Terms of Reference (ToR) for Consultancy Services for Videography, Photography, Documentary, and Success Stories Booklet Production for the Enabling R 7 views0 applications

1. Background

The Enabling Rural Innovation (ERI) Programme, implemented by horizont3000 in East Africa through four partner organizations Caritas Tororo, Youth Association for Rural Development (YARD), Caritas MADDO, and One World Sustainable Livelihoods (OWSL) supports smallholder farmers to transition from subsistence farming to market-oriented, sustainable, and climate-resilient agricultural enterprises.

Since its implementation in 2023, the programme has empowered over 4,950 farmers (3,263 F, 1,687 M) through farmer-led innovation, enterprise development, participatory market research, market engagement, agroecological practices, and the inclusive participation of women and youth. Through the ERI approach, farmers have strengthened their entrepreneurial capacities, improved household incomes and food security, enhanced access to markets and financial services, and adopted more sustainable agricultural practices.

As the current programme framework phase (2023–2026) ends, horizont3000 seeks to systematically document the achievements, innovations, lessons learned, success stories, and transformative changes realized through programme implementation across the four partner organizations. This documentation will serve as an important knowledge management, learning, visibility, and advocacy resource for partners, stakeholders, donors, and future programme interventions.

In addition, horizont3000 will convene the ERI Annual Symposium on 30th September 2026 in Kampala, Uganda, bringing together programme partners, farmer representatives, government stakeholders, development practitioners, private sector actors, and other key stakeholders. The symposium will provide a platform to showcase programme achievements, share lessons learned and best practices, facilitate knowledge exchange, and discuss future directions for promoting sustainable livelihoods and market-oriented agriculture among smallholder farming communities.

To support these objectives, horizont3000 intends to produce high quality documentary videos, professional photography, and a Success Stories Booklet (both soft and hard copies) that capture programme achievements, innovations, beneficiary experiences, institutional perspectives, and symposium outcomes.

Purpose of the Assignment:

To document the achievements, innovations, lessons learned, success stories, and outcomes of the ERI Programme (2023–2026) and the ERI Annual Symposium 2026 through high-quality documentary videos, photography, and a Success Stories Booklet for learning, visibility, and knowledge-sharing purposes.

2. Objectives of the Assignment

1. Document ERI programme achievements, innovations, lessons learned, and beneficiary experiences across the four partner organizations and the ERI Joint Programme.
2. Produce five high-quality documentary videos, including partner documentaries, an ERI Joint Programme documentary, and a Symposium documentary highlighting key discussions, learning outcomes, stakeholder reflections, and programme achievements.
3. Capture professional photographs illustrating programme activities, innovations, beneficiaries, symposium proceedings, stakeholder engagement, and programme outcomes.
4. Develop and print Success Stories Booklet featuring selected success stories, innovations, lessons learned, and programme achievements from the 2023–2026 implementation period.
5. Produce communication products suitable for symposium presentations, donor visibility, partner communication, social media engagement, advocacy, and knowledge-sharing purposes.

3. Scope of Work

A. Field and Symposium Documentation

The service provider shall conduct field documentation visits to the following partner implementation areas:

• Caritas Tororo (Tororo, Manafwa, Busia, and Namisindwa districts)
• Youth Association for Rural Development — YARD (Buikwe, Buvuma, and Kayunga districts)
• Caritas MADDO (Kyotera and Rakai districts)

In addition, the service provider shall document success stories and achievements from One World Sustainable Livelihoods (OWSL) in Tanzania through materials provided by the partner for incorporation into the programme documentaries and booklet.

Quality Specifications for OWSL-Supplied Materials

OWSL shall provide documentation materials meeting the following minimum standards:

• Video footage in Full HD format (minimum 1920 × 1080 pixels).
• Photographs with a minimum resolution suitable for professional printing (300 dpi).
• Success story narratives drafted by OWSL staff and validated by beneficiaries, containing beneficiary background, intervention details, outcomes achieved, quotations, and supporting evidence where available.

The service provider shall review, refine, edit, and integrate these materials into the final documentary products and booklet while ensuring consistency in quality, storytelling, and branding.

B. Documentary and Photography Activities

• Conduct interviews with programme staff, farmer facilitators, cooperative leaders, beneficiaries, symposium participants, and key stakeholders.
• Capture high-quality video footage of programme interventions, innovations, enterprises, and symposium proceedings.
• Record beneficiary testimonies, success stories, stakeholder reflections, and key symposium messages.
• Capture drone footage where applicable and permitted.
• Take professional photographs illustrating programme achievements, innovations, agricultural enterprises, networking sessions, panel discussions, exhibitions, and symposium activities.
• Document key symposium presentations, discussions, lessons learned, recommendations, and stakeholder commitments.

