place from the 1st to 5th September 2025 . The celebrations will include high-level engagements, field visits, exhibitions, and a gala dinner, all aimed at reflecting on the past, celebrating impact, and envisioning the future of fair trade in Africa. To professionally capture these moments, Fairtrade Africa seeks the services of a highly experienced and creative photography and videography team to document the four-day event. Note: Transport to/from the hotel to the field will be covered by Fairtrade Africa. All other travel costs will be on the service provider. Objectives of the Assignment The overall objective is to professionally document and deliver high-quality photographs and video coverage of the key events during the 20th anniversary celebrations for use in social media, promotional materials, reports, and archival purposes. Scope of Work – Fairtrade Africa at 20 The selected service provider will be expected to cover the following activities: 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, including backdrops (if needed) Quick photo review and approval session Day 2 – 2nd September 2025: Concurrent Field Visits September 2nd is a day of field visits for the guests to directly interact with farmers and workers and see firsthand the impact that Fairtrade commitments has had. The service provider is expected to provide: Coverage of five different field locations simultaneously Capture interactions between the guests, farmers, and workers Emphasise impact stories, livelihoods, environment, and empowerment Include both photos and short highlight videos per location Coordination with Fairtrade Africa Communication teams to ensure consistency and branding Day 3 – 3rd September 2025: Anniversary Celebration Day 3rd September is the Anniversary Celebration Day including testimonials, panel discussions, networking opportunities, an exhibition and a historical walk through that showcase some of the most innovative and impactful Fairtrade producer groups as well as facilitate discussions on the most pertinent issues. The service provider is expected to: Capture all sessions, including testimonials, panel discussions, keynote speeches, exhibitions, and networking moments. Creative and engaging still photography and video of: Innovative Fairtrade producer showcases Fairtrade historical walk-through Interactions and audience reactions Conduct brief on-the-spot interviews with key guests and participants Coverage of side activities (media interviews, testimonials, etc.) Short, same-day highlight video Evening of 3rd September 2025: Gala Dinner Red carpet moments, ambience, and decor Keynote speakers, entertainment, and presentations Guest interactions, behind-the-scenes Short, same-day highlight video Day 4 – 4th September 2025: General Assembly Capture official proceedings, speeches, elections, and key moments Group photos of delegates Interviews/testimonials with key Fairtrade representatives Day 4 – 4th September 2025: Set down Setting down of all equipment if any. TIMELINE Filming dates: 1st – 5th September 2025 Delivery timeline: Final deliverables by 20th September 2025, with real-time photos and daily highlights of each event day TASKS Videography Production of video (script writing, videography, editing, audio balancing and subtitling). Produce a video teaser for the field visits and the gala dinner. The consultant shall use their own HD-quality video camera and professional editing software. Edit the footage in line with the script agreed and approved by Fairtrade Africa Communication focal persons, and produce a professional quality package/report/PSA of broadcast quality. Record and edit narration/ voice over where needed in accordance with guidance from the relevant Fairtrade Africa Communication focal persons. Embed subtitles (English) in the video as needed. Include appropriate Fairtrade Africa branding and crediting of Fairtrade Africa ownership for the produced videos. Photography At least 500 high-quality and high-resolution, edited and captioned pictures delivered. Creation of graphics, where necessary. Submission of a final approved audio-visual product on Google Drive. Provision of a 360-degree photo booth for the FTA @20 dinner. Others Inclusion of Fairtrade Africa branding and messaging in video edits. Consent forms for participants captured (where required). Photo release rights transferred to Fairtrade Africa. Deliverables Production of 20 videos ranging from 1 minute to 5 minutes. The production will include, but not be limited to: Creation of the general concept of the videos. Development of the detailed scenarios of the videos. Coordination and approval of the scenarios with Fairtrade Africa. Cut downs Video production. Post Production(Assembly, sound and processing, etc). Delivery of the final HD Videos Final HD still pictures – At least 500 Timeline for delivery A trailer/teaser video package will be required 6-8 weeks before the field visit on 2nd September 2025. Delivery of real time pictures and short video clips during the panel discussions, gala dinner and general assembly, real time happening on 3rd and 4th September 2025. Compilation of all edited photos a day after the event (6th September 2025). Delivery of final gala and the panel discussions and events HD videos compilation and pictures one week after the conclusion of the FTA @20 event happening on 3rd and 4th September 2025. (12th September 2025) Key skills and qualifications The ideal provider should have: Experience in providing photography and videography services for corporate events. Ability to capture high-quality photos and videos that meet the event’s requirements and objectives. Knowledge of the latest photography and videography technology and equipment. Ability to provide a range of photography and videography services, including editing and post-production services. Availability to meet the events timeline and schedule. Ability to provide references and portfolio of previous work. Exceptional photography and videography skills. At least five years of experience in photography, videography and editing Demonstrated experience in conception, production and editing of mini video documentaries and PSAs. Experience covering social and development subjects will be an asset.
How to Apply
Submission Requirements Interested service providers are invited to submit: - CV alongside a sample portfolio of similar past assignments (profiling your professional experience and suitability for the job) shared through Google Drive. - A detailed all-inclusive financial proposal - budget including final production costs and any taxes involved. Please note that all related costs to this work should be factored into the budget. Please share two (2) budget proposals separately as follows: 3 days of event coverage and pre-event video production and cut downs. - Proposed work plan and timelines. - Company profile and include evidence of work done. - Bank Account Details - Tax Clearance Pin
How to apply Submit applications to
[email protected] and
[email protected]with the subject line:
“Photography and Videography Proposal – Fairtrade Africa at 20,” by Wednesday 30th July at 4pm. Only shortlisted candidates will be contacted.