Expression of Interest/Terms of Reference Exhibition Organizer for Ruang Setara dan Lestari

Expression of Interest/Terms of Reference

Exhibition 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 support this vision, Humanis is seeking an experienced Exhibition Organizer to manage the exhibition sessions within Ruang Setara dan Lestari. The exhibition organizer will be responsible for the end-to-end management of the art and community exhibitions, ensuring an engaging, accessible, and well-executed showcase that aligns with the forum’s goals. This includes logistical setup, technical execution, exhibitor coordination, and interactive audience engagement.

 

B. Objectives

The Exhibition Organizer will be responsible for the planning, coordination, and execution of the Exhibition Sessions at Ruang Setara dan Lestari (Gender and Climate Forum). Specifically, the exhibition organizer will:

1. Ensure a seamless exhibition experience by providing high-quality logistical and technical support.
2. Create an engaging and inclusive exhibition space that aligns with the theme “Celebrating Women’s Leadership in Climate and Land Use.”
3. Support exhibitor needs by facilitating setup, accessibility considerations, and smooth operation throughout the event.
4. Enhance audience engagement by ensuring interactive, well-curated, and visually appealing exhibition areas.
5. Implement sustainable event practices such as eco-friendly materials, efficient waste management, and accessibility features.

 

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 H

Location           : Galeri Emiria Soenassa, Selasar Emiria Soenassa, Promenade Area

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 Exhibition Organizer team for the Exhibitions will be responsible for the following tasks:

1. Pre-Event Preparations
   • Detailed exhibition layout and design plan, incorporating the forum’s thematic elements.
   • Procurement and setup of booths, tables, chairs, partitions, signage, and decorations.
   • Coordination with Humanis and Event Organizer regarding exhibitor requirements, schedules, and space allocation.
   • Ensuring logistics and technical readiness, including lighting, sound system, and multimedia equipment for interactive displays.
2. Exhibition Execution
   • On-site installation and setup of exhibition spaces before the event.
   • Real-time technical support and troubleshooting during the exhibition sessions.
   • Coordination with exhibitors for smooth presentation and audience engagement.
   • Dismantling and cleanup of the exhibition area, ensuring venue restoration.
3. Venue Setup and Decorations
   • Design, produce, and install stage backdrop, banners, and venue signage. Design and layout will be provided by Humanis.
   • Set up a designated area for participant engagement, including a backdrop and props.
   • Provide and arrange additional chairs to accommodate 150 participants.

 

G. Timeline and Budget

The duration of work for the Exhibition Organizer will start from 15 May 2025 until 14 June 2025. The  total budget allocated for the Exhibition Organizer’s Scope of Work detailed in Section F is IDR 120,000,000 (one hundred and twenty 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 Exhibition Organizer Team

Interested candidates are expected to demonstrate the following qualities:

1. Legally registered exhibition management company with at least 3–5 years of experience in organizing public exhibitions.
2. Connections with reliable vendors and service providers.
3. Ability to execute the event efficiently within the allocated budget of IDR 120,000,000, ensuring cost-effectiveness without compromising quality.
4. Ability to anticipate challenges and provide quick solutions during the event.
5. Demonstrated experience in handling exhibitions related to social issues, gender, climate justice, or community engagement is an advantage.
6. Willingness to work collaboratively with Humanis and its partners.