CALL FOR PROPOSALS (CfP) / TERMS OF REFERENCE (ToR)

Production of Fairtrade Coffee Promotional Film and Photography Package – India

Project: Showcasing the Diversity, Quality and Origin Specialty of Fairtrade Coffee from India

Geographical Coverage: Andhra Pradesh, Kerala and Karnataka, India

Detailed CfP: https://rb.gy/nourmv

1. Background and Project Overview The Asia-Pacific region is home to diverse coffee-growing landscapes, varieties, production systems and distinctive Fairtrade coffee profiles. From the high-altitude coffee plantations of Araku in Andhra Pradesh to the specialty Arabica and Robusta varieties of Karnataka and the distinctive Fine Robusta and Monsoon Malabar coffees of Kerala, the region offers a wide range of products with unique origin characteristics and commercial potential.

Fairtrade Network of Asia and Pacific Producers (Fairtrade NAPP) seeks to strengthen the visibility, market positioning and commercial potential of Fairtrade-certified coffee from the Asia-Pacific region. As part of a broader regional initiative, Fairtrade NAPP intends to produce a series of short promotional films showcasing Fairtrade coffee from across India.

The assignment will cover three major coffee-producing regions in India:

1. Andhra Pradesh – Araku Coffee

2. Kerala – Fine Robusta, Monsoon Malabar

3. Karnataka – Robusta The assignment will produce a comprehensive library of professional video footage, photography, interviews and promotional films that can be used by Fairtrade NAPP for regional marketing, buyer engagement, trade fairs, digital campaigns, social media and other commercial outreach initiatives.

2. Objectives of the Assignment The key objectives are to:

1. Showcase the diversity of Fairtrade-certified coffee across Andhra Pradesh, Kerala and Karnataka, including key varieties and regional specialities.
2. Document the coffee journey from cultivation and harvesting to processing, quality assessment, packaging and export.
3. Highlight regional terroir, growing conditions, processing techniques and distinctive coffee characteristics.
4. Showcase verified quality and commercial attributes, including cupping scores, flavour profiles, aroma, acidity and body.
5. Highlight sustainable farming, good agricultural practices, quality management and buyer-relevant value propositions such as EUDR readiness and organic farming.
6. Capture farmer and producer organisation perspectives, including relevant Fairtrade Premium and Programme interventions.
7. Create high-quality promotional content targeting international coffee buyers, roasters, importers and business partners.
8. Develop a categorised library of professional photographs and raw footage for future marketing and promotional use.
9. Produce content in multiple formats for websites, social media, trade fairs, buyer presentations and other marketing channels.

3. Scope of Work The selected production house will be responsible for the end-to-end planning, coordination, filming, photography, editing and delivery of the assigned content.

3.1 Pre-Production and Coordination

3.2 Production – Field Filming and Video Footage

A. Coffee Cultivation and Growing Practices

B. Harvesting and Post-Harvest Activities

C. Processing and Specialty Techniques

D. Quality Assessment and Cupping

E. Packaging, Storage and Market Readiness

3.3 Product and Origin-Specific Storytelling The vendor shall ensure that each geographical region and coffee variety receives dedicated coverage.

4.



Interviews and Farmer Perspectives The production house shall capture short, focused interviews with selected stakeholders across the three regions.

5. Photography Requirements In addition to video production, the selected vendor shall capture a professional photography library documenting the coffee varieties, growing regions, farmers, production practices and finished products.

The photography package should include:

A. Coffee Landscape and Plantation Photography

B. Farmer and Activity Photography

C. Processing and Quality Photography

D. Product Photography

Minimum expected output: 20–30 professionally captured and edited high-resolution photographs per region, with additional photographs of key coffee varieties and processing activities wherever required.

6. Deliverables The selected production house shall deliver the following:

6.1 Main India Promotional Film

One comprehensive promotional film of approximately 08 minutes, showcasing Fairtrade coffee from Andhra Pradesh, Kerala and Karnataka.

6.2 One-Minute Regional Promotional Video/ region The vendor shall develop dedicated one-minute promotional videos for each of the regions. These videos should be designed as individual promotional pieces for buyers, roasters, importers and digital audiences.

6.3 Short Promotional Videos – Social Media The vendor shall develop approximately 10–12 short promotional videos, each of approximately 30 seconds, for social media and digital marketing.

Indicative distribution

· Andhra Pradesh: 3–4 promotional videos.

