CALL FOR PROPOSALS

Terms of Reference: STE for high-quality photo and video documentation of DOST RSTW 2025

Published by Mary Ruth Ochavillo on MARCH 25, 2025.

DESCRIPTION OF ASSIGNMENT

The Short-Term Expert (STE) or Service Provider shall be responsible for capturing high-quality photo and video documentation of the DOST Regional Science and Technology Week (RSTW) 2025, scheduled from April 23 to 25, 2025. The service provider shall deliver:

  • Three daily video highlights (April 23–25, 2025) summarizing key moments of each event day.
  • A final event summary video (April 23–25, 2025) capturing the three-day event’s key highlights.
  • Photo documentation covering all activities, participants, and exhibits.

All outputs must be professionally edited, high-resolution, and aligned with DOST’s branding and communication standards.

KEY ASSIGNMENT OF THIS ASSIGNMENT

The STE or Consulting Firm’s scope of work will include, but is not limited to:

  1. Collaborative Meetings. Participate in coordination meetings with AFOS Foundation and DOST 7 to discuss the event flow, align visual expectations, and finalize documentation requirements.
  2. On-site Filming and Documentation. Capture high-quality video footage and photos of key activities, speakers, exhibits, and participants from April 23 to 25, 2025.
  3. Video editing. Edit and enhance daily video highlights and the final event summary video, ensuring professional quality, and effective message delivery.
  4. Submission of output. 
  • April 25, 2025 – Submit the daily highlight videos and final event summary video during the closing ceremony.
  • April 28, 2025 – Deliver all high-resolution in-shot photos.
  • April 23-25, 2025 – Transfer raw photos to DOST 7 daily during break times

DURATION, LOCATION OF ASSIGNMENT

Schedule of Assignment

No. of man-days: 5 man-days

Start of engagement: April 11, 2025
End of engagement: April 28, 2025

 

Assigned Location

  • Ground Floor Corte Garden Activity Center, Ayala Malls Central Bloc, Apas Cebu City
  • 3rd floor, Padriga Bridgeway, Ayala Malls Central Bloc, Apas Cebu City
  • 3rd floor, Geonzon Bridgeway, Ayala Malls Central Bloc, Apas Cebu City
  • 5th floor, Sinamay 1 and 2, Seda Central Bloc Cebu, Apas, Cebu City

WORKDAYS

The expert will be given 5 man-days, provided as follows:

No.

Deliverables

 

No. of man-days

1

Event orientation and kick-off meeting

0.5

2

Creation of shot list and pre-production planning

0.5

3

On-site filming & editing

3

4

Editing & submission of edited footage and photos

1

CATEGORY

Short-term Expert (STE)

PROPOSED EXPERT/S

 Professional Experience

  • Proven experience in professional videography and photography, preferably in event documentation.
  • Strong portfolio demonstrating high-quality video production, including event highlights and storytelling.
  • Proficiency in advanced equipment, including high-resolution cameras, drones, and professional editing software.
  • Expertise in video editing and post-production, ensuring visually compelling and engaging outputs.
  • Experience working with organizations in science, technology, or development sectors is an advantage.
  • Ability to meet deadlines and work under pressure while maintaining high-quality standards.

EXPERT’S TASKS

The STE/s shall cover the following tasks:

  • Attend coordination meetings with AFOS Foundation and DOST 7 to align expectations.
  • Conduct on-site filming and photography from April 23 to 25, 2025.
  • Capture key moments, activities, speakers, and exhibits.
  • Edit and enhance daily highlight videos and the final event summary video.
  • Ensure all outputs meet professional standards and effectively convey the event’s key messages.
  • Deliver outputs within the agreed timelines.

 

Confidentiality

All materials or data that may come into the position of the STE or Consulting Firm for the purpose of completion of this Project shall remain confidential and should not come into the possession of any Third Party without the prior consent of AFOS Foundation and DOST 7.

KEY DELIVERABLES/S

The key deliverables include the following:

  1. Three- minute Daily Video Highlights (April 23–25, 2025) – Edited video summaries showcasing key moments of each day.
    Deadline: April 25, 2025, at 2:00 pm before the start of the closing ceremony
  1. Five-minute Final Event Summary Video (April 23-25, 2025) – A consolidated, high-quality video capturing the three-day event’s highlights.
    Deadline: April 25, 2025, at 2:00 pm before the start of the closing ceremony
  1. Photo Documentation – High-resolution images covering all activities, participants, and exhibits.
    Deadline: April 28, 2025
    Raw photos – During break times (April 23-25, 2025)

REPORTS

The STE shall submit the following report:

  1. Workplan
  2. Day 1 video highlight (3 minutes)
  3. Day 2 video highlight (3 minutes)
  4. Day 3 video highlight (3 minutes)
  5. Event summary video (5 minutes)
  6. Captured high resolution videos, images, audio from April 23-25, 2025
  7. STE Timesheet

PROPOSAL SUBMISSION

Interested Short-Term-Expert or Consulting Firms are requested to submit the following before 11:59 PM on March 26, 2025.

  1. Curriculum vitae highlighting relevant experience and awards (if any) in filming and production.
  2. Proposal outlining the work plan and professional fees.
  3. Portfolio showcasing previous photo and video documentation projects.
 

The proposals with the required documents enumerated above should be addressed and emailed to:

YVETTE HOPE P. LABUS
Project Manager & Philippine Resident Representative
AFOS Foundation for Entrepreneurial Development Cooperation

Email address: info-ph@afosfoundation.org

The selection of the Short-Term-Expert or Consulting Firm will be based on the following criteria:

  • Relevance and quality of experience in delivering similar projects.
  • Creativity and execution plan for filming and editing.
  • Cost-effectiveness of the proposal.
AFOS FOUNDATION