Yayasan Humanis dan Inovasi Sosial

Event Designer for Indonesia Civil Society Forum (ICSF) 2024

Request for Expression of Interest- Event Designer for the ICSF 2024

Yayasan Humanis dan Inovasi Sosial (hereinafter: Humanis) is a Jakarta-based non-profit development organization that works across the Southeast Asia region. Humanis works with marginalized groups and frontrunners to exercise rights and freedoms, bring about changes, influence decisions, and hold those in power to account. As the name suggests, Humanis envisions just and sustainable societies in Southeast Asia that fulfill and protect the rights of each individual, as well as respect differences and backgrounds. To achieve its vision, Humanis focuses on three impact areas: Gender Equality, Diversity, and Inclusion (GEDI), Civic Rights in a Digital Age (CRIDA), and Climate Justice. Currently, we have ongoing programs in Indonesia, Timor-Leste, the Philippines, and Vietnam

Humanis seeks qualified candidates for the position of:

Title                  : Event Designer for Indonesia Civil Society Forum (ICSF) 2024

Duty Station    : Jakarta

Report to          : Organizing Committee of ICSF 2024 Duration :  July to October 2024

Budget              : Max IDR. 300.000.000/gross



During the past ten years, civil society in Indonesia has stagnated, with the rise of these new forms of populist politics. Many CSOs have found it difficult to respond to the challenges of the times, such as misinformation, fragmentation, and social polarizations. An increase in the rise of “uncivil society” and challenges to freedoms of association and expression have taken place, leading to democratic stagnation and regression. As discussed at the ICSF 2022 and 2023, new forms of civil society actions are needed, led by a new generation, and using new forms of communication and social media, to reflect civil society in the 2020s. For CSOs to contribute to putting a brake on further democratic backsliding in Indonesia, national and sub- national CSOs need to continue to build their capacity, including on financial sustainability, which remains elusive for many CSOs, especially at the subnational level. To avoid a further democratic and civil right backlash, it is important to maintain the integrity of democratic institutions and popular support for democratic practices, ensure respect for universal human rights and effective forms of everyday citizen participation. There remains strong support for democracy and regional autonomy in Indonesia that civil society can build on. Civil society has shown adaptability and resourcefulness in face of the democratic decline, with some notable success stories at both national and sub-national levels. Building on this, civil society organizations need a process of internal reflection and consolidation, which will be the aim of ICSF 2024.

The overall aim of ICSF 2024 is to create a safe space for civil society to reflect, strategize, and offer thought leadership on the current state and future development of civic space and democracy in Indonesia, along three main topics: countering the narrowing of civic space; the situation of civil society organizations and human rights defenders; and strengthening civil

society networks and collaboration across actors, sectors, regions, and generations. Other issues may be identified through regional consultation and issue mapping.



Yayasan Humanis is looking for an event designer (ED) to design and facilitate a professional and collaborative Indonesia Civil Society Forum (ICSF) in September 25-26, 2024 in Jakarta. The ICSF is an annual forum to discuss and support issues for civil society and civil society organizations in Indonesia, including at the sub-national level. ICSF convenes national and local civil society activists and their reform-minded networks for consolidation, strategizing, and collective learning. The format will be a combination of keynote speakers, trust-building sessions, and facilitated breakout sessions. Special design considerations and technical solutions will be used to ensure that the ICSF is interactive, collaborative, and participatory – every participant is a resource. All sessions are conducted offline. These participants will engage in discussions centering on the capacity needs and sustainability of Indonesian civil society at the national and sub-national level. Around 250 participants and resource persons will join the event from various parts of the country to share their thoughts, perspectives, experiences, and lessons learned.

Building on the four previous Forums, the theme for the 2024 ICSF is “Fostering Dialogue, Driving Change: Civil Society’s Engagement for a Democratic Indonesia”, to be held at a hotel in Central Jakarta on September 25-26 2024. The event will be organized by Indika Foundation, Yayasan Humanis, Yappika-ActionAid and Ford Foundation (the Organizing Committee or OC). A Steering Committee (SC) consisting of development partners and national CSOs provide advice on topics, speakers and the program.

