Terms of Reference (ToR)
Consultant to Design and Facilitate the MA-RE-DESIGN Knowledge Sharing and Capacity Building Workshops in Koh Tao and Trang
Supervised by: Eknarin Ariyavongvivat
Event date: 20 May 2026 in Trang and 8 June 2026 in Koh Tao
Duration: March – June 2026
- Background
The Marine Litter Prevention through reduction, sustainable design, and recycling of plastic packaging (MA-RE-DESIGN) Project is being implemented by WWF-Thailand in close partnership with GIZ, UNEP COBSEA, with financial support from the German Federal Ministry for the Environment, Climate Action, Nature Conservation and Nuclear Safety (BMUKN).
The project aims to address the growing challenges of marine litter and plastic pollution through an integrated all stakeholder’s approach. The initiative is guided by three key messages:
- Preventing plastic leakage into the marine ecosystems,
- Reducing and avoiding the use of single-use plastics (SUPs), and
- Promoting effective waste segregation and recycling practices at source.
Through these focus areas, the project seeks to strengthen sustainable waste management systems and foster long-term behavioural change among stakeholders. To support implementation at the pilot sites, the project provides both technical and capacity-building assistance tailored to local contexts.
On Koh Tao, the project has supported the establishment of a community-based waste bank, which is currently operated by a local community enterprise. This mechanism encourages active participation from local residents, businesses, and other stakeholders by creating incentives for proper waste separation and recycling, while also contributing to local ownership and sustainability of waste management practices.
In addition, the project organises capacity-building workshops aimed at enhancing knowledge and practical skills related to proper waste segregation and resource recovery. These activities follow a training-of-trainers approach to ensure that knowledge can be effectively disseminated and transferred to both permanent and casual workers, thereby strengthening institutional capacity and continuity.
2. Objective of the consultancy
The Consultant shall be responsible for the comprehensive design, coordination, and facilitation of the MA-RE-DESIGN Knowledge Sharing and Capacity Building Workshops at both pilot sites—Trang and Koh Tao.
The specific objectives of this assignment are:
- To facilitate a lessons-learned process among key stakeholders, ensuring the transfer of knowledge on sustainable waste management.
- To provide a platform for stakeholder dialogue and networking, strengthening the commitment to long-term environmental action.
- To showcase best practices through interactive learning stations (exhibitions) and recognize the contributions of local partners.
3. Scope of work/ Major responsibility
The workshops are intended to meaningfully engage representatives from local communities, municipal authorities, the business sector, educational institutions, local partners, and relevant government agencies.
Each session shall encourage stakeholders to share their experiences, lessons learned, best practices, and commitments related to sustainable waste management and environmental stewardship within their respective communities and organisations.
Trang Site at Rua Rasada Hotel
At the Trang pilot site, the consultant shall organise a collaborative knowledge-sharing forum focused primarily on sustainable waste management practices. The activities shall bring together community members, schools, local authorities, and other relevant stakeholders to exchange practical experiences and approaches implemented throughout the project.
The consultant shall also be responsible for:
- Designing and managing a Knowledge Station / Exhibition Zone that showcases the project’s key achievements, learning outcomes, and success stories.
- Arranging a Commitment Board to encourage stakeholders to publicly express their continued dedication to environmental action.
- Organising and facilitating a structured panel discussion with representatives from diverse sectors to reflect on project impacts and future directions.
- Ensuring smooth workshop flow, stakeholder engagement, and professional moderation throughout the programme.
- Covering the expenses for venue rental, coffee breaks, and food and beverages for the full-day workshop.
Koh Tao Site at Ta-O Coconut Garden, Sairee Beach
At the Koh Tao pilot site, the workshop shall be organised into two distinct sessions to accommodate both hands-on activities and stakeholder dialogue.
The morning session (Practical Training): Shall focus on practical environmental action, including a beach and underwater clean-up activity. Participants will collaborate in collecting, segregating, and categorising waste, as well as measuring and recording the total volume or weight of waste collected (Waste Audit). This activity aims to demonstrate tangible environmental outcomes and promote awareness of marine waste issues.
Following the clean-up: The consultant shall arrange:
- A Knowledge Station/Exhibition Zone presenting the project’s achievements and lessons learned.
- A panel discussion featuring representatives from the business sector, municipality, local partners, and WWF to share perspectives and recommendations.
