Expression of Interest/Terms of Reference Event Organizer for Ruang Setara dan Lestari (Gender and Climate Forum)

Expression of Interest/Terms of Reference

Event Organizer for Ruang Setara dan Lestari (Gender and Climate Forum)

Yayasan Humanis dan Inovasi Sosial

Jakarta, 13-14 June 2025

 

 

A. Background

Ruang Setara dan Lestari (Gender and Climate Forum) marks a significant milestone in advancing the collective movement of civil society organizations, communities, and activists working at the intersection of gender equality, social inclusion, and climate justice. Designed as a collaborative and inclusive space, the forum brings together diverse civic actors—including civil society organizations, grassroots communities, academics, activists, cultural practitioners, media, ecopreneurs, and sustainable businesses—to foster partnerships and drive gender-responsive climate action on a broader scale.

With the theme “Celebrating Women’s Leadership in Climate and Land Use,” the forum highlights the crucial yet often unrecognized contributions of women in climate mitigation and adaptation, particularly at the local level. Despite their active role in shaping sustainable solutions, women’s leadership and participation remain underappreciated, leading to marginalization and the exclusion of their perspectives in climate policies and actions. Addressing this gap is essential to ensuring equitable and effective climate solutions.

Through this initiative, Yayasan Humanis dan Inovasi Sosial (Humanis), in collaboration with its partners, is committed to fostering a sustainable and safe platform for dialogue, knowledge exchange, and cross-sector collaboration. The forum aims to build synergy among rights holders and stakeholders and seeks to catalyze joint collaboration agendas that strengthen gender-equitable climate initiatives and policies, ensuring more inclusive and transformative climate action for the future.

To ensure the successful implementation of this event, Humanis is seeking an experienced Event Organizer (EO) to work closely with our team in the planning, coordination, and execution of the forum. The selected Event Organizer (EO) will be responsible for the end-to-end management of logistical and technical aspects of Ruang Setara dan Lestari.

 

B. Objectives

We are looking for experienced Event Organizer team who is expected to deliver the following objectives:

1. Ensure seamless event planning and execution by managing all logistical, technical, and operational aspects of the forum.
2. Facilitate an inclusive and engaging participant experience by creating a space that is accessible, participatory, and aligned with the forum’s goals.
3. Deliver a well-documented and evaluated event through comprehensive reporting, feedback collection, and recommendations for future initiatives.

 

C. Activity Schedule

Ruang Setara dan Lestari will be held on:

Day, date          : Friday – Saturday, 13 – 14 June 2025

Time                 : detailed schedule available in section F

Location           : Galeri & Selasar Emiria Soenassa, Taman Ismail Marzuki,

Jl. Cikini Raya No. 8, Cikini, Menteng, Jakarta Pusat, DKI Jakarta 10330

 

D. Activity Format

The forum consists of a series of events designed to foster collaboration and strengthen gender-equitable climate action:

Inspirational Talks

This session features two women leaders who have extensive experiences in mobilizing local communities to address the impacts of climate change. Through their stories, the session aims to inspire participants to take collective action in advancing women’s leadership and participation in climate justice. Held on the first day, it will serve as the forum’s opening event and is open to both invited guests and the public.

Thematic Discussions

Organized in collaboration with civil society organization partners, these discussions will explore the urgency of collective climate justice efforts across various sectors, including energy, community empowerment, and sustainable economies. These informal, interactive sessions will be held on the first day and will be open to the public.

Networking: Sustainable Entrepreneurs & Collaborators

This session connects women-led grassroots initiatives advancing gender and climate justice with sustainable business actors who can support their efforts. By fostering networks and identifying potential collaborations, the session aims to strengthen local women-led initiatives. It will take place on the second day for invited participants. 

Community Exhibition

Featuring 15 organizations and communities, this exhibition provides a platform to showcase initiatives, share knowledge, and raise public awareness about the impact of climate change. The exhibition will run throughout the first and second days.

Creative Showcase

Humanis will present a visual exhibition—including photography, illustrations, and videos—depicting the realities, challenges, and resilience of communities across Indonesia in the face of climate change. This showcase will be available throughout the first and second days.

Interactive Sustainability Workshops

Led by community groups and organizations participating in the exhibition, these hands-on workshops will offer practical skills and knowledge on sustainable living. Open to all ages, the sessions will take place on the second day.