· Kerala: 3–4 promotional videos.

· Karnataka: 3–4 promotional videos.

The final selection of themes will be agreed upon with Fairtrade NAPP.

6.4 Raw Video Footage Library The vendor shall hand over all raw and unedited video footage captured during the assignment.

6.5 Technical Specifications and Formats

All video content must be captured using professional cinema-grade cameras and equipment.

The vendor should plan the framing and composition of field footage to accommodate both landscape and vertical edits without compromising the quality of the final output.

Photography:

· High-resolution skilled images.

· Landscape and portrait formats, wherever relevant.

· JPEG and original RAW files.

· Minimum 3000 pixels on the longer edge, wherever possible.

All final videos should be delivered in widely compatible digital formats, preferably MP4 (H.264/H.265), along with the relevant source project files.

6.6 File Management and Handover

All raw footage, edited videos, photographs and final deliverables shall be uploaded to a designated OneDrive folder shared by Fairtrade NAPP.

7. Production Equipment and Technical Requirements The vendor should also have adequate post-production infrastructure for editing, colour grading, sound design, motion graphics, subtitling and final rendering.

8. Responsibilities of the Selected Vendor The selected production house will be responsible for:

1. Overall planning and execution of the filming assignment.
2. Coordinating with Fairtrade NAPP and identified producer organisations.
3. Developing the shooting schedule and detailed shot list.
4.



Arranging the required production crew, equipment and logistics.
5. Conducting professional filming and photography across all three regions.
6. Identifying suitable interviewees and preparing interview questions.
7. Ensuring the accuracy of information relating to coffee varieties, processing methods and quality characteristics.
8. Obtaining necessary permissions and informed consent from individuals and producer organisations before filming.
9. Managing editing, post-production and delivery of all promotional materials.
10. Incorporating feedback and revisions from Fairtrade NAPP.
11. Maintaining backups and transferring all original footage and project files.
12. Ensuring adherence to Fairtrade branding and communication guidelines.

9. Responsibilities of Fairtrade NAPP

Fairtrade NAPP will provide an overall project briefing, facilitate introductions and access to relevant producer organisations and team members in Andhra Pradesh, Kerala and Karnataka, and share available background information on coffee varieties, production systems and quality. It will also review and approve the concept, shooting schedule and interview framework, provide feedback on preliminary edits, and share relevant Fairtrade branding and communication guidelines.

10. Timeline and Work Plan The assignment is expected to be completed within approximately 04-06 weeks from contract signing, subject to the availability of producer organisations and field filming schedules.

11. Vendor Qualifications and Experience

Interested production houses should demonstrate:

A. Relevant Production Experience

B. Technical Capabilities

C. Coordination and Field Production

D. Creative and Commercial Storytelling

12.Project Budget The total indicative budget allocated for the assignment is EUR 6,000 (all-inclusive of travel, food, taxes) distributed equally across the three states covered under the project

13.Proposal Submission Requirements The financial proposal should provide a detailed, itemised cost estimate covering the complete assignment including full team costs, equipment costs, estimated travel costs to the locations and the local travel at the sites, post-production costs.

14. Payment Terms The proposed payment schedule will be:

- 20% upon contract signing and approval of the production plan.
- 30% upon completion of field production and submission of the required footage and photography.
- 50% upon final approval and submission of all edited films, photographs, raw footage and source project files.

15. Copyright, Ownership and Usage Rights

All footage, photographs, interviews, edited films, audio recordings, scripts and other creative assets produced under this assignment shall be the property of Fairtrade NAPP.

16. Proposal Evaluation Criteria – Weightage%

· Understanding of the assignment and creative concept- 30%

· Relevant experience and portfolio- 20%

· Technical capabilities and production equipment- 15%

· Field production and coordination methodology- 15%

· Team composition and implementation timeline- 10%

· Financial proposal and value for money- 10%

17. Proposal Submission

Interested production houses are requested to submit their technical and financial proposals to:

Email: [email protected]

Subject Line: Proposal Submission – Fairtrade Coffee Promotional Film and Photography Package – India

Submission Deadline: 20th November 2026

Only shortlisted proposals will be communicated via email for a final assessment call.

📌 Production of Fairtrade Coffee Promotional Film and Photography Package – India
🏢 Fairtrade Network of Asia u0026 Pacific Producers ( NAPP)
📍 India