- Appropriate facilitation to encourage open dialogue and knowledge exchange.
The evening session (Networking & Reflection): Shall provide a networking and relationship-building setting, incorporating interactive activities to strengthen collaboration among stakeholders and recognize the project’s collective efforts and accomplishments.
General Responsibilities
For both locations, the Consultant shall ensure comprehensive and professional workshop planning and management, including programme design, logistics coordination, stakeholder engagement, facilitation, and overall quality assurance. All activities must be conducted in an inclusive, respectful, and participatory manner, in alignment with the project’s objectives and WWF standards. The Consultant is also responsible for covering all venue rental costs and managing venue-related arrangements for the full-day activities.
3.1 Pre-Workshop Preparation
To ensure the effective, professional, and seamless delivery of the MA-RE-DESIGN Project workshops and related activities, the service provider shall undertake comprehensive pre-event planning, design, production, and coordination. All preparatory work shall be implemented in close consultation with WWF and relevant partners.
Workshop Design and Materials
Develop a detailed and structured Workshop Design and Activity Plan under the MA-RE-DESIGN Project framework, including session flow, participant engagement methods, and learning outcomes to ensure clarity, inclusiveness, and effectiveness.
Design and produce all workshop branding and communication materials, ensuring consistency with MA-RE-DESIGN and partner branding guidelines, including:
- Workshop icon application and key visual concept.
- Logo bar for lectern.
- Stage backdrop featuring partner logos.
- Materials must be durable and suitable for outdoor installation, particularly for Koh Tao conditions.
- Commitment board (2m x 1.5m) for pledge or signing activities.
- Knowledge Station / Exhibition Zone design and layout to showcase project achievements and contributions from all sectors.
Recognition and Appreciation Materials
- Design and print high-quality certificate of participation templates with frames for appreciation and recognition sessions.
- Design and produce tokens of appreciation or awards for all businesses and organizations that formally commit to the project, reflecting the project’s environmental values and sustainability principles.
- Prepare appropriate souvenirs for guest speakers/VIPs, ensuring cultural sensitivity and professional presentation.
Documentation and Media
Provide professional photographers for full-day coverage to comprehensively document all learning activities, capturing key moments, stakeholders, and the overall atmosphere for reporting and communications purposes. The specific requirements are as follows:
- Koh Tao Site:
- 4 full-day photographers in total (2 for on-land activities and 2 specifically for underwater activities). – WWF helps to finalise the photographers.
- Videographer (1 or 2) and editing service for the event summary
- Trang Site:
- 1 full-day photographer
- 1 videographer and editing service for the event summary
Registration and Workshop Management
- Design and manage an efficient registration system, including an automated confirmation and re-confirmation process for participants.
- Provide trained registration staff (at least 4 persons) to support on-site check-in and participant assistance.
- Provide a professional bilingual facilitator (Thai and English) to facilitate smooth programme delivery and effective communication with diverse audiences.
Staff and Participant Materials
- Design and produce staff T-shirts (at least 100 pcs.) for easy identification and professional appearance.
- Design and produce mesh bags (at least 400 pcs.) for underwater cleanup activities and large net bags (at least 100 pcs.) for waste collection and transfer to the waste bank, printed with the MA-RE-DESIGN logo and partner logo bar – on mesh bags.
Catering Services
- Provide two snack breaks at each of the two pilot sites
- Trang: Morning and afternoon, 250 sets for each session
- Koh Tao: Morning and afternoon, 250 sets for each session
- Provide working lunch for approximately 250 participants in Trang.
- Provide networking food (finger food, snack and soft drink – no alcohol) for approximately 500 participants in Koh Tao, ensuring appropriate quality, hygiene, and timely service.
Coordination and Validation
- Closely coordinate with WWF and all relevant partners to ensure content accuracy, guest list confirmation, agenda finalisation, and overall alignment with project objectives.
3.2 Workshop Coordination and Logistics
The Service Provider shall be responsible for the comprehensive coordination and management of all logistics to ensure the smooth, safe, and professional delivery of the workshop.
- Venue Set up and Technical Arrangements: Manage the complete venue set up and cover all venue rental fees, including stage construction, audio-visual systems, sound equipment, lighting, seating arrangements, registration areas, knowledge stations, and designated spaces for workshops and interactive activities. For the Koh Tao site, the Consultant must provide a backup power generator and/or sufficient UPS system to support the entire event due to limited local power supply.
