BACKGROUND 

The eMpowering Youths Across ASEAN (eYAA) programme, launched in conjunction with ASEAN Day on 8 August 2018, is a collaborative initiative by the ASEAN Foundation and Maybank Foundation. Dedicated to empowering youth and communities across the region, eYAA provides an experiential and educative learning platform for youth volunteers (aged 19–35) through social volunteerism. Participants collaborate with individuals from diverse backgrounds to implement innovative ideas and advocate solutions to grounded issues in local communities across ASEAN. 

The journey of eYAA: Cohort 5 began in May 2025 with the Online Regional Capacity Building Workshop, which equipped youth volunteers and CSO/SE representatives with the fundamental knowledge to support their upcoming two-week community deployment. This online engagement also refined the project proposals designed by the CSOs/SEs and fostered connections among participants before they met in person during the Onsite Regional Capacity Building Workshop in July 2025, where they further enhanced their skills, strengthened teamwork, and prepared for their community deployment. 

Following these workshops, 100 youth volunteers collaborated with ten civil society organisations (CSOs) and social enterprises (SEs) to implement impactful local community projects across six ASEAN Member States: Cambodia, Indonesia, Malaysia, the Philippines, Thailand, and Viet Nam. 

As Cohort 5 successfully concludes its community project implementation phase, the ASEAN Foundation, in collaboration with the Maybank Foundation, is organising a Closing Event on 6–7 December 2025 in Kuching, Sarawak, Malaysia [tentative]. This crucial forum provides an opportunity to evaluate the community projects, assess the youth volunteers’ impact from working with local CSOs/SEs and communities, and for the youth volunteers to share their valuable volunteering experiences. 

This Closing Event is essential as it: 

• Celebrates Achievements: Recognises the hard work and success of 100 youth volunteers and their impactful community projects. 

• Showcases Impact: Highlights the positive outcomes and benefits delivered to local communities. 

• Shares Best Practices: Facilitates knowledge transfer and continuous improvement for future initiatives. 

• Offers Feedback: Allows for constructive reflection and planning for future community development efforts. 

• Motivates Participants: Acknowledges contributions, encouraging ongoing engagement in community development. 

The eYAA: Cohort 5 Closing Event will gather representatives from the ASEAN Foundation, Maybank Foundation, CSO/SE partners (one representative from each group), and youth volunteers (2–3 representatives from each group, with an estimated total of 20–30 youth volunteers attending in person). 

To professionally capture the essence, achievements, and emotional reflections of this significant event, the ASEAN Foundation is seeking to engage a qualified Video Production Consultant. 

OBJECTIVES 

The primary objectives for the consultant are to: 

• Visually document and capture the entire eYAA: Cohort 5 Closing Event, highlighting key moments, speeches, interactions, and the overall atmosphere. 

• Produce high-quality, engaging video content (event recap and individual interviews) suitable for various digital platforms, including YouTube, Instagram, and TikTok. 

• Capture authentic human stories and emotional reflections from selected youth volunteers. 

• Provide comprehensive photographic documentation of the event for promotional and reporting purposes. 

QUALIFICATIONS AND EXPERIENCE REQUIRED 

Essential: 

• Demonstrable professional experience (minimum 3–5 years) in event videography and photography. 

• A strong portfolio showcasing previous work, including event recaps and human-interest interviews. 

• Proven ability to capture compelling visual narratives and emotional depth in storytelling. 

• Proficiency in operating high-quality professional video and photography equipment. 

• Strong post-production skills (video editing, colour grading, sound design, photo editing). 

• Ability to work collaboratively in a fast-paced event environment with excellent communication skills. 

Desirable: 

• Experience working on youth-focused, development, or international programmes. 

• Experience covering multi-day events and delivering outputs within specified timelines. 

• Familiarity with British English for textual and verbal communication during production and post-production. 

• Cultural sensitivity and adaptability to diverse ASEAN contexts. 

• Prior experience working with international non-profit organisations or corporate foundations. 

