Consulting For The Development Of Communication Products On Climate Action For Clac At Latin American and Caribbean Coordinator of Small Producers and Fair Trade Workers

Leave a Comment / Remote / By

TERMS OF REFERENCE

COMMUNICATION MATERIAL (VIDEOS, GRAPHIC MATERIAL)

Title of the consultancy

Consulting for the development of communication products on climate action for CLAC

Dependency unit

Program and Project Management Unit -UGPP-

Scope

Latin America and the Caribbean (with a trip to Brazil)

Internal relations

Strategic Communication Unit

Southern Cone Regional Directorate

Sustainable and Resilient Production Unit

External relations

Association of Fairtrade Producer Organizations of Brazil – BRFAIR

Reports to

Project Officer The Future is Fair

Coordinator of the Strategic Communication Unit

Location

Brazil or any country in the Southern Cone region of CLAC.

  • ABOUT CLAC

The Latin American and Caribbean Coordinator of Small Producers and Workers in Fair Trade (CLAC) is an association established with legal status in El Salvador. It brings together small producer organizations and worker organizations within the Fair Trade sector. CLAC is organized into “National Coordinators,” “Product Networks,” and the “Worker Network.” The former group CLAC member organizations by country, while the Product Networks group organizations by product regardless of the country in which they are located, and the Worker Network brings together worker organizations from different countries.

CLAC’s vision is to be the leading network representing, supporting, and strengthening organizations of small-scale Fair Trade producers and workers in Latin America and the Caribbean, promoting sustainable development and fostering empowerment, self-management, and human rights to achieve decent livelihoods for producers, workers, and their communities. In this context, our organizational goals are: 1) Increase access to new and existing markets, 2) Strengthen and develop membership, 3) Promote Fair Trade, its principles, and values, 4) Advocate for responsible production, trade, and consumption to promote sustainable development, 5) Organizational sustainability of CLAC, 6) Contribute to the SDGs through the inclusion of good social and environmental practices.

  • ABOUT THE PROJECT THE FUTURE IS FAIR

The “Future is Fair” project is a collaborative initiative aimed at increasing the number of producer organizations and their members—smallholder farmers and workers—who enjoy secure and sustainable livelihoods and fairer trade policies and practices. Through this initiative, the Fairtrade network seeks to strengthen its effectiveness in responding to the priorities of its member organizations by addressing inequalities in global trade systems. With a focus on social justice, climate resilience, and sustainability, the project aligns with the priorities of the European Union, promoting equitable economic development and fair trade practices that benefit producers and workers in developing countries.

In Latin America and the Caribbean, CLAC (Coordinadora Latinoamericana y del Caribe de Pequeños(as) Productores(as) y Trabajadores(as) de Comercio Justo) plays a central role in this effort, working directly with producer and worker organizations to improve their capacities for political advocacy, organizational management, and the adoption of sustainable practices. Additionally, CLAC focuses on ensuring that the voices of small-scale producers and workers, especially women and youth, are represented in decision-making processes at the regional and global levels, thus promoting greater equity and justice in supply chains.

  • CONTEXT OF THE CONSULTANCY

As part of CLAC’s positioning campaign for COP30—to be held in November 2025 in Belém de Pará, Brazil—and in line with the commemoration of the International Year of Cooperatives declared by the United Nations, this consultancy seeks to strengthen CLAC’s communications strategy by highlighting the key role of Fair Trade cooperatives in combating the climate crisis and promoting environmental, economic, and social sustainability. Through audiovisual and graphic products, the initiative aims to highlight the concrete experiences of agricultural cooperatives in sustainability, resilience, adaptation to climate change, and political participation, demonstrating their potential as strategic players in a just transition and in building solutions from rural areas.

  • CONSULTANCY OBJECTIVES

Develop creative and strategic communication products (videos, photographs, texts, posters) that highlight the role of Fair Trade cooperatives in addressing the climate crisis, highlighting the actions promoted by CLAC to promote sustainability, resilience, adaptation, and mitigation:

  • Disseminate CLAC’s official position on climate justice, promoting a just transition based on the proposals of fair trade cooperatives.
  • To showcase the experiences and best practices of CLAC members that demonstrate sustainability, resilience, and local solutions to climate change.EXPECTED PRODUCTS

1- Institutional summary video

TOPIC/OBJECTIVE: CLAC’s position and actions regarding climate change and the socio-environmental challenges facing small-scale producers and fair trade workers. To this end, the video links to CLAC’s official statement regarding COP 30 and reinforces the message of cooperatives as concrete solutions for a just transition.