Entertainment & Games Challenge

To promote critical awareness of gender equality in climate justice, the forum will feature creative activities such as film screenings, music and theater performances, and interactive games designed to spark discussion. These sessions are open to participants of all ages on the second day.

 

E. Participants

Ruang Setara dan Lestari will bring together representatives from at least 75 organizations and networks, including community groups, civil society organizations, and academics in Indonesia working to advance women’s leadership, climate justice, and sustainable land use.

The forum also aims to engage and benefit a diverse audience, including the general public, non-climate activists, youth, students, climate-affected communities, academics, artists, and cultural practitioners. The expected number of visitors and/or audience for this event is 200 persons per day.

 

F. Scope of Work and Deliverables

The Event Organizer team will be responsible for the following tasks:

 

1. Participant & Organizer Meals

• Provide 100 meal packs per day for two days for participants and organizers, including: lunch, two coffee breaks, and an adequate supply of drinking water gallons.
• Ensure dietary inclusivity (vegetarian, halal, etc.).

 

2. Sound, Stage & Lighting Management

• Sound System: Supply and install high-quality sound equipment for panel discussions, keynote sessions, and performances.
• Stage Setup: Provide and set up the stage, podium (if necessary), and speaker seating arrangement.
• Lighting: Arrange appropriate lighting for the stage, audience area, and exhibition booths.

3. Accessibility & Inclusive Services

• Master of Ceremony (MC) – Hire a professional MC experienced in gender and climate topics.
• Sign Language Interpreters – Procure and coordinate interpreters for deaf participants during the forum sessions.

4. Documentation & Media Coverage

• Assign a professional team to document the event through high-quality photos and videos.
• Provide real-time social media coverage if needed.
• Deliver an edited event highlight video and a full set of high-resolution images post-event.

5. Waste Management

• Eco-friendly Waste Management System: Ensure proper waste disposal, including waste segregation, recycling options, and coordination with waste management services or waste banks.

6. Printing & Merchandise Production – Design and layout will be provided by Humanis.

• Event Publication: Print and distribute event programs, brochures, and banners.
• Merchandise Production: Procure and produce event-related merchandise (e.g., tote bags, notebooks, T-shirts, reusable bottles).

7. Film Screening Equipment & Setup

• Screening Equipment: Provide a high-quality projector, screen, and sound system suitable for a film screening session.

8. Music Performance & Entertainment

• Performer Coordination: Secure and coordinate music performers, including contract agreements, soundchecks, and logistics. Ensure that the proposed performers (band/solo) carry messages that are in line with the theme of the event and have the appeal to attract the public to come to the event.
• Performance Setup: Arrange stage, sound, and lighting for live performances.

9. Overall Event Management & Execution

• On-site Event Coordination: Assign a team to oversee event logistics, troubleshoot issues, and ensure smooth execution.
• Manpower for Setup & Dismantling: Arrange staff to handle setup, coordination during the event, and post-event takedown.
• Safety and Security: Provide and manage technical needs including permits (if necessary) and coordination with venue managers for security and safety including first aid handlers for emergencies.

 

 

G. Timeline and Budget

The duration of work for the Event Organizer will start from 15 May 2025 until 14 June 2025. The  total budget allocated for the Event Organizer’s Scope of Work detailed in Section F is IDR 160,000,0000 (one hundred and sixty million rupiahs) (gross). The budget is allocated from We Lead Tana Papua Project, Humanis, and potential contribution from the event’s collaborators.

 

H. References

• The detailed activity schedule can be accessed here.
• Event’s concept reference can be accessed here.

 

I. Qualifications of the Event Organizer Team

Interested candidates are expected to demonstrate the following qualities:

1. Legally registered event management company with at least 3–5 years of experience in organizing forums, conferences, or public events.
2. Connections with reliable vendors, performers, and service providers (e.g., sound system, stage setup, media, and documentation teams).
3. Availability of trained personnel for logistics, sound system operation, and overall event execution.
4. Ability to execute the event efficiently within the allocated budget of IDR 160,000,000, ensuring cost-effectiveness without compromising quality.
5. Ability to anticipate challenges and provide quick solutions during the event.
6. Demonstrated experience in handling events related to social issues, gender, climate justice, or community engagement is an advantage.
7. Familiarity with sustainable event practices (e.g., waste segregation, minimizing plastic use, green logistics).
8. Willingness to work collaboratively with Humanis and its partners.