Term of Reference
Consultant to Organize the Closing Event of the “PreZero Dugong Project”
Plastic Smart City Approach to Reducing Marine Plastic Pollution on Endangered Dugong Habitat, Thailand
Supervised by: Eknarin Ariyavongvivat
Duration: 27 November 2025 – 31 December 2025
Budget: 600,000 – 800,000 THB
1. Background of consultancy assignment
The PreZero Dugong Project, implemented by WWF-Thailand in partnership with the Department of Marine and Coastal Resources (DMCR) and supported by WWF Germany, WWF France, and WWF Australia, has worked from 2020–2025 to prevent plastic leakage into the sea and protect dugong and seagrass habitats in key coastal areas of Thailand (Libong, Pak Meng, Kantang, and Trang).
After five years of successful collaboration with communities, municipalities, schools, and local tourism sectors, the project will conclude with a Closing Event to celebrate the collective achievements, share lessons learned, and announce future commitments by local stakeholders to sustain plastic-free practices and seagrass conservation.
The closing ceremony will take place on 23 December 2025 (Tuesday), 10:00–15:00 hrs at Dugong Village Resort, Pak Meng Beach, Trang Province.
2. Objective of the consultancy
To engage a qualified event organizer (consultant or team) to design, plan, coordinate, and deliver the PreZero Dugong Project Closing Event in close collaboration with WWF Thailand. The consultant will be responsible for all aspects of event production from concept design, logistics, and creative material preparation to on-site management ensuring a seamless, meaningful, and plastic-free event.
3. Scope of work/ Major responsibility
The consultant will work under the supervision of WWF Thailand and be responsible for the following:
3.1 Pre-Event Preparation
- Develop a detailed Event Design Concept under the theme: “From Plastic to Legacy: Together for Dugong Habitat.”
Mood & Tone: Natural – Simple – Warm – Inspiring Continuity
(Main colors: Seagrass Green, Ocean Blue, Beige Sand)
- Design event branding materials, including:
- Event logo/icon application and key visual
- Stage backdrop with logos (WWF, PreZero, DMCR, Rajamangala University, local municipalities)
- Commitment board (2m x 1.5m)
- Roll-up infographic sets (4-6 topics)
- Exhibition zone layout (timeline, before–after photos, stakeholder wall)
- Photo corner / media signage
- Produce a VDO Presentation (3–5 mins) summarizing project highlights (Seagrass Monitoring, School Waste Bank, Pak Meng Pilot, Glass Bottle Initiative, Stakeholder Collaboration).
- Design and print Summary Sheet “PreZero Dugong Legacy” and Certificate templates for appreciation session.
- Coordinate with WWF and partners for content validation, guest lists, and agenda confirmation.
3.2 Event Coordination and Logistics
- Manage venue setup (stage, sound, lighting, seating, registration area, exhibition zones).
- Ensure plastic-free catering (natural or reusable materials, minimal waste setup).
- Arrange for photo and video documentation of the event. (including editing)
- Coordinate travel and accommodation support for speakers, partners, and local participants (if required).
- Manage registration, giveaway materials, and event signage.
3.3 Event Implementation (23 December 2025)
- On-site coordination and stage management throughout the event (10:00–15:00).
- Support all sessions as per the draft program:
- Opening remarks by WWF and DMCR
- Project video and presentation
- Panel discussion: “Next Steps for Waste Management and Seagrass Conservation”
- Award & Certificate Ceremony
- Kick-off “Pak Meng Plastic-Free Zone” commitment signing
- Group photo and media engagement
- Ensure smooth facilitation, time management, and coordination among all speakers and participants.
3.4 Post-Event Deliverables
- Submit Post-Event Report summarizing key outcomes, participant list, media coverage, and event photos/videos.
- Deliver all design files and media assets (editable and final formats) to WWF.
- Ensure all deliverables align with WWF brand guidelines and communication standards.
4. Activities and deliverables
| No. | Deliverable | Description | Due Date |
| 1 | Event Concept & Work Plan | Theme, mood & tone, layout, schedule, and budget breakdown | 28 Nov 2025 |
| 2 | Design Drafts | Backdrop, roll-ups, VDO storyboard, certificates, exhibition layout | 5 Dec 2025 |
| 3 | Finalized Materials | All approved designs and printed items | 18 Dec 2025 |
| 4 | Event Execution | Full coordination and on-site management | 23 Dec 2025 |
| 5 | Post-Event Report | Photos, media coverage, participant list, report | 31 Dec 2025 |
5. Required Profile
The consultant or company should demonstrate:
- Proven experience (≥5 years) in professional event organization, especially for NGOs, government, or international projects.
- Creative design and content production capabilities (graphic, video, exhibition).
- Experience in managing environmentally friendly or plastic-free events.
- Strong logistical coordination and communication skills with government and community partners.
- Ability to deliver outputs within tight timelines.
- Familiarity with WWF branding and environmental communication is an advantage.
6. Budget
The total consultancy budget is 600,000 – 800,000 THB (six hundred thousand baht), inclusive of professional fees, field travel, accommodation, workshops, and reporting (inclusive of VAT and all expenses). Payment will be disbursed in two tranches:
- 50% upon contract signing and submission of the approved event plan
- 50% upon delivery of all event material and successful event completion
7. Duration
The consultancy shall commence upon contract signing and must be completed by 31 December 2025.
Deadline for submission: 26 November 2025
Submission contract: Proposals should be submitted in Thai or English language by email to: procurement@wwf.or.th and jirapornv@wwf.or.th
Questions regarding the assignment can be addressed to eknarina@wwf.or.th or jirapornv@wwf.or.th.