QUANTITY: 1 video with audio in Spanish and its Portuguese and English versions

SPECIFICATION: 3 – 5 minute video

2- Testimonial videos and photographs

TOPIC/OBJECTIVE: Recording and editing at least four testimonials during the Youth and Women’s Meeting held by the Brazilian Fair Trade Coordinator in August. Each testimonial must be accompanied by at least five portrait photographs of the interviewee.

QUANTITY: 4 videos with audio in Portuguese and their versions with subtitles in Spanish and English

SPECIFICATION: 4 videos of 2 – 4 minutes each and 20 photographs (5 per person interviewed)

3- Graphic materials for social networks

TOPIC/OBJECTIVE: At least 10 social media graphics featuring key phrases from CLAC’s declaration on COP30, collected testimonies, and best practices and experiences from fair trade cooperatives in the field of climate resilience.

**QUANTITY:**10 In formats adaptable to Instagram, LinkedIn, Facebook and X

4- Proposal for a digital dissemination strategy

TOPIC/OBJECTIVE: Document with segmentation suggestions, estimated budget and duration of a campaign to position the messages produced.

QUANTITY: 1 Focused on the context prior to and during COP 30.

  • TECHNICAL REQUIREMENTS FOR AUDIOVISUAL MATERIAL

1- Edited video(s) will be delivered in your native language in the following formats:

  • Full HD 1080P quality (1920×1080) using the CLAC logo and respecting the indications of the CLAC Brand Manual
  • High-quality compressed format for web use: HD 720P (1280×720), 24 FPS, mp4, h.264, using the CLAC logo and respecting the indications of the CLAC Brand Manual

2- All versions of the edited video(s) will be delivered in high quality/resolution for use on the different platforms/social networks (Instagram, Facebook, and WhatsApp) in the respective format(s):

  • Horizontal 1920×1080 px ( x )
  • Vertical 1080×1920 px ( x )

In all respective formats, you must use the CLAC logo, respecting the guidelines in the CLAC Brand Manual. In addition, you must ensure that the video(s) are delivered in formats usable on the aforementioned social networks/platforms.

3- A copy of each edited video will be delivered in Full HD and HD (and in the respective formats determined in requirement 2) with integrated subtitles (hardcoded), in the respective language(s):

  • Spanish ( x )
  • English ( x )
  • Portuguese ( x )

The respective copies must use the CLAC logo and comply with the instructions in the CLAC Brand Manual.

4- The editable project of each video will be delivered in Full HD with subtitles and its corresponding .SRT file to be incorporated into the YouTube channel, in the respective language(s):

  • Spanish (x)
  • English ( x )
  • Portuguese ( x )

The respective copies must use the CLAC logo and comply with the instructions in the CLAC Brand Manual.

5- A copy of each video will be delivered in its native language in Full HD and in all other formats (requirements 1 and 2) in a clean version (without logo, text and subtitles).

6- The transcript of all edited videos (narration and testimony) will be delivered in a Word document.

7- Background music accompanying the audiovisual material must be copyright-free, or the consulting firm must have written authorization, which must also be submitted.

8- The production must be in digital stereo audio.

IMPORTANT NOTES:

The consultancy/agency/contractor must:

  1. In addition to submitting professionally edited audiovisual materials, you must submit all raw footage filmed during the visits. You must also submit an editable project in Adobe Premiere, where post-production was completed.
  2. All recorded material (with or without editing) must be submitted along with the image use authorizations for each person appearing in the video(s), duly identified and signed. The company or consultants must be responsible for collecting the signed image use authorizations from the people who will participate in the videos, interviews, and/or photos, following the format established by CLAC.
  3. Provide photographs of all interviewees, duly identified, and with their respective signed authorizations.
  4. All audiovisual and documentary materials will be submitted digitally and physically on an external hard drive to CLAC. This submission will be made in accordance with the Audiovisual and Photographic Materials Submission Guide that CLAC will provide to the consultant.
  5. The technical specifications of the CLAC Brand Manual must be followed at all times .
  • TECHNICAL REQUIREMENTS FOR PHOTOGRAPHS

1- Photos will be delivered in high-quality JPG format and unedited RAW.

2- The photos must be organized into folders by organization name, accompanied by the CLAC image use authorization form, and renamed with the name of the person portrayed.

3- In the case of group photos, they can be named as a group and organization, but the names of all people appearing in the photo must be detailed (in order from left to right) in a Word file. In these cases, it is recommended to use the group image use authorization form.

