Fair Trade radio and video voice over production services for digital platforms At Latin American and Caribbean Coordinator of Small Producers and Fair Trade Workers

REFERENCE TERMS

RADIO PROGRAM PRODUCTION SERVICES AND LOCATIONS OF TRADE VIDEOS FAIR FOR DIGITAL PLATFORMS

Consulting title

Fair Trade radio and video voice over production services for digital platforms

Dependency unit

Strategic Communication Unit

Scope

Latin America and the Caribbean

Internal relations

Strategic Communication Unit, Regional Directorates, Advocacy Specialist

External relations

National Fair Trade Coordinators

Radio media

Reports to

Strategic Communication Coordination

Coordinate with

Strategic communication managers

• CLAC ABOUT

The Latin American and Caribbean Coordinator of Small Producers and Fair Trade Workers (CLAC), is an Association established with legal status in El Salvador, that groups Small Producers Organizations and Workers’ Organizations within Fair Trade. CLAC is organized into “ National Coordinators ”, “ Product Networks ” and the “ Workers Network; the former group CLAC member organizations by country, while Product Networks bring together product organizations regardless of the country they are in and the Workers Network brings together workers’ organizations the different countries.

CLAC’s vision is to be the leading network in representation, accompaniment and strengthening of organizations of small producers and workers of Fair Trade in Latin America and the Caribbean, promoting sustainable development and promoting empowerment, self-management and human rights to achieve livelihoods worthy of producers, workers and their communities. And in this context, our organizational goals are: 1) Increase access to new and existing markets, 2) Strengthening and development of membership, 3) Promote Fair Trade, principles and values, 4) Influence responsible production, trade, and consumption to drive sustainable development, 5) CLAC organizational sustainability,6) Contribute to the SDGs through the inclusion of good social and environmental practices.

• CONTEXT OF THE CONSULTORY

In the framework of CLAC’s external communication efforts, 10 radio programs “ Let’s Talk Fair Trade ” have been produced with various sections to report on the different CLAC programs and lines of work, and give space to know the opinions of small producers and workers of Fair Trade on different topics of relevance to the work they carry out. The radio programs have been developed in a dynamic format that allows quality content to be shared with community radio stations and allied media, and have been published on CLAC’s official Spotify channel.

This is an effort that CLAC wants to continue, therefore, this consultancy contemplates the elaboration of 10 new programs. In addition, the need to include at least 15 video scripts that CLAC will be developing in the coming months has been identified, which are also included as one of the products of this consultancy.

• CONSULTORY OBJECTIVES

Produce ten radio programs on Fair Trade, from interviews with relevant Fair Trade actors, representatives of the CLAC Board of Directors and small organizations ( as ) producers ( as ) and workers ( as ) of Fair Trade, and make at least fifteen voiceovers of scripts for videos.

• EXPECTED PRODUCTS

one- Script proposal for each of the ten programs

THEME / OBJECTIVE: Propose the script for each theme to be addressed to produce the program

QUANTITY: 10

DETAILS: 10 Word documents in the format delivered by CLAC.

2- Ten radio shows on Fair Trade

THEME / OBJECTIVE: Disseminate information on Fair Trade and CLAC

QUANTITY: 10

DETAILS: 25 minutes each program

3- Twenty wedges for radio

THEME / OBJECTIVE: Promote programs in radio media

DETAILS: 30 seconds (10 in version for radio stations and 10 in version for social networks in Spanish.

4- At least fifteen CLAC video locutions

THEME / OBJECTIVE: Disseminate information about CLAC and its work areas

DETAILS: 2 – 3 minutes by video

5- Ten journalistic notes ( one per program )

THEME / OBJECTIVE: Promote the information of each program

DETAILS: 600 – 800 words

NOTE: Regarding CLAC video voice over, it is important to present the economic proposal for the 15 voice overalls, but also an average cost of voice over 1 minute of video, which would be the rate to use in case CLAC requests additional locutions.

• TECHNICAL REQUIREMENTS FOR AUDIO PODCAST

one- ( n ) the ( the ) audio files or podcasts will be delivered in the following formats:

• Uncompressed quality in WAV or AIFF format, stereo
• Stereo MP3 or MP4 audio file with M4A extension
• The complete program will be delivered, but also the different sections separately to be able to upload the audios independently.

