Terms of Reference (ToR) For the Production of a Documentary Film on the Ayder Cleft Center Surgical Program

Background

Operation Smile is a nonprofit medical service international organization founded in 1982 and revolutionized cleft surgery globally in 1982. With four decades of experience as one of the largest surgical volunteer-based nonprofits, Operation Smile staff, its private-public partnerships and thousands of volunteers have improved the health and dignity of patients with cleft conditions, helping them better breathe, feed, speak, and live lives of greater quality and confidence. Operation smile has been registered as foreign charity (Reg No-6985) and opened representative office in Ethiopia since September 2023 and also has signed agreement with Ministry of Health to function in health sector with focus on Cleft and general plastic surgical areas in Ethiopia.

Operation Smile Ethiopia has been working with Jimma University Medical Centre and St Paul’s Hospital Millennium Medical College . Recently Operation smile signed Memorandum of Understanding with Ayder Comprehensive Specialized hospital to commence comprehensive surgical and non-surgical cleft care for patient with cleft conditions .On this regard, Operation Smile has done development of infrastructure necessary for surgical and non-surgical services including renovation of spaces of Operating Theatre( OR) , ward, recovery ,medical supply storage spaces ,burn care and comprehensive clef care ; procured and delivered medical equipment and supplies necessary for doing surgery, and trained the required health professionals to start cleft surgery in the hospital.

Operation Smile Ethiopia in collaboration with Ayder Comprehensive Specialized Hospital is preparing to launch a Surgical Program in Ayder Hospital, Mekelle from June 19 – June 29, as part of its mission to expand access to comprehensive cleft care in Ethiopia. The initiative will involve short term surgical program (Campaign) to do surgery for 50 cleft cases in one week, education of surgical and non surgical providers with involvement of senior health professional volunteers from Jimma and St.Pual , and formal inauguration of the Comprehensive Cleft Care center with high-level participation from the Ministry of Health and other partner institutions.

To document this important milestone, Operation Smile is seeking professional video production company to develop a high-quality documentary and promotional content that will show the impact and vision of the Ayder Comprehensive Cleft Care Center.

Objective

To produce a high quality documentary and a series of promotional video clips that highlight the activities, beneficiaries, and significance of the Ayder Comprehensive Cleft Care Center by documenting during the pre-surgical, surgical and inauguration days

Scope of Work

The production company will be responsible for:

Pre-Production

• Participate in planning and coordination meetings with Operation Smile and Ayder teams.
• Develop a production schedule, proposed storyline, and filming plan.
• Coordinate logistics for interviews and access during pre-surgical, surgical and inauguration activities.

Filming / Production

• Capture visuals of the Ayder Comprehensive cleft Care Center prior to and during the surgical program week.
• Film live surgical procedures, patient interactions, day-to-day activity of the surgical program which takes place for 5 consecutive days and the brief inauguration ceremony of the cleft center

Conduct interviews( in both Amharic and English languages) with:

• Patients and families
• Ministry of Health and other key partners ‘senior officials attending the inauguration
• Ayder Hospital’s health professionals and management
• Operation Smile leadership (local and international)
• Volunteers participating in the STSP (medical and non-medical)
• Capture general footage of the hospital, patient journeys, and cleft care process.

3. Post-Production

Produce:

• One short documentary (7–10 minutes) capturing the full journey and significance of the Ayder Comprehensive Cleft Care Center and STSP.
• 3–5 short story telling and promotional videos (30–90 seconds) for social media, donor engagement, and awareness campaigns.
• Provide versions with English and Amharic subtitles.
• Include music, transitions, branding (as per Operation Smile guidelines), and basic graphics.
• Provide raw footage and organized folders for archival use.

Deliverables

• 1 HD full-length documentary (MP4, and web-optimized versions)
• 3–5 promotional video cuts
• Raw footage and interview files
• Release forms signed by all interviewees
• Official receipts for all payments made

Timeline

• Filming: During STSP – June 19 – 29
• Final edits submitted: Within 2 weeks post-filming

Eligibility and Requirements

• Must have demonstrated experience producing documentary films or NGO/health-related audiovisual content.
• Must have business license
• Able to provide proforma invoice for quotation and official receipts for financial accountability.
• Available to travel to Mekelle and film on-site during the STSP.
• Familiarity with hospital/clinical environments is a plus.
• Ability to deliver under tight deadlines with a small, flexible team.