RFP - Event Photo and Video Documentation Services: Our Digital Futures Fest (ODFF)

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About the Organization

IT for Change is an NGO based in Bengaluru, India.

IT for Change aims for a society in which digital technologies contribute to human rights, social justice and equity. Most mainstream approaches to digital technologies for development are either techno-utopic or promote a market-fundamentalist approach, often both together. A digital makeover of economies and societies has become a convenient opportunity for wholesale corporatisation of social systems, displacing the cornerstone ethics of democratic participation, commons, social justice and gender equality from development discourse.

Progressive actors from all sectors, we believe, must come together to influence the techno-social changes that are redefining our societies in all areas. They need to begin with framing the discourse, and then advocate for appropriate policies and demonstrate working models on the ground. Therefore, even as our own strategies span all these three areas, we also seek to build bridges across different sectors, in the global struggle towards an equitable digital society.

Our work in the areas of education, gender, governance, community informatics and internet/digital policies push the boundaries of existing vocabulary and practice, exploring new development and social change frameworks. Network building is key to our work.

About the Proposal

We are an India-based NGO working across research, policy advocacy, and field projects in digital governance, edtech, and gender towards the mission of democratizing technologies. As we celebrate our 25th year with an event titled “Our Digital Futures Fest”, we seek professional documentation services for the same.

Event Overview - Our Digital Futures Fest (ODFF)

Dates and Venue:

Day 1: October 25, 2025 at Bangalore International Centre (BIC), Bengaluru

Day 2-4: October 30-31, 2025 and November 1, 2025 at Infosys Science Foundation (ISF), Bengaluru

Event Details: 

• 25 October 2025, Saturday: Half-day event - Full sessions video and photo documentation, highlights & interviews.
• 30 October 2025, Thursday: Two parallel events (9.30 AM - 4.00 PM), Last session (4.30 PM - 6.00 PM) - Highlights video, full photo documentation and interviews.
• 31 October 2025, Friday: Four parallel sessions - Half day, Last session: 5:30 PM  – 6:45 PM - Full sessions video and photo documentation, highlights & interviews.
• 01 November 2025, Saturday: Half-day event - Full sessions video and photo documentation, highlights & interviews.

Scope of Work

Photography Requirements:

• Comprehensive Coverage: All session participants, speakers, gathering to be documented
• Candid Documentation: Networking breaks, informal interactions, participant engagement moments
• Event Highlights: Key moments, award presentations, milestone celebrations
• Daily Deliverables: 8-10 best photographs from each major session delivered by 7 PM each day
• Format: High-resolution (4K) JPEGS

Video Requirements:

• Complete Session Recording: Full coverage of sessions indicated in the table above
• Highlight Reels: 1-2 minute daily wrap-up videos for each event day
• Individual Session Edits: Separate edited videos for each major session/speaker
• B-Roll Footage: Candid moments, venue atmosphere, participant interactions
• Interviews: Brief interviews with key speakers, participants, and organizational leadership during breaks

Interview Specifications:

• Frequency: Available for interviews during morning, afternoon and evening breaks on all four days
• Set-up Requirements: Professional lighting and audio setup in designated quiet areas
• Duration: Mix of short testimonials (1-2 minutes) and longer interviews (5-10 minutes)
• Audio Quality: Lapel/lavalier microphones mandatory for clear sound capture

Technical Specifications:

Photography:

• Resolution: Minimum 4K, delivered in high-resolution JPEG/ PNG format
• Equipment: Professional DSLR/mirrorless cameras with appropriate lenses

Videography:

• Resolution: 4K for all recordings
• Audio: Professional-quality sound recording with wireless lapel microphones for speakers
• Equipment: Multi-camera setup for large sessions
• Lighting: Portable lighting equipment for interviews
• Storage: Adequate backup storage systems for all footage

Post-Production:

• Color Correction: Harmonised color grading for all final deliverables
• Audio Enhancement: Clean audio with noise reduction where necessary
• Branding: Integration of organizational logos and graphics as required

Deliverables:

Daily Deliverables (by 7 PM each event day)

• Curated high-resolution photographs (8-10 per major session)
• Daily highlight video (1-2 minutes)
• All interview footage from that day

Final Deliverables (within 3 weeks post-event)

• Complete high-resolution photo library with proper file naming and organization
• All raw video footage organized by date and session
• Edited individual session videos
• All interview recordings in edited format

How to Apply

Proposal Requirements:

Pricing Structure:

• Day-wise Breakdown: Please provide separate costs for each event day (Oct 25, Oct 30, Oct 31, Nov 1) - refer to the Event Details table for requirements for each day.
• Service Components: Individual pricing for photography, videography, and post-production

Company Information:

• Organization Profile: Company background, and portfolio showcasing similar event coverage
• Equipment List: that will be used during the event
• References: Contact details of recent clients for similar projects
• Timeline Confirmation: Availability for all specified dates

Evaluation Criteria:

• Technical Capability: Equipment quality and team expertise
• Professional Track Record: Minimum two years event documentation experience
• Portfolio Quality: Previous work samples
• Commercial Viability: Pricing competitiveness and value proposition
• Timeline and Reliability: Ability to meet deadlines and deliverables schedules

Submission Guidelines:

Deadline: Proposals must be submitted by 03 October 2025 at 5:00 PM IST

Submission Format: Online

Submission: Fill out this Google Form to apply: https://forms.gle/CbQsY2mWEamUCc218

Please upload the relevant documents via the form.

For more information please check the Link

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