4- When a person or persons do not appear, the photo must be renamed with the name of the organization and/or place where it was taken.

5- The photographic material package must include photos of all interviewees and at least 30 photographs for each identified organization, with their respective signed authorizations.

6- The consultant/agency/contractor must provide the image usage authorizations for all persons appearing in the photographs, duly signed in PDF format, sorted by organization.

7- All photographic materials must be submitted digitally and physically on an external hard drive, which must be sent or delivered to CLAC staff. This submission will be made in accordance with the Audiovisual and Photographic Materials Submission Guide that CLAC will provide to the consultant.

8- The technical specifications of the CLAC Brand Manual will be followed at all times .

  • TECHNICAL REQUIREMENTS FOR GRAPHIC MATERIAL

1- All graphic products must be created using Adobe Illustrator, Adobe Photoshop or Adobe Indesign, as applicable.

Additionally, please note that all files must be submitted in an editable format (meaning that images, illustrations, and text can be freely edited).

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

2- All images must contain the CLAC logo, used as indicated in the CLAC Brand Manual , as applicable.

In addition, if a newsletter, brochure, catalog, magazine or poster is designed, it must always include the CLAC website ( www.clac-comerciojusto.org ) and the institutional email: info@clac-comerciojusto.org

3- Products must be designed in compliance with the CLAC Brand Manual .

PRODUCTS FOR DISSEMINATION THROUGH SOCIAL NETWORKS OR THE WEB:

Graphic products created for social media must have the following measurements:

Facebook

Post

1080 X 1080 pixeles

Stories

1080 X 1920 pixeles

Front page

820 X 312 pixeles

Carousel

1080 X 1080 px

Instagram

Square post:

1080 X 1080 px

Post rectangular:

1200 X 628 px

Twitter

1024 X 512 px

Youtube

1920×1080 px

Spotify

Front page

1450 x 1450 px

1080 X 1920 px

Feed

Apaisada:

1080 x 566 px

Vertical:

1080 x 1350 px

Square:

1080 x 1080 px

Front page

1500 x 500 px

  • SUGGESTED METHODOLOGY

The following are the general guidelines required by CLAC for this type of contract:

  1. Initial meeting to: train the person(s) on CLAC and its policies, review aspects regarding the content of the products to be delivered and secondary information relevant to the context of the consultancy.
  2. Meeting with the CLAC team to define the roadmap, develop the script, and create a work schedule that aligns with the timeliness and requirements of this consultancy. Meetings will also be held with the COP30 working committee, the European Union project, and CLAC’s strategic communications unit.
  3. The contracted consultancy/agency will collect testimonies and supporting documents in coordination with CLAC’s technical team.
  4. The contracted consultancy/agency must be responsible for collecting the image use permits signed by the people who will participate in the videos and photos, following the format established by CLAC.
  • REQUIRED PROFILE FOR CONSULTANCY/AGENCY

N°

DESCRIPTION

Indispensable

Desirable

1

University degree in Journalism, Communication, Marketing or related fields.

X

2

Proven experience in producing articles, reports, and interviews.

X

3

Professional training and proven experience in photographic production.

X

4

Professional training and proven experience in audiovisual production.

X

5

Ease of relating, empathy and ability to generate trust with different audiences.

X

6

Advanced command of Spanish and Portuguese.

X

7

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

X

8

Experience working with rural communities, small producers, and agricultural workers.

x

9

Minimum of 3 years’ experience working in the communications department on rural projects, audiovisual documentation, or at least 3 similar consultancies.

x

10

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

X

11

High capacity for graphic design, institutional communication and creativity.

X

12

Availability to travel and ease of use of online communication tools.

X

  • RESPONSIBILITIES

From the contracted consultancy/agency:

  1. Development of a schedule and plan tailored to the requirements of the TdR for the audiovisual, photographic, animation, and/or documentary documentation process.
  2. Working meetings with the CLAC team to provide guidance on audiovisual scripts, review documents, conduct interviews, and participate in field activities.
  3. Preparation of the requested communication products.
  4. Review of the audiovisual material produced with the CLAC team.
  5. Preparation of final products.
  6. Delivery to CLAC of the final products and all unedited material obtained during filming.
  7. The selected consulting firm/agency will be responsible for the proper and ethical handling of the visual elements, as well as the documents and information provided to them within the framework of the consultancy.
  8. The contracted consulting firm/agency must be responsible for collecting the image use permits signed by the individuals who will participate in the videos, interviews, and/or photos, following the format established by CLAC.

