ToR - Hiring Agency for Photography and video b-rolls - 2026

ROOM TO READ INDIA TRUST

Terms of Reference (ToR)

Hiring Agency for Photography and video b-rolls – 2026

Background

Room to Read India is a global nonprofit currently operating in 12 states in India: Bihar, Chhattisgarh, Delhi, Himachal Pradesh, Jharkhand, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Telangana, Uttarakhand and Uttar Pradesh. We envision a world where all children have room to read, learn, grow, and use their skills to accelerate positive change. Through education, we support millions of children in creating a world free from illiteracy and gender inequality. Since 2023, we have reached over 20 million children, enabling them to read 2-3 times faster and with greater comprehension. Over 4 lakh adolescent girls have been supported through the Girls' Education Program since 2005, with a 98% advancement rate. Room to Read India believes that World Change Starts with Educated Children.®

Purpose

Room to Read India intends to engage an agency to capture high-quality images across 7 of its intervention states during November-December 2026. We are accepting proposals from credible individual photographers and agencies that can travel across these states and capture images as per our brief.

Scope of Work

The agency will deliver 70-80 high-quality processed images and 15-20 4K video b-rolls per state. Agency will be responsible for all steps of the photography and video b-rolls including being present in the states as per the timelines shared by Room to Read India to processing the images.

Deliverables

Images: 70–80 high-quality images and 15-20 video b-rolls for each of the seven states: Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Telangana, Uttarakhand and Uttar Pradesh, plus all unedited RAW files.

Brand alignment: Images and b-rolls must be in line with the Room to Read Internal Brand Guidelines. They should depict children naturally and in action, for example reading, reading in a group or being expressive in the classroom, school or community, with dignity and agency. Shoot at the child’s eye level, favor candid moments over staged groups and leave balanced negative space for layouts.

Technical quality: Professional full-frame cameras; 300 DPI; sRGB or Adobe RGB; minimum 10–20 MB per JPEG; natural, balanced lighting and no flash in low-lit classrooms, HD Video (4K preferred).

Metadata and captions: Embedded EXIF and IPTC metadata with a title, a caption covering who, what, where, when and why (including the donor name), keywords and the credit line ©Room to Read/[Photographer’s name].

Safeguarding and consent: Full compliance with the Room to Read Child Safeguarding Policy. A signed Room to Read Consent and Media Release Form, in the local language, is required for every identifiable child and adult. No image will be accepted without consent.

Handover: All files organized by State > Donor > Program on a new 1TB or 2TB external hard drive, with a secure cloud link, within 10 days of shoot completion.

Experience

At least 5 years of photography experience, including fair experience of working with the development sector.

Access to high-quality photography, light, and other relevant equipment.

Presence across 7 Room to Read India states or ability to capture high-quality images and b-roll videos from across the 7 states as per the brief provided.

Professional experience in successfully delivering for a similar engagement would be an asset.

How to Apply

Technical and Financial proposals ( as per attached details in Annex A &B ) are invited from the interested agencies for the above assignment and the last date for submitting the proposals is 10th Nov 2026 at procurement.india@roomtoread.org [do not copy anyone from RtR]

Kindly submit two separate emails with the following subject line:

Technical Proposal – Photography & video b-rolls -2026

Financial Proposal – Photography & video b-rolls -2026

The agency should apply with the following:

The technical and financial proposals need to be submitted as per the details mentioned in Annex-A&B as above.

Read the ToR thoroughly before applying.

Only Shortlisted agency will be contacted and might be called for a face-to-face interaction with the panel.

Any incomplete application or process deviation, the proposals will automatically be rejected.

Proposal received after the prescribed deadline will not be considered.

The TDS will be applicable as per GoI.

Selected agency will be required to sign and abide by the Child Protection policy of Room to Read.

For queries, please contact:

Vivek Shrawat at vivek.shrawat@roomtoread.org

For detailed information, please check the complete version of the RFP attached below.