SOLTRAIN+ has released a new Call for Proposals for the provision of high-quality photography and videography services during the 2026 SADC Sustainable Energy Week (SEW), to be held from 23–27 February 2026 in Victoria Falls, Zimbabwe. The media team will be responsible for capturing and documenting the 9th SOLTRAIN+ Conference, a central event highlighting solar thermal innovation, capacity building, and regional collaboration across the SADC region.
About the 2026 SADC Sustainable Energy Week
The SADC Centre for Renewable Energy and Energy Efficiency (SACREEE), together with the Government of Zimbabwe’s Ministry of Energy and Power Development, will host the 2026 SEW in Victoria Falls. The event will gather regional and international stakeholders to explore advances in renewable energy, with a strong focus on solar thermal technologies.
As part of the programme, SOLTRAIN+ will host the 9th SOLTRAIN+ Conference, which requires professional media coverage to document proceedings, showcase outcomes, and support ongoing communication and visibility efforts.
Scope of the Assignment
The selected service provider will deliver comprehensive photography, videography, and post-production editing services over a contracted period of 10 person-days. The work covers three major thematic outputs:
1. Conference Photography
- Full-day photographic coverage of the 9th SOLTRAIN+ Conference on 23 February 2026
- Images capturing keynote speeches, panel discussions, interactions, networking, and technical visits
- Same-day delivery of at least 30 edited photographs
- High-resolution outputs suitable for print and digital use
- Professional headshots for 12 project partners and 8 gender managers
2. Videography: Three Feature Videos and Reels
The contractor will produce three professionally edited 10-minute videos, each accompanied by a short (<1-minute) social media reel:
- SOLTRAIN+ Conference Highlights – a curated summary featuring sessions, poster displays, site visits, partner interviews and selected moments from the wider SADC SEW.
- SOLTRAIN+ Bursary Showcase – a feature profiling bursary recipients, including impact stories, interviews and the integration of student-produced clips.
- Gender and Diversity Success Stories – a dedicated video celebrating women’s leadership and participation in renewable heating and cooling.
All videos must include smooth transitions, suitable background music, captions where required, and clear alignment with SOLTRAIN+ branding.
Timeline
- Contract start: 23 February 2026
- Event dates: 23–27 February 2026
- Final deliverables due: 20 March 2026
Responsibilities
SACREEE
- Provide branding guidelines, event access, accreditations and coordination support
- Facilitate access to venues, sessions and participants for filming and photography
- Review deliverables and provide timely feedback
- Process payments in line with the agreed contract terms
The Service Provider
- Use professional-grade equipment and skilled personnel
- Ensure all outputs meet SACREEE communication and branding standards
- Deliver all content via USB or Google Drive in agreed formats
- Maintain professionalism, confidentiality and respect for event protocols
- Handle all logistics, crew arrangements, technical setup and post-production
- Make reasonable edits or adjustments requested before final approval
Evaluation Criteria
Proposals will be assessed on the following:
- Qualifications and experience of the team (30 points)
- Relevant regional or international organisational experience, with at least three references from the last two years (30 points)
- Quality and feasibility of the proposed methodology and work plan (40 points)
- Compliance with Zimbabwean company registration and tax requirements (mandatory)
Submission Details
- Deadline: 16 January 2026, 23:59 (Windhoek Time)
- Format: Electronic PDF, maximum 20 pages (excluding annexes)
- Email: procurement@sacreee.org
- Clarification requests: to be submitted before 19 December 2025
- SACREEE is not obliged to accept any proposal and will respond to all clarification requests via email without identifying the source of the enquiry.