Using techniques of facilitated participation and human-centered design, the objective of the ICSF 2024 is to strategize and outline an action plan for intersectional consolidation and civil society strengthening based on various possible scenarios under the new government. The Forum will also contribute to develop a plan to conduct post-ICSF activities throughout 2024 as a follow up and preparation for the ICSF 2025.


ICSF 2024 Draft Schedule:


  • The conference will run over two full days (8:00 AM to 5:00 PM) with a networking dinner included on one of the evenings.
  • Each day will begin with a keynote speaker addressing the entire audience in the plenary hall.
  • The Event Designer (ED) will be responsible for facilitating plenary and breakout discussions following the keynote speech.
  • It is considered to have a scenario-building session during Day 1 and a strategy development/revision session during Day 2 that necessitates specific skill sets of the ED

Breakout Sessions:

  • The 250 participants will be divided into 5 breakout rooms, each focusing on a different topic.
  • The 5 topics are: civic space, organizational development, and civil society networks, and two other issues identified in the regional events
  • Within each breakout room, there will be 6-8 small discussion groups divided by
  • There will be 1 lead facilitator per breakout room, and one co-facilitators for each of the roundtables. These facilitators need to be trained by the ED.

Conference Flow:

Day 1: Understanding the Problem

  1. Opening at Plenary
  • Keynote Speaker #1 will invite participants to be courageous and turn frustration into action
  • Three Keynote Reflectors will share learnings from Regional ICSF in Medan, Makassar, and Yogyakarta
  1. Parallel Breakout Sessions
  • Participants will be assigned to the same breakout room throughout the day
  • Building on the insights from the Keynote Reflectors’ presentations and the problems identified in the Reflection Note, we will delve deeper into these issues to identify their root causes
  1. Scenario Planning during the second half of Day 1 will follow the Breakout The ED team will probe scenarios from pessimistic/worst to the optimistic/best-fit ones that may affect Indonesia’s democracy and development in the next 5 years.
  2. Wrap Up at Plenary

Participants will report the root causes identified in their breakout rooms and receive feedback from participants in other breakout rooms

Day 2: Identifying Solutions

  1. Opening at Plenary
  • Keynote Speaker #2 will encourage participants to be innovative and collaborative in solving problems
  • Keynote Speaker #3 will encourage participants to build alliances with other CSOs and key development actors from a local grassroots perspective
  1. Parallel Breakout Sessions
  • Participants will be assigned to the same breakout rooms throughout the day, but different from the previous day.
  • Discussions will focus on developing possible strategies/ solutions to tackle the previous day’s identified issues according to the various scenarios
  1. Wrap-Up at Plenary


This session will include presentations from the breakout groups about the identified collaborative action plans, gathering feedback from participants in other breakout rooms, and securing institutional/individual commitments for future collaborative action.

Scope of work

Duties and responsibilities of the event designer (ED) is to work together with the Event Organizer(to be separately procured) and the ICSF Organizing Committee (consisting of Yayasan Humanis dan Inovasi Sosial, Yayasan Indika and YAPPIKA to ensure that that the ICSF 2024 is designed to be interactive and permit maximum opportunity for discussion, debate, and dialogue, advising on the best type and mix of sessions to achieve the above objective.

There will be 5 breakout rooms for two days with morning and afternoon sessions with different goals. Each room will accommodate up to 50 participants that will be seated in 6-8 tables. Each breakout room will be managed by an ICSF host , who will provide a Lead Facilitator and rapporteurs for each room. Each roundtable will have a co-facilitator. The role of the co-facilitator will be to support the discussion process in each table, observe group dynamics during discussions and encourage full participation


ED will design the flow of the discussion, the key questions, and the facilitation plan (including the tools, etc.) for the group discussions. There will be one Lead Facilitator who will oversee the entire process, five Group Facilitators who will lead the discussions in the breakout rooms, and a total of 30-40 Co-Facilitators who will facilitate the discussion in the small discussion groups. An Ideas and Innovation Civil Society Marketplace will also be organized at the venue, with up to 15 booths. The ED may propose how to make the Marketplace effective.


