TERMS OF REFERENCE
Service Provider: Event Organizer for HORAS Smallholder Hub
Learning Event in Medan
Background
SNV is a mission-driven global development partner working in more than 20 countries across Africa and Asia. Building on 60 years of experience and grounded in the 2030 Agenda for Sustainable Development, we work on the core themes of gender equality and social inclusion, climate adaptation and mitigation, and strong institutions and effective governance. Together with our team of over 1,600 people, our mission is to strengthen capacities and catalyse partnerships that transform the agri-food, energy, and water systems, which enable sustainable and more equitable lives for all.
UL Smallholder Hub project
SNV has been implementing a 5-year project to support Unilever in establishing the Smallholder Hub to improve oil palm production and its traceability from farmers to mills and plantations. The project has been implemented in 7 districts of Asahan, Batubara, Deli Serdang, Labuhan Batu Selatan, Serdang Bedagai, Simalungun, and Tapanuli Selatan in North Sumatra Province.
After two years of program implementation, numerous lessons and positive impacts have been observed on the ground, particularly in improving the livelihoods of smallholder farmers and their families, which can be shared with broader audiences. One of the roles of the HORAS Smallholder Hub is as a Centre of Sustainable Information, especially for Sustainable Palm Oil. This involves sharing the program's success with other smallholders within the project area who have not yet been intervened, as well as with external stakeholders to facilitate duplication and achieve greater impacts. For the above reasons, HORAS Smallholder Hub would like to conduct a Lesson Learns Event in Medan on 31 July 2025. We aim to hire an event organizer to support the event, ensuring better preparations and implementation.
Objectives
Through this assignment, the event organizer will support SNV in organizing a public event to showcase the HORAS Hub project progress and achievements to an audience of local government, private sector, farmers, local partners, development partners, and the general public. The organizer will also support media coverage for the event.
Time and Place
Day/ Date : Thursday, 31 July 2025
Time : 09:00 – 17.00
Venue : TBC (Medan Kota Sumatera Utara)
Agenda
HORAS Smallholder Hub Learning Event 2025
| Time | Activity | PIC |
| 08.00 – 08.30 | Registration | HORAS Hub |
| 08.30 – 08.40 | Opening by Master of Ceremonies | MC |
| 08.40 – 09.00 | Singing the National Anthem of Indonesia Raya | MC |
| 09.00 – 09.15 | Chanting the Opening Prayer for the Event | Organizer |
| 09.15 – 09.30 | Welcoming Speech from SNV Indonesia | Country Director/ Sector Lead Agri |
| 09.30 – 10.00 | Keynote Speech – Public-Private Partnership towards Indonesia Sustainable Palm Oil (ISPO) Certification* | PUSFASKER Kemendagri |
| 10.00 – 10.30 | Keynote Speech – Government Initiative for Smallholder Farmers to Mitigate EU-DR Regulation* | ProvSU Dinas Perkebunan |
| 10.30 – 11.00 | Keynote Speech – North Sumatra Sustainable Palm Oil Roadmap* | ProvSU Bappelitbang |
| 11.00 – 11.30 | Awarding Ceremony: Inspiring Cooperatives, Smallholder Farmers, and Women Activists** | HORAS Hub |
| 11.30 – 12.00 | RKT Signing and Press Conference | HORAS Hub |
| 12.00 – 13.00 | ISHOMA | |
| 13.00 – 13.15 | Presentation: Why address Integrated Regenerative Agriculture (IRA) at smallholder farmers’ oil palm plantations? | SNV BMP Reg Ag Advisor |
| 13.15 – 14:00 | Lecture Note: Regenerative Agriculture Principles in Oil Palm | Prof. T Sabrina |
| 14:00 – 15.00 | Panel Discussion: Building Resilience: Collaborative Pathways to a Sustainable Palm Oil Future through Regenerative Agriculture** | Moderator |
| 15.00 – 15.15 | Coffee Break | |
| 15.15 – 16.55 | Lesson Learns (Breakout Rooms): Multi-Approach of Integrated Regenerative Agriculture in the Sustainable Palm Oil Sector
| HORAS Hub Advisors and Implementing Partners |
| 16.55 – 17.00 | Closing and Wrap-up | HORAS Hub |
Note:
*) TBC
**) Several categories
***) Disbunnak ProvSU, SNV (Pak Dani), Prof. T. Sabrina, Cooperative (KPUD Lestari), Unilever, and P3AKB
Scope of works
- Event Planning and Coordination
- Provide a checklist of the events’ needs and PIC
- Provide blueprint of the event’s area (VIP room, register area, participant’s flow, expo booth, sound system area, etc.)
