Consultancy for a Photo Exhibition in Brussels

CONTEXT:
HIAS Europe, the European branch of the international humanitarian organization HIAS, seeks an experienced consultant or team to develop and organize a temporary humanitarian photo exhibition. The exhibition will focus on the displacement crisis in the Darién Gap, Central America, and will be developed and implemented between February and May 2025.

The exhibition aims to draw the attention of key decision-makers in Europe to the severe humanitarian and protection challenges, particularly for women and children. It will also showcase the collaborative efforts of HIAS, Médecins du Monde, and the European Commission in ensuring access to rights, protection, and healthcare for displaced individuals and the results of the DG ECHO Funded project “Proteccion y Salud”.

CONTEXT AND PROJECT DESCRIPTION:
Since 2023, HIAS and Médecins du Monde, with the support of the European Union, have provided humanitarian aid to vulnerable people in the Darién Region, one of the most dangerous migratory routes in the world.

The photo exhibition will take place in May amidst the European Humanitarian Forum on May 19-20th , 2025, at the Square convention Centre 2025. The exhibition venue will have to be sourced by the consultant in either a public or private space. The EHF brings together public policy decision-makers, donors, and humanitarian organizations to explore durable solutions to humanitarian challenges, draw attention to overlooked crises, and plan further cooperation.

PURPOSE AND SCOPE OF THE WORK:

The exhibition will engage attendees by showcasing the humanitarian challenges in the Darién Gap and the partner organizations’ response to them. This will be achieved through impactful storytelling, strategic use of photojournalistic images, and infographics conveying key messages and data.

HIAS will provide the exhibition’s content, including:

• Over 200 photographs captured by a renowned photojournalist during a September 2024 in field mission through the Darién migratory route in Colombia, Panama, and Costa Rica.
• Audio testimonials, B-roll footage, multimedia content, background information, critical data, and key messages.

The available content should be shaped into a coherent, curated, and thoughtful photographic exhibition aligned with HIAS’ brand guidelines.

The contractor will deliver:

1. The physical design of the exhibition, including materials, technical specifications for required equipment, assembly instructions, and final files.
2. The editorial/curatorial design of the exhibition.
3. A sustainable, transportable, and reusable exhibition setup using eco-friendly and recycled materials.
4. A comprehensive guide for replicating the exhibition, including detailed instructions, material lists, and open files.
5. Logistical oversight for the assembly and disassembly of the exhibition in Brussels during May 2025.

See examples of the desired outcome here: 1, 2, 3

KEY RESPONSIBILITIES:

• Curatorial Narrative and Concept:
• Adapt to an exhibition language, a humanitarian narrative provided by HIAS, that raises awareness about the human rights challenges in the Darién Gap, while highting the consortium partners’ response.
• Exhibition Design:
• Design a physical setup prioritizing eco-friendly, recycled, and reusable materials.
• Ensure the inclusion of multimedia content highlighting B-rolls and testimonials
• Ensure the setup is transportable and easy to assemble in other locations worldwide.
• Replication Guide:
• Create a detailed guide for replicating the exhibition in other locations, including all necessary files, instructions, and material specifications.
• Logistics and Assembly:
• Oversee the logistics and physical assembly of the exhibition in Brussels.
• Supervise the disassembly and return of the exhibition materials to the HIAS Europe office.

METHODOLOGY:

The selected consultant will:

• Lead the development of the exhibition’s concept, working closely with the HIAS team to finalize the content, graphic design, visual identity, and physical setup proposal.
• Provide a clear project management plan, including key milestones, necessary resources, and deliverables.
• Estimated dates are March (Conceptualization), April (Design and construction), and May (organization of logistics, finalization of the exhibition, assembly and disassembly in the venue site at Brussels).
• Schedule and conduct regular progress weekly review meetings with the HIAS team.
• Prepare a comprehensive guide for assembling and dismantling the exhibition, including material specifications, open files, and detailed instructions.
• Oversee the physical production logistics, assembly, and disassembly of the exhibition, ensuring compliance with established protocols and local regulations for the venue.

PROFILE:

• A design studio or contractor with previous experience in developing public exhibitions, including design, conceptualization and assembly, based in Brussels, Belgium.
• Contractors with previous experience of working with humanitarian organizations is a plus.
• Knowledge of Spanish is a plus.

How to apply

Interested consultants or teams should submit the following:

1. Proposal (maximum 2 pages), including:
   1. A brief concept outlining your approach to the exhibition. This should include photo references of the expected outcome of the consultancy.
   2. A proposed timeline with key milestones.
   3. A budget estimate, including consultancy fees and anticipated production costs.
2. Portfolio showcasing relevant past projects, particularly exhibitions or similar public installations.
3. CV(s) of the lead consultant(s) and key team members, highlighting relevant experience.

Deadline for applications: 28 of February

Submission: Please submit all materials to the website and send all materials in one email to ilaria.molinari@hias.org with the subject line: “Consultancy Application – Photo Exhibition Brussels.”