Terms of Reference (TOR) to produce a 20-min documentary video

Background

To raise greater awareness, connect more meaningfully with the public, engage local communities, and mobilize resources, SOS CVE plans to produce a high-impact, 20-minute documentary that will:

• Highlight the overall mission and values of SOS CVE
• Showcase real-life stories from selected programmes under the Addis Ababa Programme Location with focus on children, young people, and families whose lives have been positively transformed
• Support and promote local fundraising efforts, including the Local Sponsorship Programme

Designed for TV audiences, the documentary must be engaging, emotionally resonant, and visually strong—with storytelling that brings human impact to life. Shorter cut-downs of the documentary will also be created for social media promotion to expand reach among digital audiences.

Objective

The overall objective is to produce a professionally crafted compelling 20-minute documentary video that:

• Showcases the impact of SOS CVE’s programmes through powerful, human centered stories of children, young people, and families whose lives have been transformed.
• Strengthen public awareness of the organization’s mission, values, and role in Ethiopia;
• Support ongoing fundraising and local sponsorship efforts by highlighting needs, success stories, and opportunities for public involvement;
• Deliver a high-quality, TV-ready documentary along with short-form edits suitable for digital platforms.

Scope of Work

The production agency will be responsible for:

Pre-Production:

• Participate in a briefing session with SOS CVE Communications and Program teams.
• Develop the documentary storyline, structure, and script in alignment with SOS CVE’s objectives and brand
• Conduct pre-shoot site visits to the program locations.

Production:

• Film interviews with children, young people, caregivers, key staff, and partners with consent.
• Capture high-quality footage of SOS CVE program activities and community settings.
• Ensure ethical and child-sensitive filming standards in line with SOS International Child Safeguarding Policy.

Post-Production:

• Edit and produce a polished 20-minute TV-ready documentary (HD quality), along with 3 short cut-down versions (1–2 minutes each) optimized for social media.
• Incorporate background music, graphics, and branding elements as per SOS CVE guidelines.
• Deliver a final master copy suitable for broadcast on TV and use on digital platforms as well as raw footage and editable project files.

Standards of the production

Along with the SOS-CVE communications & branding policy, the following standards are expected to be fulfilled:

• Video duration no longer than 20 minutes post final editing.
• Background music can be included if there are still shots.
• The end of the film should include a slide with SOS Children’s Villages details (logo, motto, etc.)

More specifically, the following standards have to be met

Video quality

• Video resolution produced should be recorded at a minimum of and exported at 1920×1080 HD quality
• The framerate of the video should be compatible to the current social media needs (24fps is recommendable)
• When possible, all video footage should be at the best bitrate. This will allow with better color and video quality

Audio quality

• Avoid any background sound including Mic frequency
• In case to sound effects, use a clean and professional low bass sounds (consult SOS-CVE communication department)

Roles and Responsibilities

SOS CVE will:

• Provide the documentary concept, key messages, target audience, and intended objectives.
• Facilitate access to filming locations, staff, children, families, and other relevant stakeholders, in alignment with safeguarding procedures.
• Share relevant background materials, previous visual content, and branding guidelines.
• Coordinate the schedule and approve the shooting script, storyboard, and filming plan prior to production.
• Review and approve all drafts (rough cut and final version) to ensure alignment with communication goals and ethical standards.
• Ensure all necessary informed consent and safeguarding documentation is collected and filed.

The Production Agency will:

• Translate the brief into a compelling 20-minute documentary through scriptwriting, storyboarding, filming, editing, and post-production along with 3 short cut-down versions (1–2 minutes each) optimized for social media.
• Ensure that all content is developed in line with SOS CVE’s brand identity and safeguarding policies.
• Provide all technical equipment and crew necessary for high-quality production, including videography, sound, lighting, and editing.
• Deliver a rough cut for feedback and incorporate revisions leading to the final approved version.
• Provide final outputs in the agreed standards and editable source files for future use.
• Maintain confidentiality and avoid unauthorized use or distribution of any raw or final footage.

Specific Deliverables

• A master copy of the 20-minute Amharic documentary video
• A master copy of 3 short cut-down versions (1–2 minutes each) optimized for social media
• The raw footages used to produce the video (editable source files for future use)
• The narration text or the full script used for the production
• Versions provided should be compatible for internet and TV screening (compatible to social medias, USB, OneDrive and emailing)

Intellectual Property

All outputs produced in this action shall remain the property of SOS CVE who shall have exclusive rights over their use.

Safeguarding Notice

The selected production agency is expected to fully adhere to SOS CVE’s safeguarding standards throughout the documentary process. The following principles must be observed:

• Respect and Protection: All filming and interviews must uphold the dignity, privacy, and safety of children, young people, and families. No content should portray individuals in a way that is exploitative, stigmatizing, or harmful.
• Informed Consent: The production team must ensure that clear, age-appropriate informed consent is obtained in writing from all participants—or legal guardians in the case of minors—prior to any filming or use of identifiable images or stories. Consent forms will be provided by the national office.
• Safe Conduct: Any form of inappropriate behavior, coercion, or boundary-crossing is strictly prohibited.
• Incident Reporting: Any safeguarding concern or potential incident observed or disclosed during production must be reported within 24 hours through the official SOS CVE safeguarding reporting channel: misconduct@sos-ethiopia.org.

Duration of the Assignment

The assignment shall be completed and delivered within four (4) weeks from the date of agreement signing, including time for review and approval. The timeline will cover the following key activities:

• Kick-off meeting
• Script and storyboard approval
• Filming
• Editing and post-production
• Submission of the final approved version

Qualification

• At least 3 years’ relevant experience in the production of best practice videos and publications in the development/NGO sector
• Competent and skilled staff or team members experienced with video recording, documentation & production in the development/NGO sector.
• Legally registered & licensed in all aspects of the Ethiopian government requirements.