Call for tenders - Video Production - The European Liberal Forum

European Liberal Forum 
Rue d’Idalie 11-13,   Boite 6,   1050 Ixelles,   Brussels (BE). 
Services: Video recording and editing
Date of publication: 30.04.2025. 
The deadline for submitting the tender is 19.05.2025. 

The European Liberal Forum (ELF) is the political foundation and think tank of the European liberals, the ALDE Party. It has a network of 56 member organizations across Europe. ELF is primarily funded by a grant from the European Parliament, and its business processes are subject to EU financial regulation. 

ELF organizes over 60-80 events and produces approximately 100 written outputs each year. These events range from full day conferences to training sessions, from policy lab sessions to closed-door stakeholders’ dialogues. The purpose of this call for tenders is to conclude a contract with videographer(s)/editor(s) capable of providing video recording/editing services for the ELF Secretariat and its Member Organisations:

The main types of services required are:  

Event video production and editing (event filming and 3-5 minutes video with highlights, short interviews, including subtitles)  

Promo teasers/social media posts (short videos up to 45 sec) for the purpose of promoting key ELF messages and events.

Promo teasers/social media posts (reels) (short videos up to 15 sec) for the purpose of promoting key ELF messages and events.

Editing videos up to 3 minutes, adding ELF visual elements and subtitling  

Up to 60sec videos with animation and graphic storytelling to describe topics/policy areas.  

Type of contract and contract duration 

3-year framework contract for services. 1 month notice period for both sides. Fees charged are based on the offer, able to be amended up by 10% with prior notice as the maximum allowed by our financial regulations before needing to redo the tender.

Response times and methods of working 

Please foresee several feedback rounds with a response of no more than 48 hours in the feedback phase. The initial implementation time will be determined at the beginning of each project based on the technical specifications of the brief. 

Terms and conditions

Provider accepts payment condition: exclusively via invoice, minimum 14 days after being issued an invoice and only after the service is consumed (date of overnight stay for accommodation, flight date) or monthly based on services used in that month. The provider must be able to encode invoices or separate expense lines with ELF’s internal analytical codes.   

Legal entity registered in the EUMS, registered for intra-community transactions (VAT ID) and able to issue invoices with prices indicated in EURO or local currency and EURO.   

Can provide a dedicated contact person or desk to handle requests during peak working hours (Monday to Friday, 10h-17h) or another form of support. Automated online platforms and other technical solutions are taken into consideration.   

Be able to respond to requests in a maximum of 3 working days. 

Selection criteria

Price   

Quality of visuals and examples/portfolio

Creative solutions

Availability, working methods and their alignment with ELF business processes  

Previous experience with similar organisations

The tender application, to be submitted in English, should consist of the following components:  

Cover letter including the information about the company’s legal status and capacities to provide services on the scale mentioned above: name of the company, legal address and form of association, structure of the company, VAT number and status. 

Portfolio: Suppliers interested in this tender should provide a portfolio with relevant work and clients.

Agency or service fee or rate per type of work (VAT included, if applicable) (see list of expected products under ‘Scope of work’) as well as expected payment methods and due dates for invoice payment.

If you are interested in providing these services, you are requested to submit your application in PDF and signed by an authorized person by email no later than 19.05.2025. Contact email: tender@liberalforum.eu  

If you have questions, please do not hesitate to reach out to Tamás Toplak, Head of Communications, European Liberal Forum – ttoplak@liberalforum.eu.  

Video production