Consultancy For The Production Of Graphic And Audiovisual Supports For The Regional Awareness Campaign At French Red Cross

1. CONTEXT

1.1. The PIRAC

Created in 2005, the Americas-Caribbean Regional Intervention Platform (PIRAC) is the representative delegation of the French Red Cross (CRF) for the Caribbean region based in Guadeloupe as well as its operational mechanism for humanitarian action and regional cooperation. PIRAC helps the populations of the Caribbean in all major disasters and works to develop actions to strengthen the resilience capacities of populations in French territories as well as in the countries of the Caribbean arc and the Guiana Plateau.

1.2. The READY 360° program

PIRAC launched the READY 360° program in January 2023, co-financed by the INTERREG Caribbean program, the French Development Agency (AFD) and CMA CGM. The READY 360° program aims to build a global and greener resilience of Caribbean territories by strengthening disaster preparedness and response capacities at all levels: from individuals and families, to organizations and businesses, to the level of regional institutional coordination of risk management. It aims to achieve 4 main objectives: (i) Strengthen regional coordination and legislative frameworks for disaster management; (ii) Prepare, anticipate and respond to disasters and crises with more eco-responsible, inclusive and sustainable preparedness measures. (iii); Improve information, awareness and citizen preparedness for disasters and crises; (iv) Develop technical studies and research on disaster management with experts and academic stakeholders.
The READY 360°/3 Oceans program is part of the broader 3 Oceans project funded by the AFD and collectively supported by all the Regional Intervention Platforms (PIR) of the French Red Cross. The main objective of this project is to reduce the impact of disasters, health crises and the effects of climate change on the populations of the three ocean basins covered by the PIRs (Americas-Caribbean, Indian Ocean, South Pacific).
The institutional partners of the program are the Organization of Eastern Caribbean States (OECS) and the CDEMA (Caribbean Disaster Emergency Management Agency) and the National Red Cross Societies in 8 Caribbean territories are involved in the program: Antigua & Barbuda, Dominica, Grenada, Guadeloupe, Martinique, Saint Kitts & Nevis, Saint Lucia, Saint Vincent & the Grenadines.

1.3. The regional awareness campaign

A key outcome of the READY 360° programme is to raise awareness of disaster risks and the impacts of climate change among Caribbean populations through a regional public awareness campaign. The campaign focuses on the role of citizens in their own preparedness and safety. The messages cover a variety of themes and are widely disseminated through a variety of media outlets.

2. OBJECTIVES OF THE SERVICE

2.1. General objective

The main objective of the service is to design and produce relevant, accessible, inclusive and engaging multimedia communication materials (videos and infographics), aligned with the campaign objectives, to raise awareness among the Caribbean population, particularly family units, of major natural risks and the impacts of climate change in the Caribbean.

2.2. Specific objectives of the service

More specifically, the service will consist of the performance of:

● Development of multimedia supports adapted to the regional context, taking into account the specificities of the 8 territories and the population (style, graphics, accessibility and language)

2.3. Target audience and territories for the service

The service does not target a specific audience, in the sense that the regional campaign will be widely distributed, and to the Caribbean population. The materials will be mainly intended for an audience wishing to be informed.
The materials must be accessible and understandable by young people and adults, and take into account the specificities of the 8 territories, particularly in the choice of graphics, images, and languages ​​(English, French, see Creole).

2.4. Working conditions

In general, the service provider will benefit from the technical support of the French Red Cross, which will provide all the technical content. The PIRAC project team is composed of the DRR Activities Manager, the Regional Project Manager, and the Program Coordinator.

A framing meeting will be organized between the PIRAC team and the service provider at the beginning of the mission in order to confirm the specificities and the schedule of the expected deliverables. This meeting may take place remotely or in person.

Regular exchanges between the service provider and the RRC Activities Manager will allow the general content of the service to be validated as it progresses. Preliminary versions of each deliverable will be submitted to PIRAC for comments and suggestions that must be integrated into the final versions of each deliverable. The validation time must be included in the schedule for review before submission of the final version.
Revisions may thus be requested from the service provider and must be planned for in the methodology and the initial budget.

The Regional Project Manager and the Program Coordinator will be involved in the process of validating the final deliverables.

The following elements must also be taken into account:

● The illustrations must be contextualized to the humanitarian sector of disaster and crisis management;
● The content must be written in English and French.
● The service provider will be a driving force in structuring the information to make the deliverables accessible and relevant to the different
target audiences mentioned above;
● Graphic and stylistic consistency between the different deliverables is necessary.

2.5. Service provider commitment

The service provider may delegate part of the mission within his team or to the collaborator of his choice, but he remains the sole hierarchical and disciplinary authority concerning the members of his team, and must ensure the quality of the deliverables provided.

The service provider undertakes to comply with the following clauses:

– Ethical clauses and founding principles of the French Red Cross
– Rules on image rights and respect for privacy

3. CONFIDENTIALITY

The visual creations and any other element produced during this service will be the property of the French Red Cross and may not be distributed by the service provider without the prior agreement of the French Red Cross.

