SUN4Ukraine

Who develops the content and scripts?

Energy Cities will provide the final topics, learning objectives, and content. We are working together with expert speakers to deliver on this. The service provider’s creative role is to advise on the most visually engaging way to produce the videos (a discussion to happen at project start) and to shape the final narrative/storyline in editing. It’s not yet decided whether speakers will follow a fixed script or speak spontaneously to leading questions. Here, we would like to bring in the creative expertise of the chosen service provider in terms of what could be the most visually engaging and compelling way to produce these videos. This is a conversation we would like to have with the service provider at the beginning of the process.

How many speakers/participants are expected per video, and can experts appear in multiple videos?

Around 2 speakers per video. Not every video will necessarily feature a unique expert. Some experts may appear in multiple videos, though this is still being defined. Clarity on which speakers will be filmed in person vs. remotely is expected by October. Ability to film in multiple locations (beyond Warsaw and Ukraine) is an advantage.

What can bidders expect from the Warsaw filming day

Filming will take place during an existing event: workshops/lectures in the morning (potential B-roll to be captured then, tbc) and separately organised interviews in the afternoon once the event ends. Around 4- 6 hours of filming is anticipated; the number of speakers is still being defined.

Have the two Ukrainian cities (outside Kyiv) been identified?

Not yet. These will likely be among the project’s Flagship Municipalities. Bidders should make their own reasonable travel and accommodation assumptions in their financial proposals.

Can bidders propose more than the minimum four filming days?

Yes, more filming days can be proposed if fully justified with clear reasoning or creative direction. Additional filming days are to be quoted under the additional services category.

What B-roll footage is required, and for which topics/locations?

B-roll is not expected for every video.  It’s mentioned as an opportunity to capture extra footage during the Warsaw and Ukraine shoot days (e.g. city footage when filming on location in Ukraine). Bidders are welcome to bring their own ideas and creative vision for this in their proposal, to be discussed with Energy Cities at project start.

Most of the 12 topics (including more theoretical ones like governance framework, financing, and monitoring & evaluation) will rely primarily on clear expert explanations rather than location footage. Energy Cities is currently identifying suitable experts for this. The service provider’s role is to help shape strong narrative and storytelling around these explanations. The Ukraine shooting days are intended for filming Ukrainian colleagues and capturing experiences from the Flagship Municipalities in their own cities, not to cover every topic on location.

Additional shooting days, or complex graphics/charts to support the more theoretical topics, can be proposed and quoted under “additional services” if part of the bidder’s vision.

What existing materials/footage do you already have, and can bidders review them beforehand?

The materials are mostly lengthy presentations and recorded webinars (largely Zoom recordings); bidders are not expected to review these at this stage, and Energy Cities does not expect the provider to watch full recordings. Energy Cities will select and provide specific materials/content where relevant to particular videos. Some additional professional B-roll footage may also be available but is unconfirmed.

Will someone from the Energy Cities team travel to Ukraine for the shoots?

No, the Energy Cities team will not be able to travel to Ukraine. Travel and other expenses should only be quoted for the production crew.

Do you have branded graphic templates, or should bidders create graphics from scratch?

Energy Cities will provide the SUN4Ukraine project’s visual identity guidelines, but graphic templates for the videos themselves would still need to be created by the service provider.

Are thumbnails/cover images (including for the platform) expected as deliverables?

Not envisaged as a core deliverable, but bidders may quote this as an optional/additional service if it fits their creative direction.

What’s the preferred method for handing over source footage and project files (potentially 6–8 TB)?

Not yet confirmed whether all source footage will be needed, given the large volume. If it is required, Energy Cities will arrange and cover the handover/delivery separately from the quoted proposal.

And lastly about budget: this cannot be disclosed for fairness across bidders. We encourage bidders to propose a price that they consider realistic and fair based on the ToR, and quote additional services separately.