- Arrange participant flows from the register to enter the main ballroom
- Production of stand-out banners, horizontal banners, exhibition booth, and other visibility media
- Arrange exhibition booth settings (include produce booths (five booths size 3x2m each), booth design, and arrangement based on discussion with SNV)
- Provide MC and moderator services with knowledge of agri-food topic is preferred
- Provide photographer(s) and videographer(s) to cover the event
- Advice on event format (workshops, field visits, presentations, panel discussions, etc.) aligned with SNV’s expectations
- D-day organizing
- Manage on-site registration (attendance lists) and support during the event
- Liaise with the service for VIPs (city mayor, ministry director, etc.)
- Provide sufficient number of staff to support at least the Front of House (FOH), runner, registration desk, booth PIC, and other upon discussion
- Manage booth exhibition and other visibility media arrangement and finalisation at the location
- Logistics and Supplies
· Procure and manage materials for the event: learning kits, handouts, name tags, stationery
· Arrange necessary equipment like projectors, microphones, flip charts
- Marketing and Communication
· Make highlights of the event and produce press release and media coverage
· Support promotion of the event to ensure adequate participation
· Prepare event materials like brochures, banners, and social media content
· Manage press releases or media liaison if needed
Deliverables
The event organizer's expected deliveries support the whole arrangement of the HORAS Hub Learning Event, as detailed in the Scope of Works.
Requirements
- The vendor is an institution, a consultant, or a team consisting of at least three people.
- Based in Medan City is most preferred.
- Having experience in organizing workshops related to the agri-food topic is preferred.
- Advanced knowledge in agri-food, sustainable palm oil, is preferred.
- Extensive experience in producing press releases, media coverage, and visibility media (banners, standing banners, etc.).
- Extensive experience in designing, producing, and arranging booths.
- Experienced in arranging a workshop with various participants from the government, development partners, other service providers, and the public.
- Demonstrate the ability to complete the delivery of the products on time as scheduled.
- Good command of English and native Indonesian.
Responsibilities
- SNV
· Provide guidance
· Advice on the assessment set up and design, provide feedback as required
· Pay the fee and costs for the video production process
· Assist with arranging contact with relevant stakeholders (meetings, etc.) as required
- Service Provider
· Align SNV input to the event arrangements
· Lead in arranging the offline settings as described in the scope of work
· Involve SNV and relevant stakeholders in the process
Coordination Arrangement
The event organizer will work closely with and report directly to the Knowledge Management Officer, in coordination with the HORAS Hub Advisor and Project Manager. SNV’s team will guide the event organizer through all needs during the closing event.