4. DELIVERABLES

A) Animation video

A dynamic and visually appealing video to explain a key concept: the early warning system.
This explainer video must present simple instructions in an engaging way, using animated graphics, simple texts and visuals to capture the audience’s attention in a short time.
Technical specifications:
● Duration: 40 seconds maximum.
● File format: MP4.
● Resolution: 1920×1080 (Full HD).
● Audio: royalty-free background music and voice-over (if applicable) in both languages: French and English.
● Languages: English and French versions (subtitles and/or voice-over) ● Deliverables: two separate files (FR and EN).

● Project release date: June 2025

B) Video interview with an expert

A filmed interview with an expert to discuss the psychological impacts of disasters and how to cope with them (introduction to the topic, practical advice from the expert, and a call to action). The tone should be informative, reassuring, and suitable for a wide audience.
Technical specifications:
● Duration: 1 min 30 maximum.
● File format: MP4.
● Resolution: 1920×1080 (Full HD).
● Audio: Lavalier microphone or equivalent for optimal sound quality.
● Languages: English and French versions (subtitles and/or voiceover)
● Deliverables: two separate files (FR and EN)
● Project release date: June 2025

C) Editing short videos from provided content

The service provider will be responsible for editing 14 testimonial videos of 40 seconds maximum and 6 informative videos of 30 seconds, from raw content which will be provided by the French Red Cross (CRF).
Tasks included:
● Selection of relevant sequences from the videos provided
● Editing of videos in accordance with an editorial and graphic line consistent with the campaign
● Addition of transitions, effects, royalty-free background music and compliant branding (logos, graphic charter)
● Inclusion of subtitles in French and English Expected deliverables:
● 14 edited testimonial videos, subtitled in FR/EN, in MP4 format
● 6 edited informative videos, subtitled in FR/EN, in MP4 format
● Resolution: 1920×1080 (Full HD), suitable for digital platforms (social networks, websites)
● Broadcast dates planned by the project: from June to November 2025 and from January to April 2026

D) Infographics

10 infographics with informative, attractive and easily understandable visuals intended to present key data, graphs and illustrations to raise awareness among the Caribbean population. Use of images, texts and pictograms adapted to the target audience.
Specifications by format:
● 8 Hazard infographics (5 pages each): containing information on hazards and the behaviors to adopt to protect oneself.
○ Project planned release dates: June, August, September, October, November 2025 and January, February, March, April 2026
● Impact infographic (6 pages): summary of the social impacts of disasters, illustrations of emergency kit and downloadable version of the sheltering plan.
○ Project planned release date: June 2025
● Presentation infographic (4 pages): brochure presenting the campaign

○ Project release date: June 2025 Technical specifications:
● Uses: The infographics produced will have a dual purpose: digital use for their dissemination on social networks and other digital platforms, as well as printed use for their distribution in the communities concerned. Consequently, the formats will have to be adapted to ensure optimal quality in each context.
● File format: digital version (reading on screen with size and resolution adapted to platforms such as Facebook, Instagram, or WhatsApp) and print version (reading on high-resolution PDF, flyer, poster, large format).
● A QR code will be integrated into the infographics to redirect users to the page dedicated to the campaign on the PIRAC website in order to facilitate access to additional online resources. The QR code should be strategically placed in the infographics for maximum visibility.
● Languages: FR/EN version for each infographic.
● Deliverables: Two files per infographic (FR and EN).

5. IMPLEMENTATION SCHEDULE

Infographics will need to be produced according to a precise distribution schedule, aligned with the key phases of the campaign. Each medium will be distributed at a strategic time to maximize its impact on the target audience. Consequently, production deadlines will need to be adjusted according to these deadlines. The detailed schedule will be defined during the framing meeting to ensure optimal planning.
Planned start date: March 3, 2025 and planned end date: August 29, 2025

6. BUDGET

The total amount estimated for this service is proposed by the service provider and must not exceed EUR 30,000. The selected service provider will cover all costs necessary to complete its mission. It is requested to make a detailed budget by deliverable.

7. PROCESSING OF OFFERS

7.1 Profile of the consultant(s)

● Academic training in the following fields: visual communication or graphic design, audiovisual production, digital or multimedia marketing, information sciences or social communication.
● Proven experience (5 years minimum) in the creation of visual and audiovisual content for awareness-raising or public information campaigns and the realization of similar projects carried out (production of informative videos, testimonials, animations, or clips. and design of educational infographics for printed and digital media).
● Technical expertise in the audiovisual and graphic design field, popularization and awareness-raising campaigns.
● Ability to work to short deadlines, responsiveness and flexibility.
● Good interpersonal skills to work with a team and integrate feedback.
● Proactive and creative in compliance with CRF graphic charters.
● Knowledge of accessibility standards for communications.
● Experience in multicultural contexts: ideally in the Caribbean region or in island environments.
● Oral and written fluency in English and French (ability to produce bilingual content)
● Experience with the Red Cross and Red Crescent Movement, and/or one of our partners is an asset.

7.2 Criteria for evaluating offers

● Quality/cost assessment: weighting of technical score (70%) / financial score (30%)
● Skills, experience and expertise of the service provider
● Capacity to carry out the service on time and availability over the required period
● Understanding and interpretation of the terms of reference (methodology and work schedule proposed with regard to the objectives to be achieved)
● Quality and relevance of the portfolio
● Consistency and relevance of the financial offer
● Sustainable development in the provision of the service (social, environmental dimension)
● Inclusive approach (professional integration of people with disabilities and inclusive design)