Terms of Reference (TOR)
Procurement of an Event Management Agency for the Fundraising Event and Exhibition
“Facing the Elephant Crisis: Elephants Survive, People Thrive”
to Support the Conservation Work of WWF Thailand
- Background and Rationale
The World Wide Fund for Nature (WWF) was founded in 1961 and has grown into one of the world’s largest conservation organizations, working in more than 100 countries with the support of over 5 million people worldwide. WWF’s mission is to build a future in which people live in harmony with nature.
WWF began its conservation work in Thailand in 1995 and officially established its office in 1999. Its work focuses on forests, wildlife, freshwater, oceans, climate change, and sustainable production and consumption.
WWF Foundation was officially registered in Thailand on 18 July 2017 to support and expand conservation work in Thailand, based on WWF’s scientific knowledge and global conservation principles. Its projects include wild elephant conservation, tiger recovery, freshwater management, and biodiversity conservation.
Thailand is currently facing an increasingly serious conflict between people and wild elephants. Changes in land use, expansion of communities and agricultural areas, and ecosystem degradation have caused wild elephants to move outside protected areas, affecting people’s lives, property, and safety in many parts of the country.
WWF has continuously worked with government agencies, communities, and partners to support wild elephant conservation and reduce human-elephant conflict through SMART Patrol, habitat restoration, buffer zone management, community engagement, and sustainable coexistence solutions.
Elephants are deeply connected to Thai history, culture, and national identity. Protecting wild elephants is therefore not only about conserving wildlife, but also about preserving Thailand’s natural and cultural heritage.
To raise public awareness, encourage participation, and mobilize funds for conservation work, WWF Foundation plans to organize an Event & Public Engagement campaign under the concept:
“Addressing the Wild Elephant Crisis: Elephants Survive, People Thrive”
(The campaign title may be further developed by the selected agency.)
The event will be held at The Forestias from 21 November – 6 December 2026. It will feature papier-mâché elephant installations created by artists, creative exhibitions, public engagement activities, workshops, fundraising activities, and communications initiatives to present wild elephant conservation issues in an accessible and inspiring way.
2. Objectives
- To raise public awareness of the situation of wild elephants in Thailand and human-elephant conflict.
- To encourage public, youth, private sector, and civil society participation in wild elephant conservation.
- To raise funds to support WWF Foundation’s conservation work.
- To strengthen WWF’s public profile and organizational brand awareness.
- To create an environmental learning space through creative activities and experiential exhibitions.
3. Scope of Work
The selected agency shall be responsible for planning, designing, and implementing the project as a turnkey event, covering the following areas:
3.1 Creative Concept Development
The agency shall develop a creative concept under the overall direction of the project, including:
- Creative Concept and event theme
- Key Visual, Mood & Tone, and storytelling framework
- Visitor Journey and user experience
- Learning and engagement experience design
- Activities linked to fundraising and conservation support
- Additional creative ideas to increase awareness, participation, and fundraising impact
3.2 Communications and Public Engagement
The agency shall prepare and implement a communications plan before, during, and after the event, including:
- Communications Strategy and Plan
- Online Campaign and Social Media Campaign
- Media Relations and Press Outreach
- Content Creation for online platforms
- Coordination with influencers, KOLs, and content creators
- Online and on-site public engagement activities
- Photo and video documentation
- Media coverage monitoring and reporting
If the agency can propose influencers or KOLs without additional cost, this will be considered an advantage.
Key Messages
Main Messages
- Elephants survive, people thrive.
- Conservation is not only about wildlife; it is about the quality of life of people and nature that are deeply connected.
- Everyone can be part of the solution to reduce human-elephant conflict.
Supporting Messages
- Forest restoration and wildlife corridors
- Sustainable coexistence between people and wildlife
- Support for rangers and local communities
- The role of businesses and the public in conservation
3.3 Exhibition Design, Production, and Installation
A) Papier-Mâché Elephant Zone
- Design and install the papier-mâché elephant display area.
- Arrange the works to be visually attractive, photo-friendly, and suitable for social media sharing.
- Develop ways to connect the exhibition with fundraising activities or artwork auctions.
B) Exhibition Zone
The exhibition should include at least the following content:
- Situation of wild elephants in Thailand
- Human-elephant conflict
- Conservation and coexistence solutions
- WWF’s conservation work and impact
- Learning space for children and families
- Interactive or digital experiences, if applicable
C) Activity and Workshop Zone
- Activities for families and youth
- Art and environmental workshops
- CSR activities for corporate partners
- Donation activities
- Merchandise corner
- Charity activities and other fundraising initiatives
3.4 Opening Ceremony, Press Conference, and Special Activities
The agency shall be responsible for planning and implementing:
- Opening ceremony
- Press conference
- VIP preview or private tour, if applicable
- Special activities during the event period
This includes:
- Run Down and Script
- Stage Design
- Lighting, sound, and multimedia systems
- Press Kit
- Media management
- Registration system
- Guest, VIP, and sponsor management
3.5 Project Management and Coordination
The agency shall assign a project team to manage the project throughout the implementation period, including:
- Coordination with WWF Foundation and relevant stakeholders
- Coordination with The Forestias
- Coordination with artists, sponsors, and project partners
- Planning and management of the papier-mâché elephant auction
- Regular progress meetings and reporting
4. Deliverables
- Creative Concept and Theme Proposal
- Key Visual and Design Guideline
- Exhibition Design and Layout Plan
- Production Design Package
- Communications Strategy and Plan
- Press Conference Plan
- Influencer and KOL Engagement Plan
- Social Media Content Plan
- Event Run Down and Operation Plan
- Photo and Video Documentation
- Media Coverage Report
- Final Project Report with results, key learnings, and recommendations
5. Timeline
- Preparation period: July – November 2026
- Event period: 21 November – 6 December 2026
- Final report submission: Within 30 days after the event ends
6. Qualifications of the Agency
- At least 3 years of experience in event and exhibition management
- Experience in CSR, sustainability, environmental campaigns, or social impact campaigns will be an advantage
- A complete team covering creative, production, event management, and PR communications
- Ability to manage large-scale public events and coordinate with multiple stakeholders
7. Budget
- Interested agencies must submit a detailed quotation with clear cost breakdowns by work category.
- WWF Foundation reserves the right to adjust the scope of work or activity details to align with the approved project budget.
8. Selection Criteria
- Creativity and understanding of the brief 30%
- Relevant experience and past work 20%
- Communications and engagement plan 20%
- Project management capacity 15%
- Cost effectiveness 15%
9. Submission and Selection Schedule
- Submit to emails: mediath@wwf.or.th and oranitb@wwf.or.th
- Deadline for submission proposal: 18 June 2026
- Agency presentation / pitching: 24 June 2026
- Announcement of selected agency: By 26 June 2026
WWF Foundation reserves the right to adjust the schedule as appropriate and will notify participating agencies in advance.