The consultant is expected to:

The tasks and responsibilities of the design team is to design a participatory, inclusive and effective two-day forum and conceptualize the event so that the ICSF agenda is in line with the interests of development but also has an ‘allure’ to relevant parties. Detailed tasks include:

  1. Produce a design note with suggestions for dynamic and interactive breakout sessions
  2. Design and maintain a timeline of key tasks and deliverables until conference day and following after follow-up review
  3. Provide 1 (one) Lead Facilitator and 5 (five) Group Facilitators, and to train 30-40 OC members to be Co-Facilitators
  4. Regularly meets with the OC to update and get feedback and make necessary adjustments to the plan
  5. Liaise with EO and hotel to ensure logistical consideration for an effective conference, ensure service maintenance required for all equipment services is available in the breakout rooms (such as meta-planning tools).
  6. Join and provide feedback at the EO-organized dress rehearsal the day before the event (gladi resik).
  7. Fully in charge of the event facilitation process


The table below outlines the tasks that Humanis anticipates the successful firm will implement. The illustrative timeframe for each set of activities is also included.

Activity Illustrative Dates Term of payment Deliverable
Breakout session and marketplace design July 2024 20% Detailed design of the flow of the discussion, the key questions, the facilitation plan, and the training plan
Preparation of the event August 2024  


Complete names of Lead Facilitators, Group

Facilitators, and Co Facilitators with their credentials and facilitation experiences.

Final preparation and the rehearsal 16-18

September 2024

1.    All Group Facilitators and Co Facilitators trained

2.    Facilitation guideline for all facilitators

3.    Discussion rehearsals

Delivery of the ICSF 2024 25-26

September 2024

30% A smooth-running event of ICSF
Final report on the ICSF Mid of October 2024 25% Final technical design and implementation report


Qualifications and Experiences

The evaluation factors will be comprised of the following criteria:

  1. Technical Approach
    • Proposed technical design for an interactive and collaborative offline conference with parallel sessions (30 points)
    • Qualifications of proposed personnel to implement the proposed scope of work (20 points)
  2. Past Performance
    • Demonstrated capability and resources to provide the items and services requested in this solicitation in a timely and responsive manner. Past performance and institutional capacity for conducting offline events with >250 participants (30 points)
    • Good understanding and experience working on civil society movement, gender equality, social inclusion is an advantage.
  3. Price

Evaluated ceiling price (20 points)


For more detailed Term of Reference (ToR) information, please click



We Welcome You to Apply

We celebrate diversity and are committed to creating an inclusive environment for all employees. We particularly encourage applications from rightsholders and communities that have historically been excluded from access to employment including candidates who are gender and sexual minority, from ethnic and/or religious minority communities, with a disability, impairment, learning difference, or long-term condition, with caring responsibilities, and from less advantaged socioeconomic backgrounds.


Confidentiality Notice:

Humanis treats all incoming CVs with the utmost confidentiality. We are committed to protecting the privacy and security of all applicants. Your application and personal information will not be disclosed to third parties without your explicit consent

Interested applicants should send a proposal (methodology, material/content, timeline, and proposed budget) and CV/resume to [email protected] and cc to [email protected] no later than June 28th, 2024 with “ED Consultant” as the subject of the email.

Please be sure to compile relevant portfolios and all CVs of the team members into one document and send it along with one proposal if you are applying as a team. An application without a proposal will not be accepted. Only shortlisted candidates will be notified.

For more information about Humanis, visit https://humanis.foundation/