Participants
| No | Institution | Participants |
| 1 | Unilever Indonesia | 5 |
| 2 | SNV Indonesia (HORAS Hub & BIPOSC + SNV JKT) | 17 |
| 3 | Moderator and Facilitator | 5 |
| 4 | FORTASBI | 2 |
| 5 | KPUD Lestari | 2 |
| 6 | Yayasan Sumatera Hijau Lestari (YSHL) | 2 |
| 7 | Yayasan Pertumbuhan Hijau Lestari (YPHL) | 2 |
| 8 | Koompasia Enviro Institute (KEI) | 2 |
| 9 | Meridia | 2 |
| 10 | Inovasi Sejahtera Berkelanjutan (ISB) | 2 |
| 11 | Widya Erti Indonesia (WEI) | 2 |
| 12 | Earthqualizer | 2 |
| 13 | HAPSARI | 2 |
| 14 | Pempem | 2 |
| 15 | Forum Konservasi Leuser (FKL) | 2 |
| 16 | WRI Indonesia | 2 |
| 17 | Coalition for Sustainable Livelihoods (CSL) | 1 |
| 18 | Pusat Unggulan Perkebunan Lestari Aceh Tamiang | 1 |
| 19 | FOKSBI Tapanuli Selatan | 1 |
| 20 | 17 Cooperatives | 34 |
| 21 | Yayasan Konservasi Cakrawala Indonesia (YKCI) | 2 |
| 22 | Badan Perencanaan, Penelitian dan Pengembangan (Bappelitbang) Provinsi Sumatera Utara | 5 |
| 23 | Dinas Perkebunan dan Peternakan Provinsi Sumatera Utara | 3 |
| 24 | Dinas Koperasi dan UKM Provinsi Sumatera Utara | 3 |
| 25 | Dinas Pemberdayaan Perempuan, Perlindungan Anak, dan Keluarga Berencana (P3AKB) Provinsi Sumatera Utara | 3 |
| 26 | Bapperida Asahan | 2 |
| 27 | Bappedalitbang Batu Bara | 2 |
| 28 | Bappedalitbang Deli Serdang | 2 |
| 29 | Bappedalitbang Labuhan Batu Selatan | 2 |
| 30 | Bappedalitbang Serdang Bedagai | 2 |
| 31 | Bappeda Simalungun | 2 |
| 32 | Bappeda Tapanuli Selatan | 2 |
| 33 | Dinas Pertanian Asahan | 2 |
| 34 | Dinas Pertanian Batu Bara | 2 |
| 35 | Dinas Pertanian Deli Serdang | 2 |
| 36 | Dinas Pertanian Labuhan Batu Selatan | 2 |
| 37 | Dinas Pertanian Serdang Bedagai | 2 |
| 38 | Dinas Pertanian Simalungun | 2 |
| 39 | Dinas Pertanian Tapanuli Selatan | 2 |
| 40 | Akademisi dan Mahasiswa | 15 |
| 41 | Journalist | 10 |
| | TOTAL | 154 Persons |
| No | Media | Participants |
| 1 | Tribun News Medan | 1 |
| 2 | Waspada | 1 |
| 3 | Sumut Pos | 1 |
| 4 | Medan Bisnis | 1 |
| 5 | Analisa | 1 |
| 6 | Sinar Indonesia Baru | 1 |
| 7 | Andalas | 1 |
| 8 | Harian Bersama | 1 |
| 9 | Berita Sore | 1 |
| 10 | Mimbar Umum | 1 |
| | TOTAL | 10 |
| No | Media | Participants |
| 1 | Universitas Sumatera Utara | 2 |
| 2 | Politeknik Negeri Medan | 2 |
| 3 | Universitas Muhammadiyah Sumatera Utara | 2 |
| 4 | Universitas Islam Sumatera Utara | 2 |
| 5 | Universitas Asahan | 2 |
| 6 | Universitas Medan Area | 2 |
| 7 | Universitas HKBP Nommensen | 2 |
| 8 | Politenik Pembangunan Pertanian Medan | 2 |
| 9 | Universitas Simalungun | 2 |
| 10 | Institut Teknologi Sawit Indonesia | 2 |
| | TOTAL | 20 |
Note: The full list of organizations will be informed soon.
Application process
The candidate should submit these documents to indonesia-procurement@snv.org cc-ed iibrahim@snv.org by Wednesday, 13 July 2025 and please fill the “subject” column with format “Event Organizer - HORAS Project – Your Name”. Documents to be provided:
- Technical and financial proposal
- CV (with relevant supporting documents to prove skills or experiences)
- Portfolio
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