ThaiNGO

Terms of Reference

Hiring a Videographer and Photographer for Evacuation Drill

1. Background:

The "Innovating Disaster Management for Safe Schools" project, carried out by Plan International Thailand with support from the Prudence Foundation via HKNO, focuses on improving comprehensive school safety through disaster risk reduction (DRR). The project aims to provide stakeholders with essential knowledge, increase awareness, and minimize disaster risks, targeting students, teachers, and educational staff in northern Thailand. Based on the Comprehensive School Safety Framework 2023-2030 (CSSF 23-30), the project emphasizes:

Pillar 1: Safer learning facilities

Pillar 2: School safety & educational continuity management

Pillar 3: Risk reduction and resilience education

As part of its implementation, The project aims to strengthen the capacity of schools and communities to effectively respond to disasters by developing Comprehensive School Based Disaster Risk Management (SBDRM) Plans. These plans will be enhanced through the integration of Gender, Inclusion, and Equality (GIE) principles, as well as Child Protection in Emergencies (CPIE), ensuring that all vulnerable groups are considered in disaster preparedness efforts. The project will also conduct simulation exercises and drills, which will be designed to promote active participation from both schools and the broader community.

In collaboration with the Department of Disaster Prevention and Mitigation (DDPM) and local community stakeholders, the project empowers these groups to take a leading role in disaster preparedness and response efforts, ensuring sustainable disaster resilience.

Following the Training of Trainers (TOT) sessions held in Phrae and Nan in September 2024, seed grants were provided to core schools to implement disaster response simulation exercises, including evacuation drills and preparedness activities integrating GIE and CPIE principles. As a result, the Nan Primary Educational Service Area Office (PESAO) selected Wat Methang Karawas School (Thesarat Rat Nukul School) to serve as a video case study for disaster response simulation exercises.

To document and highlight the impact of these activities, the project is seeking to hire a Videographer and Photographer for the Evacuation Drill.   

2. Objective:

To document the evacuation drill conducted at Wat Methang Karawas School, capturing high-quality visuals and narratives that highlight the integration of GIE and CPIE in disaster response and preparedness. The outputs will serve as educational and promotional materials to inspire best practices in school safety across Thailand.

3. Expectation:

The selected videographer and photographer will:

3.1 Capture key moments of the evacuation drill and associated activities.

3.2 Produce a visually compelling video (approximately 5-7 minutes) showcasing the entire process, including pre-drill preparation, the simulation exercise, and post-drill feedback, intended for educators, policymakers, and other stakeholders to promote best practices in school safety.

3.3 Deliver a series of high-resolution photographs (minimum of 50) depicting participants, activities, and key highlights of the event.

3.4 Ensure the video includes subtitles in Thai and English, as well as sign language interpretation, to enhance accessibility for diverse audiences.

3.5 Ensure that all content aligns with Plan International’s ethical guidelines and safeguarding policies.

4. Target groups:

The primary participants in the evacuation drill include:

• Students from Wat Methang Karawas School
• Teachers and educational staff
• Community members involved in the drill
• Others: Plan International and PESAO staffs

5. Overall Methods:

• Attend preparatory meetings with the Plan International Thailand team to understand the objectives and context.
• Capture video footage and photographs during the evacuation drill, ensuring inclusivity and representation of diverse participants.
• Conduct brief interviews with key stakeholders (e.g., students, teachers, PESAO, Plan Staff representatives) to capture their perspectives.
• Edit and finalize the video and photographs, ensuring they meet professional standards and align with the project’s goals.

6. Timeline:

• Event Date: 26-27 February 2025
• Final Deliverables Submission:
  •  
  • High-resolution photographs: 5 March 2025
  • A high-quality, edited video with subtitles in Thai and English and sign language interpretation: 15 March 2025

7. Deliverables:

7.1 A high-quality, edited video (5-7 minutes) with subtitles in Thai and English and sign language interpretation.

7.2 At least 50 professionally edited, high-resolution photographs.

7.3 Raw footage and photographs provided to Plan International Thailand.

8. Ethics and Child Protection

Plan International Thailand and a consultant committed to ensuring the rights of those who participate in developing content, data collection, or analysis are respected and protected, by Plan International’s Ethical Framework and Child and Youth Safeguarding Policy. The developing content and data collection team will be briefed on the child and youth safeguarding policy and sign on consent form before the developing content curriculum module, M&E tool in CSSF, and/or data collection takes place. The personal data of the interviewees and participants will be kept confidential and will not be publicized.

9. Expected Qualifications:

• Proven experience of at least 5 years in videography and photography, particularly in educational settings, disaster risk reduction, or related fields.
• Ability to produce high-quality video and photographic content.
• Strong understanding of inclusive practices, including Gender Transformative Approaches.
• Flexible and willing to work collaboratively with Plan International Thailand and other stakeholders.
• Capable of traveling to and staying overnight in remote areas.

10. Applications

Interested applicants should provide a proposal covering the following aspects:

• Detailed response to the ToR with proposed details of methodology.
• Action plan detailing how the work will be done and how the objectives and deliverables above will be met, including the proposed timeline.
• CVs of the researchers and the names of at least two references (these should be clients for whom you have conducted previously).
• Example of previous work
• Detailed budget, including daily fee rates, expenses, etc. Please send your application to Thailand.procurement@plan-international.org with the subject “Videographer and Photographer for Evacuation Drill (Safe School Project)” within February 12, 2025. Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early. We reserve the right to extend the closing date at any time.