Dear Bapak and Ibu,
SNV is currently seeking a Service Provider to support the organization of an event, namely SNV’s Learning Event, which is planned to be conducted on 18 June 2026. Please find more detailed information in the attached TOR.
Thank you for your attention, and we look forward to receiving your proposal
Regards,
SNV
| Organisation | SNV |
| Project | Event organiser for SNV annual learning event |
| Assignment | Country office |
| Location | South or Central Jakarta |
| Duration | 3 months (April - Week 3 of June 2026) |
| Starting date | April 2026 |
1. About snv
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.
2. Background
To strengthen organizational learning, coherence, and external engagement, SNV will convene its first Annual Learning Event as a dedicated platform to showcase evidence, exchange insights, and foster collaboration. The event is planned on 18 June 2026 and will bring together approximately 80 participants, including representatives from national government, prospective donors, the private sector, development partners, and farmer groups. The theme for this year is “Regenerative Agriculture for Climate-Resilient Livelihoods.” To ensure professional delivery and seamless implementation, SNV seeks to engage a qualified event organizer to manage the event’s preparation and execution
3. Objectives
The objective of this assignment is to engage a qualified event organizer to support SNV in planning, coordinating, and delivering SNV Annual Learning Event in a professional, efficient, and seamless manner. The event organizer will ensure high-quality execution of all technical, logistical, and communication aspects of the event, enabling effective knowledge exchange, stakeholder engagement, and institutional visibility.
4. Scope of Works
The Event Organizer will be responsible for the end-to-end management and delivery of the event, including but not limited to the following:
1. Event Planning and Management
- Develop and manage the detailed event flow and run-of-show
- Coordinate participant flow and venue setup
- Design room layout aligned with program needs
- Manage on-site registration and participant handling
- Support technical meeting with hotel (for loading and unloading event’s logistics)
- Provide necessary amount of team to support offline arrangements (usher, registration, etc.)
2. Human Resources and Facilitation Support
- Provide a professional Master of Ceremony (MC)
- Provide a qualified session moderator
- Provide professional photography services
- Liaise service for VIPs (Director from ministries)
3. Event Branding and Communication Materials
- Develop key visual elements (e.g., backdrop and visual identity)
- Design and print event communication materials (e.g. printed brief, standing banner, etc.)
- Prepare and distribute press release to media
- Engage and coordinate media partner(s)
- Produce event proceedings/documentation
- Produce and set up exhibition gallery photos, backdrop for photobooth
4. Participant Engagement and Visibility
- Prepare and provide participant goodie bags
- Develop and manage event website (if required)
5. Documentation and Reporting
- Provide event photo documentation
- Submit post-event report including outputs and media coverage
5. Deliverables
The expected deliverables for the event organisers is detailed as follows:
| 1 – Pra event |
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| 2 – During event |
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| 3 – Post event |
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Here is the event concept:
| Day/Date | : 18 June 2026 |
| Location | : Hotel in South Jakarta (Kuningan, Sudirman) or Central Jakarta (Menteng, Thamrin) |
| Event name | : SNV Impact Forum |
| Event theme (year 2026) | : Regenerative Agriculture for Climate Resilient Livelihood |
| Time | Activity | Remarks |
| 11.30 – 13.00 | Networking lunch | Networking table set-up in SNV exhibition gallery |
| 13.00 – 13.10 | Opening remarks by SNV | Speaker: Putra Agung, Country Director of SNV in Indonesia |
| 13.10 – 13.20 | Keynote speaker 1 | Speaker: TBC from Ministry of Home Affairs |
| 13.20 – 13.30 | Keynote speaker 2 | Speaker: TBC from Bappenas |
| 13.30 – 13.40 | Photo session with keynote speaker and panellists | |
| 13.40 – 15.10 | [60’] Panel session 1 - Beyond Sustainability: Regenerative Agriculture as a Climate and Livelihood Strategy [30’] QnA | Panellists:
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| 15.10 – 15.30 | Coffee break | Include gallery exhibition visits |
| 15.30 – 17.00 | [60’] Panel session 2 – Resilient Palm Landscapes: Regeneration, Productivity, and Disease Management [30’] QnA | Panellists:
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| 17.00 – 17.10 | Closing remarks | By Moderator and MC |
Expected participants is approximately 80 participants. List of participants to be confirmed.
6. Requirement
- Legally registered company in Indonesia
- Minimum 3–5 years of experience organizing high-level national events, conferences, or multi-stakeholder forums
- Having experience and knowledge in agriculture, regenerative agriculture, palm oil issue or event is highly advantageous
- experience working with government institutions, development partners, or international organizations
- Proven ability to manage end-to-end event delivery
- Strong design and production capacity for event branding and communication materials
- Access to qualified professional MC, moderator, and documentation team
- Experience handling media engagement and public communication
- Dedicated project manager and implementation team
- Demonstrated strong coordination, problem-solving capacity, ability to meet tight timelines and quality standards
7. Selection Criteria
Proposals will be evaluated based on the following criteria:
| Criteria | Maximum score |
| Relevant Experience and Portfolio | 25% |
| Technical Approach and Workplan | 35% |
| Team Composition and Qualifications | 20% |
| Financial Proposal | 20% |
8. Project/ Contract Duration
The event will be held on 18 June 2026. The event organiser is expected to be onboard on April 2026, thus 6-12 weeks of assignment. Here is the detailed timeframe from preparation up to implementation:
9. Payment Terms
The proposed payment terms will be as followed:
1st payment (25%) – upon submission of deliverable 1 (a), (b), (c), (f), (g)
2nd payment (75%) – upon submission of the rest of the deliverables
The candidate might propose alternative payment terms and upon discussion with SNV.
10. Key Ccompliance Issues
The event organiser must comply with SNV safeguard and environmental guidelines, and SNV branding guidelines for all communication and knowledge material production.
11. Submission Instructions
SNV invites interested service providers to submit a comprehensive proposal no later than Tuesday, 31 March 2026 to the following email address: indonesia-procurement@snv.org, with the subject line “PR104 Event Organizer SNV Learning Event”
Your proposal should include the following documents:
Technical Proposal
- Company profile and legal registration documents
- Relevant experience and portfolio of similar events
- Proposed implementation approach and methodology
- Workplan and timeline
- Proposed team structure and key personnel
Financial Proposal
- Detailed cost breakdown aligned with the scope of work, including breakdown of services provided (e.g. cost of MC, moderator, photographer, graphic designer, printing, media partner, etc.)
- Clear indication of included services and production components
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