DUTIES AND RESPONSIBILITIES 

The selected Video Production Consultant will be responsible for, but not limited to, the following: 

Pre-Event Coordination: 

• Familiarise themselves with the eYAA: Cohort 5 programme, the specific agenda for the Closing Event (once finalised), and the communication objectives. 

• Formulate with the ASEAN Foundation’s Communications Consultant on the detailed content brief, interviewees, and other arrangements. 

• Provide confirmation of the number of personnel assigned to the assignment, along with their respective roles and responsibilities. 

During the Closing Event (6–7 December 2025, Kuching, Sarawak, Malaysia [tentative]): 

• Attend and provide full videography and photography coverage for both days of the event. 

• Capture key speeches, panel discussions, presentations, participant interactions, group activities, cultural performances (if any), and candid moments. 

• Conduct and film three (3) in-depth portrait interviews with selected youth volunteers, based on provided questions and brief. 

• Secure high-quality raw footage and photographs for all required outputs. 

• Provide a daily selection of raw (unedited) photos (approx. 70–100 per day) to the ASEAN Foundation team. 

Post-Event Production: 

• Edit and produce one (1) comprehensive Closing Event Recap Video (approx. 4–5 minutes, suitable for YouTube). 

• Edit and produce the three (3) individual youth volunteer (YV) Interview Videos (approx. 1–2 minutes each, portrait format, suitable for Instagram/YouTube), including integration of relevant B-roll footage/supercut from their eYAA journey documentation (to be provided by the youth volunteers themselves). 

• Undertake all necessary post-production (editing, colour grading, sound mixing, graphic overlays, subtitling as agreed). 

Logistics: 

The ASEAN Foundation will not cover separate costs for travel, accommodation, or local transport. All logistical expenses for the consultant’s participation in the event must be clearly itemised and included in the quotation.  
 

EXPECTED OUTPUTS 

During Event (Daily): 

• Daily selection of raw, unedited high-resolution photos (approx. 70–100 per day). 

Post-Event: 

• One (1) Final Closing Event Recap Video (approx. 4–5 minutes): 

• High-definition (HD 1080p or 4K) resolution, suitable for YouTube. 

• Includes music (royalty-free), graphics, and motion design. 

• Requires rounds of feedback and revisions. 

• Three (3) Final Youth Volunteer Interview Videos (approx. 1–2 minutes each): 

• High-definition (HD 1080p or 4K) portrait format. 

• Includes music (royalty-free), graphics, and motion design. 

• Integration of provided B-roll footage/supercut. 

• Requires rounds of feedback and revisions. 

• Full High-Resolution Edited Photo Gallery: 

• Minimum 200–300 professionally edited photographs from the Closing Event days. 

• Delivered in JPEG format. 

• All Raw Footage and Unedited Photos: 

• All raw video footage (unedited). 

• All unedited high-resolution photographs. 

• Delivered via a secure cloud link or on an external hard drive. 

• Final Activity Report: 

• A concise report detailing the consultant’s work, creative approach, and any observations or recommendations relevant to the video production and documentation process for the Closing Event. 

INTELLECTUAL PROPERTY RIGHTS 

All video footage, photographs, edited videos, and any other materials produced by the consultant under this engagement shall be the exclusive intellectual property of the ASEAN Foundation and Maybank Foundation. The consultant shall not use or distribute these materials for any purpose without prior written consent. 

TIMELINE AND MILESTONES 

• Application & Quotation Submission: 20–31 October 2025 

• Internal Procurement & Interview: 3 October–6 November 2025 

• Announcement of Selected Consultant: 7 November 2025 

• Kick-off Meeting: 10 November 2025 

• Event Coverage: 6–7 December 2025 (Daily during the event) 

• Video Recap Video Draft Due: 14 December 2025 

• Video Recap Video Upload: 17 December 2025 

• Youth Volunteer Interview Video 1 Draft Due: 16 December 2025 

• Youth Volunteer Interview Video 1 Upload: 19 December 2025  

• Youth Volunteer Interview Video 2 Draft Due: 23 December 2025 

• Youth Volunteer Interview Video 2 Upload: 26 December 2025 

• Youth Volunteer Interview Video 3 Draft Due: 30 December 2025 

• Youth Volunteer Interview Video 3 Upload: 2 January 2026  

• Submission of Final Activity Report: 16 January 2026 

This timeline is subject to change depending on the progress of each phase and will be updated regularly. By applying for the work, you agree to adjust the timeline accordingly when it is necessary and requested by the ASEAN Foundation.  

