Terms of Reference (ToR)

External Service: Photography, Videography, Livestreaming for Conference
Dates: 23–24 September 2025
Location: Brussels

1. Background

The European Platform for Democratic Elections (EPDE) hosts its annual conference on 23–24 September 2025 in Brussels. The event requires professional photography and videography services to ensure high-quality visual documentation, livestream support, and rapid delivery of content for communication purposes.

2. Objectives

To provide comprehensive photo and video coverage of the FURIC 2025 conference.

To produce professional highlight reels and speaker statements for communication use.

To support livestreaming and remote speaker participation during key sessions.

To ensure timely delivery of visual materials for immediate and post-event use.

3. Scope of Work
Day 1 – 23 September 2025

Time: 13:00–18:00 (sessions), 18:00–20:30 (reception).

• Photography and Videography throughout sessions and reception.
• One highlight reel.
• Up to 10 speaker statements (recorded during session or reception).

Day 2 - 24 September 2025

Time: 09:00–18:15.

• Photography and Videography throughout sessions.
• Highlight reels.
• Up to 10 speaker statements.
• Livestreaming of opening and closing sessions
• Zoom integration for remote guest participation.
• Recording of opening and closing sessions.

4. Deliverables

Photography:

• Photos of each panel and panelist, atmosphere shots.
• Near-instant delivery (pre-edited) during event where possible.
• Final edited set delivered post-event.

Videography:

• One highlight reel in vertical (9:16) format delivered next day.
• Additional reels (30–60 seconds each) with statements and event impressions.

Livestream & Recording:

• livestream of opening and closing sessions.
• Technical setup and management of remote speakers (Zoom).
• 4K recording of key sessions delivered after the conference.

 

7. Financial Terms

Payment against invoice after delivery of services and outputs.

8. Intellectual Property and Usage Rights

Provider grants the European Exchange full, unlimited, and transferable rights to use all delivered photos and videos (including reels, raw footage, and edited products) for publication in print, online, and social media, without time or geographic restriction.

Interested providers are invited to submit

• An offer for the required services
• A CV or company profile/portfolio outlining relevant experience.
• Tax ID number and company registration details

via email to info@epde.org

Timeline

• The call will remain open for 25 calendar days from the date of publication (Deadline: 26 August 2025).
• Submissions will be reviewed internally on a rolling basis, and shortlisted offers will be invited for a negotiation and clarification round within 5 working days after the deadline.
• A final decision will be made based on a combination of technical suitability, pricing, and service quality.

Contact:
European Platform for Democratic Elections (EPDE)
c/o Europäischer Austausch gGmbH
Erkelenzdamm 59
10999 Berlin
Telefon: +49 30 616714640
E-Mail: info@epde.org