2- A podcast cover image will also be provided for the different digital platforms on which it will be used (Spotify and YouTube) in the respective formats:

• Spotify: 1450 x 1450 px square
• Youtube: horizontal 1920×1080 px

In all the respective formats you must use the CLAC logo respecting the indications of the CLAC Trademark Manual.

3- The music used in the podcasts must be free of copyright or the consulting company must have written authorization, which must also be delivered. They can also use the music of which CLAC has the rights.

4- Production must be in digital stereo audio.

5- The voices selected for the locution must be in neutral Latin Spanish or in neutral language (in case the podcasts are in another language). The CLAC team will participate in the selection of voices for the podcasts.

6- The consulting team must deliver the transcript of each of the podcasts in Spanish to facilitate their translation into different languages. In case the consulting team does the translations into other languages, they must also deliver the transcripts in each language.

7- The consulting team will deliver the editable files of the podcasts (in Adobe Audition), as well as the individual recordings and tracks that have been used for them in a folder. In addition, they must deliver the images produced to accompany the podcast in editable format (Adobe Illustrator or Photoshop).

IMPORTANT NOTES:

• All processes will be reviewed and approved by CLAC: scripting, selection of voices to use, assembly and post-production.
• The delivery of all ( formats, versions and editable materials in Adobe Audition ) by the consultant / agency / contracted will be done digitally.
• At all times, the technical specifications of CLAC Trademark Manual.
• TECHNICAL REQUIREMENTS FOR THE GRAPHIC MATERIAL

one- All graphic products must be made in the Adobe Illustrator or Adobe Photoshop programs as the case may be.

In addition, it should be noted that all files must be delivered in their editable format ( this means that free editing of images, illustrations and text ) is allowed.

All files will come packaged, they will contain all fonts, photos, images, links.

2- All images must contain the CLAC logo, used as indicated by the CLAC Trademark Manual, depending on the case.

3- Products must be designed respecting the CLAC Trademark Manual.

• REQUIREMENTS FOR WRITTEN TEXTS / REPORTS

one- Texts in journalistic note format, highlighting the statements of the people interviewed for radio programs.

2- Texts with an extension between 600 to 800 words per text will be delivered in Word document

3- The texts must include testimonies and phrases of the interviewees.

4- Delivery of texts in the original language (Spanish).

5- The contracted consultancy / agency must deliver the image and interview use authorizations of all the people who appear in the text, duly signed.

• SUGGESTED METHODOLOGY

The following are general guidelines that CLAC requires for this type of hiring:

1. Initial meeting to: train the consulting team on CLAC and its policies, review aspects of the contents of the products to be delivered and relevant secondary information for the consulting context.
2. The consulting team must present a proposed format and sections for the radio program on Fair Trade.
3. The contracted consulting team will carry out the agreed interviews according to the content defined for each program. The interviews will be carried out virtually, using the videoconference program that works best for the production team and for the person to be interviewed.

• REQUIRED PROFILE FOR THE CONSULTING TEAM

one- University degrees in Journalism, Communication, Marketing or related careers. Indispensable

2- Proven experience in the production of radio programs. Indispensable

3- Vocational training and proven experience in production of promotional materials for radio, social networks and digital media. Indispensable

4- Ease of relationship, empathy and ability to build trust with different audiences. Desirable

5- Native Spanish domain. Indispensable

6- Knowledge of the gender approach, citizen participation, inclusive processes and Fair Trade. Desirable

7- Work experience with rural communities, small producers, agricultural workers. Desirable

8- Minimum experience of 5 years working in the area of Communication in radio production, audiovisual documentation or realization of at least 3 similar consultancies. Indispensable

9- Knowledge of the context and reality of small producers and workers of Fair Trade in Latin America and the Caribbean. Desirable

10- High capacity for graphic design, institutional communication and creativity. Desirable

eleven- Knowledge of the principles and approach of development and Fair Trade. Desirable

12- The consulting team must be based in one of the countries of Latin America and the Caribbean. Indispensable

13- The consulting team has working relationships with radio media in Latin America and the Caribbean. Desirable