C. Success Story Identification, Development, and Validation

Success stories shall be developed through a structured and collaborative process involving partner organizations, the ERI-EA Programme Coordinator, and the service provider, with clearly defined responsibilities at each stage.

Step 1 -Identification (Partner Organizations)

Partner organizations shall take the lead in identifying potential success stories and beneficiaries for documentation. Partners know their farmers, communities, and contexts best and are therefore best placed to identify stories that are authentic, representative, and aligned with programme objectives.

• Each partner organization shall identify and propose a minimum of three candidate success stories from their implementation area.
• The ERI-EA Programme Coordinator shall review and confirm the final selection of stories to be documented, ensuring balance across thematic areas and programme objectives.

Step 2- Drafting (Partner Organizations)

Partner organizations shall produce the first draft of each success story. Drafts should be based on direct engagement with the identified beneficiaries and must include:

• Beneficiary background and context.
• Description of the ERI intervention and the beneficiary’s participation.
• Outcomes and changes achieved at household and community level.
• Direct quotations from the beneficiary.
• Supporting evidence of change where available (data, photographs, market records).

Partner drafts shall be submitted to the ERI-EA Programme Coordinator for initial review before being passed to the service provider.

Step 3- Editing and Packaging (Service Provider)

The service provider shall receive the partner-drafted success stories and be responsible for:

• Editing, refining, and strengthening the narratives for clarity, compelling storytelling, and professional communication standards.
• Integrating supporting photographs, quotations, and evidence of change into the booklet layout.
• Ensuring consistency in voice, tone, format, and branding across all stories.
• Aligning narratives with horizont3000 visibility and communication guidelines.

Step 4 – Validation (Partner Organizations and ERI-EA Programme Coordinator)

All success stories shall be reviewed and validated by the respective partner organizations and the ERI-EA Programme Coordinator before inclusion in the final booklet and documentaries. No story shall be finalized without written confirmation of validation from the relevant partner.

D. Documentary Video Production

The service provider shall produce six documentary videos as follows: a Caritas Tororo Documentary, a Youth Association for Rural Development (YARD) Documentary, a Caritas MADDO Documentary, an One World Sustainable Livelihoods (OWSL) Documentary, an ERI Joint Programme Documentary, and an ERI Annual Symposium Documentary.

Documentary Specifications

For each partner documentary and the ERI Joint Programme documentary, the service provider shall produce:

• One full documentary of approximately 15-20 minutes suitable for screening during the ERI Annual Symposium.

For the ERI Annual Symposium Documentary:

• One documentary of approximately 8-10 minutes.
• One symposium highlight video of 2-3 minutes suitable for social media and promotional use.

All documentary videos shall include:

• English narration and subtitles where necessary.
• Intro and outro branding aligned with horizont3000 visibility guidelines.
• Outputs suitable for symposium presentations, websites, donor reporting, and online dissemination.

E. Photography

• Capture high-resolution professional photographs during all field visits and symposium activities.
• Provide a categorized photo library organized by partner and event.
• Submit edited photographs with captions and photo credits.

Deliverable: A minimum of 200 edited high-resolution photographs covering all partner organizations, the ERI Joint Programme, and the ERI Annual Symposium.

4. Expected Outcomes

1. Enhanced visibility of ERI Programme achievements, innovations, and impacts across partner organizations.
2. Increased documentation and preservation of lessons learned, success stories, and best practices from the 2023–2026 implementation period.
3. Comprehensive documentation of the ERI Annual Symposium, including key discussions, stakeholder reflections, and future directions.
4. Availability of high-quality communication materials for donor reporting, advocacy, learning, and visibility.
5. Strengthened stakeholder appreciation and understanding of the ERI approach and its contribution to sustainable livelihoods, agroecology, market engagement, and inclusive development.

5. Expected Deliverables

1. Inception Report and detailed work plan, including field and symposium documentation schedules.
2. Raw video footage, interview recordings, photographs, and related documentation files.
3. Five professionally edited full-length documentaries (15–20 minutes each).
4. Five symposium versions of partner and joint programme documentaries (8–10 minutes each).
5. One ERI Annual Symposium documentary (8–10 minutes).
6. One symposium highlight video (2–3 minutes) suitable for social media and promotional use.
7. A minimum of 200 edited high-resolution photographs.
8. Draft Success Stories Booklet for review and validation.
9. Final designed Success Stories Booklet — 100 printed copies and digital version.
10. All source files, editable versions, photographs, video footage, and ownership rights transferred to horizont3000.