From CLAC:

  1. Guide the contracted consultancy/agency and/or its team in developing their work plan for the production of communication products.
  2. Deliver the relevant documentation to the contracted consultancy/agency in a timely manner, as well as provide guidance on its use.
  3. Provide feedback to the contracted consultancy/agency on the consultancy’s products.
  4. Conduct an induction on CLAC and its policies.
  5. Carry out the contracting of services, following the defined procurement policies, manual and procedures.
  • CONTRACT CONDITIONS

CONSULTANCY DURATION: 4 months (August – November 2025)

To expedite and facilitate the implementation of field activities, the contracted consultant/agency will receive support from the CLAC team, which will facilitate contacts, provide the necessary general information, and assist in defining the overall schedule. However, the contracted consultant/agency must be responsible for making direct contact with the organizations to define a detailed plan and independently conduct the necessary visits.

PAYMENTS (disbursement schedule):

Payments for this consultancy will include both the fees of the contracted consultancy/agency and any logistics and travel expenses within the country. Therefore, these fees must be taken into account when submitting proposals for this consultancy. Disbursements will be distributed as follows:

Product

Proposed percentage

Delivery of the work schedule, product 3 and validation by CLAC

25%

Delivery of products 1 and 2 and validation by CLAC

35%

Delivery of product 4 and all products in their final versions.

40%

NOTE: CLAC will make payments to the selected contracted consulting firm/agency without incurring any withholdings. Any tax obligations arising from this consultancy will be the sole responsibility of the contracted consulting firm/agency, in accordance with the legislation of the respective country or country of residence.

INTELLECTUAL PROPERTY

It is established in these terms of reference, which will be an indivisible part of the contract that generates the hiring of the consultant/agency, that all audiovisual, photographic, communication material or intellectual production resulting from the work performed and all other complementary information will be considered, from their creation, as the property of CLAC and Fairtrade International , who will have the exclusive rights to publish or disseminate them. Likewise, the consultant/agency may not use the documents/products or content resulting from this contract in any event, presentation, etc., without written authorization from CLAC.

Ambient music accompanying the audiovisual work must be copyright-free or have written authorization from its author(s).

  • GENERAL CONSIDERATIONS
  1. The work may be performed by a consultant, agency, company or team of consultants with demonstrable experience in accordance with the requirements described.
  2. Communication costs, transfer costs, and any other costs incurred will be borne by the contracted consultant/agency.
  3. The CLAC operational team will provide the necessary support for contacts and coordination of visits with producers, as well as the formats and guidelines for collecting information.
  4. All information and all photographic and video materials collected must be submitted to CLAC at the end of the consultancy.
  5. The contracted consulting firm/agency will be subject to the legal and tax framework of the place where the contract is signed.
  6. Absolute confidentiality must be maintained regarding the information and documentation to which you have access or that is provided to you formally or informally, and you may be subject to sanctions if you fail to comply with the required confidentiality.
  7. In the event of failure to comply with the submission deadline, the contracted consulting firm/agency will be fined one percent (1%) for each calendar day of delay on the total amount. Fines may not exceed 20% of the total contract amount, resulting in the termination of the contract. In the event of an agreement between the parties, due to force majeure, the deadline may be extended without incurring any fines.
  • DUE DILIGENCE

As an organization regulated by El Salvadoran law, CLAC must comply with the requirements established by regulations regarding the prevention of money and asset laundering. To this end, a due diligence process will be conducted to identify our consultants and suppliers (identifying whether they are individuals or legal entities). This is a mandatory requirement to participate in this consulting process. You will receive an email from CLAC once the deadline for submitting proposals has passed.

How to apply

  • RECEIPT OF PROPOSALS

Based on the review of the terms of reference, you may send your proposal to the email address compras@clac-comerciojusto.org with a copy to marlon.m@clac-comerciojusto.org with the subject: “CLAC Climate Action.”

Final deadline for receipt of complete proposals : August 8 , 2025.

Interested parties are encouraged to submit their proposals considering at least the following elements:

  • Consultant/Team Resume
  • Motivation letter
  • Detailed methodological, technical and economic proposal
  • Samples of previous work* (articles, photos, videos)

*Important: These documents should not exceed 50MB in size when emailing them. Otherwise, we recommend sending them via OneDrive, Google Drive, WeTransfer, or similar.

NOTES:

• Incomplete proposals or those that do not take into account the TDR indications will be automatically discarded.

• If you have any questions about the TDR, please send an email promptly to the email address provided with your concerns so we can provide more information and/or details.