1. BACKGROUND

‘Strategic Communication and Support to Mass Media in the Republic of Moldova’ (hereafter StratCom or Contractor) is a four-year project funded by the European Union (EU). The overall objective of the project is to support the successful implementation of democratic reforms in the Republic of Moldova by increasing the visibility of the EU and its assistance to the country, thereby contributing to a stable, prosperous, and democratic future for all its citizens. The project aims to develop and deliver positive, credible, and impactful communication on EU support to the Republic of Moldova through a comprehensive horizontal communication strategy, large-scale campaign activities, and targeted support to the mass media sector.

These Terms of Reference (ToR) aim to support the StratCom project in ensuring high-quality photographic coverage of EU-related events, activities, campaigns, and communication outputs implemented by StratCom and/or the European Union Delegation to the Republic of Moldova (hereafter EUD). The photography services will contribute to the project’s communication objectives by producing visually strong, accurate, and diverse photo materials for dissemination through online platforms, social media, press materials, reports, and visibility products.

To achieve this, the StratCom project seeks a professional photographer or a specialized company capable of delivering reliable, timely, and high-quality photography services, including editing and delivery in formats suitable for digital and print use.

2. SCOPE OF ASSIGNMENT

The selected Contractor shall provide professional photography services as required by StratCom (hereafter the Beneficiary). The services will include planned and ad-hoc photo coverage for events and activities, as well as photo production to support campaign and visibility needs.

The Contractor shall:

• Provide event photography coverage for activities organized by the Beneficiary and/or EUD (e.g., conferences, press events, outreach activities, trainings, site visits, public campaigns, cultural events);
• Produce photo sets that capture: key moments, speakers, participants, audience, branding/visibility elements, interaction, and overall atmosphere;
• Deliver edited, high-resolution photographs suitable for publication and printing;
• Ensure fast delivery for priority events upon request (e.g., same-day or next-day selection);
• Work in close coordination with the Beneficiary to:
  a. Agree on the event brief and key shots needed;
  b. Confirm timing, location, access rules, and protocol requirements;
  c. Agree on delivery schedule, file formats, and naming conventions.

At the start of the assignment, the Beneficiary will provide relevant background information and overall guidance necessary for the proper fulfilment of the task (including branding/visibility requirements, if applicable).

3. TIMING OF THE ASSIGNMENT

Preparation: October – November 2025.
Implementation: November 2025 – September 2027.

(Services will be requested on a rolling basis, depending on the Beneficiary’s calendar of activities.)

4. DETAILS OF THE ASSIGNMENT AND DELIVERABLES

Upon request and receipt of duly authorized instructions, the Contractor shall provide the following deliverables:

Core deliverables (per event/activity):

• Event photo coverage, including a balanced and representative photo story;
• Edited photos (color correction, exposure, cropping, basic retouch where appropriate), delivered electronically;
• High-resolution files (suitable for print) and web-optimized files (suitable for online/social media), as agreed;
• A short selection of highlight photos for rapid use (when requested), delivered within an accelerated timeline.

Standard technical requirements:

• Photos delivered in JPEG (high quality) and/or RAW upon request;
• Minimum size for print-ready photos: at least 3000 px on the long edge (or equivalent), unless otherwise agreed;
• Clear file naming and folder structure per event/date (as agreed with the Beneficiary);
• Hyperlink to a download folder (e.g., cloud link) and/or access to an online archive containing all delivered materials.

The Contractor shall:

• Produce the deliverables using its own technical and human resources;
• Ensure professional conduct at events, respecting protocol, confidentiality rules, and participant consent requirements communicated by the Beneficiary;
• Deliver outputs according to the agreed schedule;
• Respond promptly to ad-hoc requests (including last-minute assignments, where feasible);
• Incorporate the Beneficiary’s feedback into subsequent deliveries (e.g., style preferences, focus on visibility elements, composition priorities).

Geographic scope:

Primarily Chisinau and other locations in Moldova as required (travel conditions to be agreed per assignment).

Note: If photo coverage outside Moldova is required, the Contractor will agree with the Beneficiary on the specific parameters, travel, and costs for that task.

Inputs:
The Beneficiary will:

• Provide event briefs (agenda, key speakers, key moments to capture);
• Provide branding/visibility guidance (if applicable);
• Confirm access conditions and contact point on site.

5. REQUIREMENTS FOR CONTRACTORS

The Contractor must meet the following criteria:

• Be a legally registered entity or an individual legally eligible to provide services (registration certificate required);
• Have at least five years of experience in professional photography (event/corporate/documentary photography preferred);
• Demonstrate relevant experience working with international organizations, development projects, public institutions, or large public events;
• Provide a portfolio of relevant work (link or PDF), including event coverage examples;
• Have adequate professional equipment (e.g., DSLR/mirrorless body, backup body recommended, lenses suitable for events, flash where needed);
• Ensure availability and capacity to deliver within short timelines when required.

The Contractor shall participate in briefings/review meetings with the Beneficiary when required to discuss performance and adjust approach.

6. EVALUATION

The award of the contract will be made to the offer determined to be:

• Technically responsive, compliant, and acceptable; and
• Having received the highest combined score based on pre-defined weighted technical and financial criteria.

7. SUBMISSION OF OFFERS

Interested candidates are invited to submit the following documents:

• Profile of the consultant/company (max 2 pages) mentioning relevant experience and why they are suitable for the work;
• CV of the professional who will act as contact point for the Beneficiary (if applicable);
• Portfolio link or sample photo package relevant to the assignment;
• Financial quotation (rates per event and/or per day, including editing; optionally hourly rate for small assignments; travel costs indicated separately if applicable).

The bid, as well as all correspondence and documents relating to the bid, shall be written in English. All financial information should be provided in Euro. Bids shall remain valid for the period of 90 days after the date of bid submission.

The full package must be sent by email at: anastasia.chistol@eu4moldova.eu no later than December, 29, 2025, COB.

Please mention in the subject line: “Provision of PHOTOGRAPHY SERVICES”.