ToR for Hiring Agency-Video Production of LP Campaign 2024

About Room to Read India

Room to Read India was established in 2003 and presently has programs in twelve states –Bihar, Chhattisgarh, Delhi NCR, Himachal Pradesh, Jharkhand, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Telangana, Uttarakhand, and Uttar Pradesh. Room to Read is a global organization transforming the lives of millions of children by focusing on literacy and gender equality in education. Since 2000, Room to Read has benefited more than 50 million children across 28 countries. Learn more at www.roomtoreadindia.org.

Room to Read India in its seventh edition of the #IndiaGetsReading intends to video document three powerful case stories featuring program participants from its various states.  To this, we are currently accepting proposals from production agencies that can curate and produce these three short videos at different field locations. Through this video, Room to Read India aims to showcase the stories of change of these participants.

Campaign theme for 2025: My book, my story

‘My book, my story’ can be powerfully narrativized for different stakeholders. For children, it represents an environment where they can feel comfortable expressing their thoughts and opinions openly. For other stakeholders such as caregivers, teachers, government officials, donors, and like-minded organizations, it becomes a unifying call to recognize and amplify each child’s voice, reinforcing the collective responsibility to create inclusive, participatory reading and learning environments. The campaign is anchored in the belief that every child deserves to read with dignity.

Scope of Work

The production agency will produce three high quality case stories/videos. They will be responsible for all stages of the film production i.e., scripting, filming, editing, voice-over/narration, graphics, etc., and deliver a final product in broadcast standards and full HD with 1080x1920 resolution.

Deliverables

• Three high quality, high definition videos – between 2-3 minutes each
• Final Script for the video
• Raw Footage of the video
• Still shots of the production
• Un-mix master with separate tracks
• Final film with mixed audio and graphics
• English subtitling of the entire video
• Voice-over/narration (if required)
• Social media promotion support
• Room to Read India is to be consulted and its feedback is to be incorporated at each stage of the video development process.
• At least 5 years of production work experience in the field of filmmaking especially working with development sector clientele
• Access to high-quality filming, light, sound, and editing equipment
• Ability to communicate with teachers, school authorities and community members in Hindi (and if required, regional languages like Kannada, Telugu, Marathi)
• Presence at all the twelve Room to Read India intervention states is desired

Experience

Interested production agencies should be able to provide relevant samples of past work.

Duration/shooting dates and places

The agency is expected to begin work immediately upon signing the contract. A detailed work plan, the blueprint of the shoot, a rough script, and a timeline should be submitted as soon as possible.

The shoot will be conducted during the campaign timelines (August 15 – September 8, 2025) and in Room to Read India’s intervention areas only. The three selected states are Chhattisgarh, Maharashtra and Jharkhand – exact locations will be shared upon contract finalization. The duration* of the shoot at each location should be at least two days.

The videos will be released at the culminating event of the campaign scheduled on September 10, 2025. Hence, the agency is expected to deliver the final product before/by September 5, 2025.

Role of Room to Read India

Room to Read India will be responsible for

• Sharing location-specific activity timelines with the agency
• Connecting the agency with the local team members for shooting
• Overseeing materials and processes developed by the agency and providing feedback at each step of the process
• Share guidance on formalizing operational aspects of the video scripting, shoot, and production, including scope and scale

Technical Evaluation Criteria

(Please refer to Annex A for Technical Proposal Template)

Room to Read will evaluate the profiles based on the following criteria:

• Experience of working in the development sector (5 marks)
• Technical competence (Understanding of the project, knowledge and use of production equipment’s, pre-production planning and post-production expertise, experience in storytelling, scriptwriting, and crafting compelling narratives to engage target audiences) (10 marks)
• Relevant work samples (5 marks)

Financial Evaluation Criteria

(Please refer to Annex B for Financial Proposal Template)

Payment

• 25% payment will be made on the signing of the contract
• 50% after completion of the shoot
• Rest 25% will be released after receiving the final deliveries from the agency

HOW TO APPLY

Proposals are invited from the interested agency for the above assignment and the last date for receiving the proposal is 22^nd Aug 2025 at procurement.india@roomtoread.org  [do not copy anyone from RtR]

Kindly submit two separate emails with the following subject lines:

o EMAIL (1): TECHNICAL PROPOSAL – Video Production-LP

o EMAIL (2): FINANCIAL PROPOSAL – Video Production-LP

Submission terms:

• All agencies are advised to thoroughly review the ToR before applying.
• Technical and Financial proposals are to be shared in two different emails separately and not in a single email (mandatory)
• Incomplete applications or deviations from the prescribed process will result in automatic rejection.             
• Proposals received after the prescribed deadline will not be considered.
• Only shortlisted agencies will be contacted and may be requested for face-to-face/online interaction/presentation.
• For the Selected bidder it will be mandatory to sign and abide by Room to Read’s Child Protection Policy and Child Protection of Code of Conduct policy

For queries, please contact:

Vivek Shrawat

vivek.shrawat@roomtoread.org

To download the full ToR, click here: ToR for Hiring Agency-Video Production of LP Campaign 2024

 

Tags Others