• RESPONSIBILITIES

From the contracted consulting / agency team:

1. Preparation of the schedule and plan adjusted to the requirements of the TDR, for the audiovisual documentation process.
2. Work meetings with the CLAC team for guidance on the content of each of the programs, scripting, conducting interviews and producing the different sections and promotional materials.
3. The consulting team must designate a person who will be the presenter or presenter of the radio program. In addition, you must designate a group of speakers who will be in charge of producing the selected notes for each section of the program.
4. Preparation of the requested communicational products.
5. Review with the CLAC team of the audiovisual material produced.
6. Preparation of the final products.
7. Delivery to CLAC of the final products and all the material obtained during the production of the radio programs.
8. The selected contracted consulting team will be responsible for the proper and ethical management of the visual elements, as well as the documents and information provided to them in the framework of the consultancy.

From CLAC:

1. Guide the contracted consulting team in preparing their work route for the realization of communication products.
2. Deliver the relevant documentation to the consulting team in a timely manner, as well as guide it on its use.
3. Deliver radio material previously produced by CLAC that can serve as an example or that can be used as input for radio programs.
4. Retrofeed the contracted consulting team on the consulting products.
5. Induce on CLAC and its policies.
6. Contract services, following defined procurement policies, manuals, and procedures.

• CONDITIONS OF THE CONTRACTING

CONSULTING DURATION: ( 12 months )

The contracted consulting team will receive the support of the CLAC team, who will facilitate the contacts, the necessary general information and will support the definition of the general schedule; However, The contracted consulting team must be in charge of making direct contact with the people to be interviewed to define the times for the virtual interviews.

PAYMENTS ( disbursement schedule ):

Payments for carrying out this consultancy will include both the consulting / contracted agency fees, as well as any payment related to logistics and travel in the country, so it must be taken into account when presenting the proposals for this consultancy. Four disbursements will be made distributed as follows:

Product: Signing of the contract, approved work schedule and delivery of the first 2 program scripts

Percentage: 30%

Product: Delivery of the first 2 programs produced and the following 4 scripts.

Percentage: twenty%

Product: Delivery of the following 4 programs and promotional materials, as well as the last 4 scripts.

Percentage: twenty%

Product: Final delivery of the ten radio programs produced and approved, each with its journalistic notes and promotional materials.

Percentage: 30%

NOTE: CLAC will make payments to the contracted consulting team that is selected without incurring any withholdings of any kind. The fiscal obligations that are generated as a result of this consultancy will be under the sole responsibility of the contracted consulting team, in accordance with the provisions of the legislation of the respective country or its residence.

• INTELLECTUAL PROPERTY

It is established in these terms of reference, which will be an indivisible part of the contract generated by the hiring of the consultancy / agency, that everything audiovisual, photographic, communicational or intellectual production material resulting from the work carried out and all other complementary information will be considered from its preparation as the property of CLAC and Fairtrade International, who will have the exclusive rights to publish or disclose them. In the same way, the consulting team will not be able to use the documents / products, nor the content resulting from the present contracting in any act, presentation, etc., if you do not have the written authorization of CLAC.

The environmental music that accompanies audiovisual work must be free of copyright or have written authorization.

• GENERAL CONSIDERATIONS

1. The work can be carried out by a consulting team, agency or company with verifiable experience in accordance with the described requirements.
2. Communication, transfer and any other costs incurred will be borne by the contracted agency / consulting team.
3. The CLAC operational team will provide the necessary support for contacts and coordination of visits with producers and workers, as well as the formats and guidelines for the collection of information.
4. All the information and all the audiovisual materials collected must be delivered to CLAC at the end of the consultancy.
5. The contracted agency / consulting team will be subject to the Legal and Fiscal framework of the place of subscription of the contract.
6. Absolute confidentiality must be preserved regarding the information and documentation to which you have access or are provided formally and informally, being able to be subject to sanctions in case of breach of the required confidentiality.
7. In case of non-compliance with the filing deadline, the contracted consultancy / agency will be fined one percent (1%) for each calendar day of delay of the total amount. The fines may not exceed 20% of the total amount of the contract, giving rise to its resolution. In the event of an agreement between the parties, due to force majeure, the term can be extended without incurring any fine.