Milestone 1 (Due on 7 December 2025 [End of Event Coverage]) 

Activities	Deliverables
Pre-Event Preparation & Event Coverage:   – Kick-off meeting and coordination with ASEAN Foundation.   – Finalising logistical arrangements.   – Providing full videography and photography coverage during the 2-day event.   – Filming of three (3) Youth Volunteer portrait interviews.	– Confirmation of event brief and logistics.   – Daily selection of raw, unedited high-resolution photos (approx. 70–100 per day) provided for immediate social media use.

 
Milestone 2 (Due on 17 December 2025 [YouTube Upload Date]) 

Activities	Deliverables
Post-Event Production – Drafts & Final Event Recap:   – Initial editing of all video outputs.   – Incorporating feedback from ASEAN Foundation.   – Finalising the Closing Event Recap Video.	– Submission of First Drafts of Closing Event Recap Video and all three (3) Youth Volunteer Interview Videos for review.   – Submission of Final Closing Event Recap Video, incorporating feedback (ready for YouTube upload).

 
Milestone 3 (Due on 2 January 2026 [Final YV Interview Upload Date]) 

Activities	Deliverables
Final Deliverables – Youth Volunteer Interview Videos & Edited Photos:   – Incorporating feedback on Youth Volunteer Interview Videos.   – Editing and finalising the full photo gallery.	– Submission of Final Youth Volunteer Interview Video 1 (Ready for Instagram/TikTok upload).   – Submission of Final Youth Volunteer Interview Video 2 (Ready for Instagram/TikTok upload).   – Submission of Final Youth Volunteer Interview Video 3 (Ready for Instagram/TikTok upload).   – Submission of Full High-Resolution Edited Photo Gallery (minimum 200–300 photos).

Milestone 4 (Due on 16 January 2026 [Final YV Interview Upload Date]) 

Activities	Deliverables
Project Closure & Full Documentation	Compiling all raw footage, unedited photos, and the final activity report.

Payment for the consultant’s services will be processed within 14 working days following the successful submission and official approval of all final deliverables, including the Final Activity Report, by the ASEAN Foundation. The payment will be released only after the satisfactory completion of all agreed outputs. 

HOW TO APPLY 

Interested agencies or professional freelancers are invited to submit their proposals by 31 October 2025, 23:59 (GMT+7). Applications should be sent via email with the subject line: RFQ Application – Video Production Consultant eYAA: Cohort 5. 

Please email your application to glorius.setra@aseanfoundation.org, with a copy (CC) to tirza.listiarani@aseanfoundation.org, aldila.fatawa@aseanfoundation.org, and aseanempoweringyouth@aseanfoundation.org. 

The application should include: 

• Curriculum Vitae (CV) or Company Profile: Highlighting relevant experience and qualifications. 

• Portfolio: A portfolio showcasing previous videography/photography work. 

• Quotation: A comprehensive and itemised breakdown of fees and all relevant expenses, including any logistical costs (e.g. travel, accommodation, local transport) if applicable. Every cost component must be clearly specified to avoid unforeseen expenses at a later stage. The quotation must also specify the number of personnel who will be deployed for the assignment, along with their respective roles. All financial figures must be quoted in United States Dollars (USD). Please also indicate clearly if any aspect of the quotation is negotiable. 

Please direct any enquiries regarding this RFQ to Glorius Setra, Communications Consultant of eYAA Programme, glorius.setra@aseanfoundation.org.