TERMS OF REFERENCE FOR PHOTOGRAPHY AND VIDEOGRAPHY SERVICES FOR THE NATIONAL AWARDS EVENT UNDER THE HOME EQUALS CAMPAIGN

Habitat for Humanity Uganda – National Awards Event

1. Overview

Habitat for Humanity Uganda (HFHU) is seeking professional photography and videography services for its upcoming National Awards Event. The service provider will be responsible for capturing high- quality visuals that document the event’s key moments, celebrate achievements, and serve as an archival and promotional resource for the organization.

Event Details:

Event Name: National Awards Events under the Home Equals Campaign. Date: Friday, 31st January 2025.

Location: Within Kampala but to be determined.

Audience: HFHU partners, award recipients, dignitaries, stakeholders, media, and general public.

2. Objective

The objective of this assignment is to produce professional photographs and videos that:

• Showcase the event’s ambiance, activities, and highlights.
• Provide a record of HFHU’s engagement with stakeholders.
• Promote HFHU’s mission and programs in marketing, reporting, and social media campaigns.

3. Scope of Work

The selected service provider will deliver the following:

i) Photography

Pre-Event Coverage:

• Capture setup, branding, and preparation activities. Event Day Coverage:
• Photograph dignitaries, awardees, and key speakers.
• Document major activities, including speeches, award presentations, performances, and audience reactions.
• Take candid and posed shots of participants and attendees. Post-Event:
• Deliver edited, high-resolution photographs sorted into categories (e.g., formal, candid, highlights).
• Provide at least 100 professionally edited images.

ii) Videography

Event Highlights:

• Record the event in its entirety, focusing on key speeches, presentations, and interactions. Promotional Video:
• Produce a 3–5 minute edited highlight reel with HFHU branding and subtitles, suitable for marketing and social media.

Interviews:

Record short interviews/testimonials with key stakeholders, awardees, or guests (maximum 5 interviews).

Additional Requirements

• Ensure discretion while capturing sensitive moments.
• Collaborate with HFHU’s communications team to ensure alignment with branding and messaging.
• Be flexible and adapt to changes in the program or schedule during the event.

4. Deliverables

5. Timeline

Event Date: Friday, 31st January 2025.

Submission of All Deliverables: ten days following the event

6. Qualifications

The ideal service provider must have:

• Proven experience in event photography and videography, preferably for non-profit organizations or high-profile events.
• High-quality equipment for photography, videography, sound, and editing.
• A professional portfolio showcasing similar assignments.
• Capacity to deliver within tight deadlines.

7. Supervision and Reporting

The service provider will report to the HFHU Communications and Advocacy Manager or a designated representative. They must:

• Provide updates on progress during and after the event.

8. Payment Terms

Payment Structure:

75% payment upon contract signing.

25% payment upon delivery and approval of final materials.

Invoicing: Service providers must submit an invoice with deliverables for payment processing.

9. Application Process

Interested service providers should submit the following:

• A proposal outlining their understanding of the assignment, methodology, and a timeline for delivery.
• A financial proposal with detailed costing.
• A portfolio showcasing similar work (photos and videos).
• At least two references from previous clients.

10. Submission Details

Deadline for Applications: 22nd January 2025. Submit To: procomm@hfhuganda.org

Contact Person for Queries: Procurement Committee

11. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Quality of portfolio and past work.
• Experience in similar assignments.
• Alignment with HFHU’s values and objectives.
• Cost-effectiveness of the financial proposal.
• Ability to meet timelines.