Video Filming and Production Services for the 2025 AIRB Forum
: Oxfam in Asia
: Nonprofits / องค์กรไม่แสวงหาผลกำไร
: 1064
: 18 December 2024
10 January 2025
Terms of Reference for Video Filming & Production
for the 2025 Asia Inclusive and Responsible Business Forum
1. Introduction
This document outlines the Terms of Reference (TOR) for video filming and production services for the upcoming 2025 Asia Inclusive and Responsible Business Forum. The project requires the filming and editing of a variety of videos to promote the event and showcase its key speakers and content.
Duration of the project: 3– 28 February 2025, days of shooting: 11-12 February 2025 (2 days)
Location: Bangkok, Thailand
2. Project Objectives
- Capture engaging footage of speakers during the event.
- Create 14 videos under 60 seconds from the forum, and one highlight video (90 seconds).
- Interview spokespersons during the two-day event in Bangkok (11-12 February).
- Create video content in both vertical and square formats for optimal performance across various social media platforms (Facebook, Instagram and TikTok).
3. Deliverables
- Private Sector/Company Spokesperson’s/Policymakers (4 videos) to be interviewed during the event. Questions will be provided by Oxfam team. We will also request the company to share some stock footage of their company to stich the content together.
- 4 videos featuring speakers from each company spokespersons on different subjects.
- Stich together/edit the interviews and footage to make under 60-second videos.
- Vertical and square formats for social media distribution.
- Case Study Videos (8 videos): 8 videos featuring speakers from small and medium size companies promoting inclusive and responsible business practices.
- Oxfam to identify speakers, provide questions and request for any footage available from their business pages.
- Stitch together/edit the interviews and footage to make under 60-second videos.
- Vertical and square formats for social media distribution.
- Fun/Social Media style videos (2 videos):
- 2 social media style videos on any current trend to explain the need for inclusive and responsible business and the benefits of businesses that support/promote human rights/worker rights.
- Oxfam to help identify speakers and work on the script and style.
- Edit and stich by the agency.
- General Event Video (1 video):
- One film covering the overall highlight of the event with interviews stitched in an engaging style.
- Not more than 90 seconds.
- Vertical and square formats for social media distribution.
4. Production Scope
- Pre-Production:
- Client consultation to understand event goals and target audience.
- Scriptwriting or working with Oxfam to improve scripts.
- Storyboarding and shot planning for all video types.
- Get familiarized with the brand guidelines of Oxfam Asia and Oxfam Novib
- Production:
- Professional filming of all speakers, event highlights, and short social media content.
- High-quality audio recording using appropriate equipment.
- Capturing footage in both vertical and square formats for social media optimization.
- Post-Production:
- Professional editing of all video footage.
- Motion graphics and animation integration (if required).
- Colour correction, sound mixing, and music composition.
- Integration of captions and subtitles for all videos.
- Delivery of final videos in the designated formats.
- Purchase of all relevant stock footage (no additional charge will be provided by Oxfam)
5. Oxfam’s Responsibilities
- Provide clear and detailed information about the event, objectives, and target audience.
- A guide for the short list and agenda for two days
- Grant the production company access to filming locations and event spaces.
- Coordinate with speakers and ensure their availability for filming.
- Provide any necessary branding guidelines, logos, and other visual assets.
- Support the agency in scripting and storyboarding the videos.
- Review and provide feedback on video drafts throughout the editing process.
- Approve final video deliverables.
6. Production Company Responsibilities
- Assign a dedicated project manager to oversee all aspects of production.
- Assign a producer to work with the Oxfam team to work on content planning, questions for speakers who will be featured.
- Assemble a qualified team of videographers, editors, and sound technicians.
- Secure all necessary equipment for filming and audio recording.
- Capture high-quality video and audio footage adhering to the agreed-upon shot list and storyboards.
- Develop and edit all videos according to the project timeline and feedback.
- Deliver final video files in the designated formats and specifications.
7. Timeline
- A detailed production schedule will be developed upon contract finalization. The timeline will encompass pre-production, production, and post-production phases, ensuring timely delivery of all video assets.
8. Payment schedule
The payment to the selected service provider/firm would be made as per the below timeline:
- 25% upon signing of contract
- 25% upon submission of the first video
- 50% upon the completion of deliverables
All the logistics, i.e. boarding and lodging of the service provider team will be borne by the service provider/firm.
The total budget for this service contract is 6,500 EURO
9. Selection Criteria
Proposals will be evaluated based on the following criteria:
- Agencies based in Bangkok.
- Relevant experience in video production for events and conferences in Bangkok.
- Preference if the company has former journalists in the team or has previously worked with not-for profits.
- Quality of previous work with a focus on social media video formats.
- Understanding of the project objectives and target audience.
- Competitive pricing and proposed team expertise.
- The ability to provide a small team of photographers with appropriate lighting equipment for the forum would be an advantage. (Please share a separate budget quotation)
10. Copyrights and Ownership
All rights and ownership of the final and b-roll video materials will be transferred to the client upon full payment.
This Terms of Reference serves as a comprehensive outline for the video production project for the event. We encourage open communication throughout the process to ensure a successful outcome that meets the client's vision and objectives.
11. Application procedures:
The interested candidates are requested to submit the following as file attachments:
- Portfolio of your work along with showreels
- Company profile and team member details
- Budget: A comprehensive budget proposal based on the scope of work outlined in this TOR. The budget must include a breakdown of all associated costs, including personnel, taxes, equipment, and deliverables, etc.
- The email should have the subject line: “Video Filming and Production Services for the 2025 AIRB Forum” and submitted to pchulapa@oxfam.org.uk and benjaluck.denduang@oxfam.org by 10 January 2025.
Contact : pchulapa@oxfam.org.uk /66 92 246 4465 ,benjaluck.denduang@oxfam.org
กราฟิก / Computer Graphicผู้จัดการโปรเจค / Project managerนักสื่อสารออนไลน์ / Online communication
