Call for applications
Deadline: 18 December 2023

The European Disability Forum (EDF) is looking for a service provider based in the EU to produce awareness animated videos on the impact of Artificial Intelligence (AI) on persons with disabilities. Depending on what is realistic to create within the budget, EDF is hoping to create 4 short animations (1 minute and 30 seconds) or 1 long animation (up to 5 minutes).

Purpose of the videos

The purpose of our animations is to reach people with disabilities who might be wary of getting involved with discussions on AI or think they lack the competence to express their needs and opinions as people who will be affected by AI systems. While there are animations that educate people about AI and human rights in general, ours serves a unique function by focusing exclusively on examples and representations of persons with disabilities and their interactions with AI. We want to create a sense of recognition and identification by showing scenarios where people with disabilities use AI in their daily lives now or in realistic future scenarios. The videos will be produced in the framework of the EDF’s Disability Inclusive Artificial Intelligence (AI) project.

Requirements for animators and conditions

• The videos should be in 2D or 3D, with the final decision made based on accessibility considerations after discussing with the service provider. 
• The videos will need to be captioned to make them accessible to people who are deaf or hard of hearing. The EDF will provide a list of suitable captioners. 
• The animator may need to provide suitable audio and video files to produce an audio-described version and work together with an audio-description specialist to create an audio-described version. 
• EDF may add sign language interpretation to the video. This work will be done by EDF after the video is produced (or by the service provider in collaboration with a sign language interpreter chosen by EDF. If so, the sign language interpreter should be involved and informed by the animation studio when necessary). In case the sign language interpretation is added by EDF, the animation studio should keep some space for the interpreter’s video to be embedded in the animation (see example of sign language interpretation in animated video)
• The cost for the sign language interpreter and audio description will be handled by EDF and is the only accessibility measure that should not be factored into the production budget by the animator. 
• Video editors should be open to making modifications based on feedback, with approximately 4 to 5 rounds of feedback expected (or less if not needed). 
• The script will be provided by EDF, but the provider’s input will be welcomed. 
• The videos should be accessible, considering the following criteria: 
  • Colour contrast and colouring should be used to accommodate individuals with colour blindness. 
  • Subtle motion should be incorporated to enhance accessibility. 
  • Audio description should be included when there is no dialogue. 
  • If background music is used, it should not hinder people who are hard of hearing from understanding dialogues and audio description. 

Terms and Conditions

The chosen service provider is required to: 

• Deliver the completed product to EDF.
• Provide EDF with source files/masters of edited content, visuals, fonts, raw footage, and full rushes, all accompanied by shot lists with English time codes, at no extra charge. This is vital as EDF upholds stringent accessibility standards and may need to make modifications based on accessibility issues reported long after the video’s production. If the service provider is unable to share the source material due to stock media licensing terms, they must supply EDF with comprehensive information about the source material, including the stock media website and item number it was sourced from. All copyrights for all products must be transferred to EDF. However, the service provider will continue to be acknowledged as the original creator of the animation.

The contractor is expected to carry out the work independently. However, in specific circumstances or for particular products, subcontracting may be permitted provided EDF gives written consent after receiving prior written notification (for example: voice-over, audio-description, etc.). 

Budget and Limitations

The EDF is currently operating on a tight budget for animation production, totalling 8.000 euros, inclusive of VAT. We acknowledge that this budget is limited and are open to adjusting our expectations to align with what is feasible within this budget. We, therefore, encourage you to submit a bid even if you can only produce a 2-minute animation instead of a 5-minute animation with this budget. 

While we’re able to be flexible about the storyline and the length of the video, we are unable to compromise with regard to the accessibility requirements detailed in this document. 

Timeline

The timeline can be discussed with the service provider, but should ideally follow this structure:

• Quote/application sent to EDF by 18 December 2023
• Selection process and confirmation of the selected animation studio by EDF before the 22^nd of December 2023
• First meeting to introduce the project in the 1^st or 2^nd week of January 2024
• First video to be published on EDF’s channels by the beginning of March 2024
• EDF will be available to review each draft and provide feedback within 2 weeks

How to apply 

If you are interested in producing awareness videos on the impact of AI on persons with disabilities and helping EDF be a more effective advocate for the rights of persons with disabilities across Europe, we invite you to apply. If your experience aligns with our requirements:

• forward your proposal, inclusive of references to prior similar work and a pricing quote to EDF’s Artificial Intelligence Policy Officer, Kave Noori at Kave.Noori@edf-feph.org
• Ensure to include Vanessa James at vanessa.james@edf-feph.org in the correspondence. 
• by 18 December 2023 at 17.00 Central European Time (Brussels Time)

If you have any questions about the project or the application process, please do not hesitate to contact Kave Noori.