- Sustainable and Plastic-Free Catering: Arrange catering services in alignment with environmentally responsible and sustainable practices. Prioritise plastic-free solutions and utilise natural, reusable, biodegradable, or compostable materials wherever feasible.
- Workshop Documentation: Arrange professional photography and videography services to comprehensively document the event, including key sessions, speakers, participant engagement, and overall activities.
- Travel and Accommodation Coordination: Logistical support for travel and accommodation arrangements for invited speakers, partners, and local participants.
- Registration, Materials, and Signage Management: Manage registration, name badges, participant kits, and giveaway items. Design and install clear, professional, and accessible signage.
3.3 Workshop Implementation (20 May 2026 and 8 June 2026)
Trang
- On-site coordination and stage management. Support all sessions as per the draft programme:
- Opening remarks by WWF, GIZ, and Trang municipality.
- Project Achievement video and presentation (Knowledge Sharing).
- MA-RE-DESIGN field coordinator summarise project implementation and achievements (Lessons Learned).
- Representatives of each community remark their achievements (Case Studies).
- Panel discussion.
- Recognition & Certificate Ceremony.
- Group photo and media engagement.
- Ensure smooth facilitation, time management, and coordination.
Koh Tao
On-site coordination and stage management. Support all sessions as per the draft programme:
- Registration sessions.
- Opening remarks by WWF, GIZ, and Koh Tao municipality (in Thai and English).
- Distribute beach and underwater cleanup tools for all participants.
- Practical Session: Beach and Underwater cleanup start.
- Waste Audit: All waste collection and calculating amount of waste.
- Recheck registration for evening networking session.
- Opening remarks for summary seminar with all stakeholders (in Thai and English).
- Project Achievement video and presentation.
- MA-RE-DESIGN field coordinator summarise project implementation and achievements.
- Representatives of each community remark their achievements.
- Panel discussion.
- Recognition & Certificate Ceremony.
- Group photo and media engagement.
- Ensure smooth facilitation, time management, and coordination.
3.4 Post-Workshop Deliverables
- Submit Post-Workshop Report summarising key outcomes (Lessons Learned), participant list, media coverage, and activity 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
Activities and Deliverables for Trang Site
| No. | Deliverable | Description | Due Date |
| 1 | Workshop Concept & Work Plan | Theme, mood & tone, layout, schedule, and budget breakdown | 31 Mar 2026 |
| 2 | Design Drafts | Backdrop, roll-ups, VDO storyboard, certificates, knowledge station layout | 20 Apr 2026 |
| 3 | Approved Materials | All approved designs and printed items | 5 May 2026 |
| 4 | Workshop Execution | Full coordination and on-site management | 20 May 2026 |
| 5 | Post-Workshop Report | Photos, media coverage, participant list, report | 1 Jun 2026 |
Activities and Deliverables for Koh Tao Site
| No. | Deliverable | Description | Due Date |
| 1 | Workshop Concept & Work Plan | Theme, mood & tone, layout, schedule, and budget breakdown | 31 Mar 2026 |
| 2 | Design Drafts | Backdrop, roll-ups, VDO storyboard, certificates, knowledge station layout | From 20 Apr 2026 |
| 3 | Finalised Materials | All approved designs and printed items | 12 May 2026 |
| 4 | Workshop Execution | Full coordination and on-site management | 8 Jun 2026 |
| 5 | Post-Workshop Report | Photos, media coverage, participant list, report | 22 Jun 2026 |
5. Required Profile
The consultant or company should demonstrate:
- Proven experience (≥5 years) in professional workshop or event organisation, especially for NGOs, government, or international projects.
- Creative design and content production capabilities (graphic, video, exhibition).
- Experience in managing environmentally friendly or waste management workshops.
- 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
Payment will be disbursed in two tranches:
- 60% upon contract signing and submission of the approved workshop plan.
- 40% upon delivery of all workshop material and successful workshop completion
7. Duration
The workshop will be conducted two times in Trang on 20 May 2026 and Koh Tao on 8 June 2026.
Deadline for submission: 28 March 2026 and ready for the pitching presentation on 30 March 2026.
Submission contract: Proposals should be submitted in Thai or English language by 28 March 2026 via email to: procurement@wwf.or.th, jirapornv@wwf.or.th, kewalint@wwf.or.th and eknarina@wwf.or.th.