6. Assignment Timeline

Activity: TOR publication
Date: 27 July 2026
Responsible: horizont3000

Activity: Proposal submission deadline
Date: 7 August 2026
Responsible: Applicants

Activity: Evaluation and selection of the service provider
Date: 10–12 August 2026
Responsible: horizont3000

Activity: Contract signing and inception meeting
Date: 13 August 2026
Responsible: horizont3000 / Service Provider

Activity: Assignment commencement
Date: 17 August 2026
Responsible: Service Provider

Activity: Submission of partner success story drafts to the ERI-EA Coordinator
Date: 28 August 2026
Responsible: Partner Organizations

Activity: Field documentation, interviews, photography, and videography
Date: 17 August – 18 September 2026
Responsible: Service Provider

Activity: Submission of draft products
Date: 24 September 2026
Responsible: Service Provider

Activity: Documentation of the ERI Annual Symposium
Date: 30 September 2026
Responsible: Service Provider

Activity: Submission of final products
Date: 9 October 2026
Responsible: Service Provider

7. Required Qualifications and Experience

The service provider should demonstrate:

• At least five (5) years of experience in documentary production, videography, photography, and publication development.
• Proven experience working with NGOs, development agencies, and donor-funded programmes.
• Strong storytelling, scriptwriting, editing, and graphic design skills.
• Experience documenting agriculture, livelihoods, climate resilience, gender, and community development initiatives.
• Availability of professional equipment for photography, videography, audio recording, editing, and drone operations.
• A portfolio of similar assignments completed within the last three years.

8. Reporting, Review, and Supervision

The service provider shall work under the overall supervision of the ERI-East Africa Programme Coordinator and in close collaboration with horizont3000 management staff and partner project coordinators.

Review and Approval Process

• All draft products shall be submitted for review before finalization.
• A maximum of two (2) rounds of revisions shall be included within the contract price.
• Consolidated feedback shall be provided within five (5) working days of submission.
• Revised products shall be resubmitted within five (5) working days of receiving feedback.
• Final approval authority for all videos, photographs, success stories, booklet layouts, and communication materials shall rest with the horizont3000 Communication Team in Vienna in consultation with the ERI-East Africa Programme Coordinator.
• No product shall be considered final until written approval is received from the Communication Team in Vienna.

9. Ownership and Copyright

All photographs, videos, publications, raw materials, recordings, source files, and related products developed under this assignment shall become the sole property of horizont3000. The service provider shall not publish, distribute, or use any materials generated under this assignment without prior written authorization from horizont3000.

10. Budget

Given the scope of work, including six documentary productions, a minimum of 200 professional photographs, field travel across multiple districts, drone footage, symposium documentation, and production of a Success Stories Booklet, interested applicants are required to submit a financial proposal not exceeding UGX 18,000,000 (Eighteen Million Uganda Shillings Only).

The financial proposal should clearly indicate costs related to:

• Field travel and accommodation.
• Videography and photography.
• Documentary production and editing.
• Story development, editing, and script writing.
• Graphic design and booklet production.
• Printing of 100 booklet copies.
• Symposium documentation.
• Personnel and equipment costs.

The contract value shall be determined based on the quality of the technical proposal and the reasonableness of the financial proposal submitted.

11. Submission Requirements

Interested applicants should submit the following:

1. Technical proposal detailing understanding of the assignment and proposed methodology.
2. Company or individual profile.
3. Relevant experience and portfolio of similar work completed within the last three years.
4. Detailed financial proposal.
5. Proposed work plan and timeline.
6. Contact details of at least three (3) references from similar assignments.

12. Duty Station

The assignment will be conducted primarily in Uganda, at horizont3000 offices and ERI implementation areas under:

• Caritas Tororo: Tororo, Manafwa, Busia, and Namisindwa districts
• YARD: Buikwe, Buvuma, and Kayunga districts
• Caritas MADDO: Kyotera and Rakai districts

For OWSL in Tanzania, selected video clips, success stories, and photographs will be provided by the partner to the service provider for refinement and integration into the final documentaries and Success Stories Booklet.

How to apply

Interested consultants or firms are invited to submit their technical and financial proposals no later than 7 August 2026 to;

Email: [email protected]
Cc: [email protected]