Framework Contract for Photography, Videography and Graphic Design Services Across ICGLR Member States
- Background
The International Conference on the Great Lakes Region (ICGLR) is an intergovernmental organization comprising 12 Member States dedicated to promoting peace, security, stability and development in the Great Lakes Region.
To enhance the visibility of its programmes, activities and impact across the region, the ICGLR Secretariat seeks to engage a qualified service provider through a framework agreement for the provision of professional photography, videography and graphic design services.
The selected provider shall support communication, advocacy, public information and visibility activities implemented by the ICGLR Secretariat and its organs throughout the region.
- Objective
The objective of this assignment is to provide high-quality visual communication products that effectively document, promote and showcase ICGLR programmes, events, achievements and regional initiatives.
- Scope of Work
The service provider shall deliver photography, videography and graphic design services upon request from the ICGLR Secretariat.
The provider shall be capable of mobilizing teams and delivering services in any of the twelve (12) ICGLR Member States:
- Angola
- Burundi
- Central African Republic
- Republic of the Congo
- Democratic Republic of the Congo
- Kenya
- Rwanda
- South Sudan
- Sudan
- Tanzania
- Uganda
- Zambia
The provider shall ensure professional quality, timely delivery and consistency across all assignments.
- Deliverables
The estimated annual quantities are as follows:
| Deliverable | Estimated Annual Quantity |
| Event highlight videos (1–3 minutes) | 50 |
| Documentary films (5–15 minutes) | 4 |
| Event photography coverage | 50 events |
| Graphic design products (digital and printable) | 500 designs |
Graphic design products may include, but are not limited to:
- Event flyers
- Social media cards
- Infographics
- Roll-up banners
- Backdrops
- Brochures
- Posters
- Certificates
- Web banners
- Campaign visibility materials
- Technical Requirements
Photography
The provider shall:
- Cover conferences, workshops, summits, field missions and official ceremonies.
- Deliver high-resolution edited photographs.
- Provide a selection of photographs optimised for digital platforms.
- Ensure proper captioning and organisation of image files.
Videography
The provider shall:
- Produce event highlight videos suitable for web and social media dissemination.
- Produce documentary films featuring interviews, storytelling, field footage and subtitles where required.
- Capture professional audio and video using industry-standard equipment.
- Provide final products in formats suitable for television, websites and social media platforms.
Graphic Design
The provider shall:
- Design visually appealing and professional communication products.
- Produce files suitable for both digital distribution and professional printing.
- Deliver editable source files and final publication-ready formats.
- Branding and Quality Standards
The ICGLR Secretariat shall provide branding and visibility guidelines, including logos, templates and communication standards.
The service provider shall strictly comply with all ICGLR branding requirements and ensure consistency across all deliverables.
The provider shall incorporate feedback and revisions requested by the Secretariat before final approval.
- Deliverables Schedule
Unless otherwise agreed:
- Highlight videos shall be delivered within24-48 hours after the event.
- Event photographs shall be delivered within 24 hours after the event.
- Opening session photographs shall be delivered right after the opening session.
- Graphic design products shall be delivered within three (3) working days after receipt of content.
- Documentary films shall be delivered according to timelines agreed for each assignment.
- Qualifications of the Service Provider
The service provider shall demonstrate:
- At least five (5) years of professional experience in photography, videography and graphic design.
- Proven experience supporting regional or international organisations.
- Capacity to deploy or coordinate service delivery across multiple countries.
- Availability of qualified photographers, videographers, editors and graphic designers.
- Access to professional photography, video production and editing equipment.
- Strong portfolio of similar assignments.
- Reporting and Coordination
The provider shall work under the overall supervision of the ICGLR Communications Unit or any designated focal point.
Each assignment shall be initiated through a service request specifying the scope, location, timeline and expected outputs.
- Duration of the Contract
The framework agreement shall be for an initial period of one (1) year, renewable subject to satisfactory performance, availability of funds and mutual agreement.
- Intellectual Property
All photographs, videos, graphic designs, source files and related materials produced under this contract shall become the exclusive property of the ICGLR Secretariat.
The service provider shall not publish, distribute or reuse any materials without prior written authorisation from the ICGLR Secretariat.
