1. Introduction

 

BTS (Belgian Tamil Sangam) invites professional photographers and videographers to submit proposals for the complete photo and video coverage of our annual Deepavali 2025 celebration in Leuven.

This is one of our major cultural events, featuring traditional performances and community celebrations. We are seeking experienced and creative professionals or studios who can manage the entire coverage independently, bringing all necessary equipment and expertise to deliver high-quality results.

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2. Scope of Work

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Photography

• Pre-event setup and décor photos

• Full event coverage (candid and posed moments)

• VIP, guest, and group portraits

• Stage performances and audience interactions

• Professionally edited, high-resolution final images

Videography

• Full HD / 4K recording of the entire event

• Multi-camera setup for key moments

• Highlight video (3–5 minutes) capturing the essence of the event

• Full-length event video and individual performance clips

• Professional editing, color correction, and sound enhancement

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3. Technical Specifications

 

The selected candidate must bring all necessary equipment and materials required to complete the work.
BTS will not provide any cameras, lighting, or accessories.

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Equipment (to be brought by the candidate)

• DSLR/Mirrorless cameras

• 4K-capable video cameras

• Drones (if permitted)

• Stabilizers/gimbals

• Professional lighting and reflectors

• Audio recording equipment

• Lenses (wide, telephoto, low-light)

• Backup storage (memory cards, SSDs, drives, etc.)

Output Formats

• Photos: JPEG / PNG (High Resolution)

• Videos: MP4 / MOV (Full HD / 4K)

• Delivery: Cloud storage, online gallery, and/or USB drive

Support from BTS

• Access to event venue and stage areas

• Coordination for scheduled performances and VIP sessions

• Point of contact for logistical queries

All other technical and creative arrangements must be managed by the candidate or their team.

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4. Team & Experience

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Applicants must demonstrate strong experience in event photography and videography, preferably for cultural or stage-based events.

Requirements:

• Professional photographers and videographers with proven expertise

• Experience covering large-scale cultural/community events

• Availability for the full event duration

• Portfolio of past work (YouTube, Facebook, Instagram, or website links)

Please include short profiles of your team members and examples of relevant past projects.

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5. Deliverables & Timeline