Terms of Reference (TOR)
Activity: Project Execution Review and Lessons Learned, MA-RE-DESIGN Project Theme: “Koh Tao: Lighter Island, Circular Future”
- Background and Rationale
The MA-RE-DESIGN Project aims to reduce plastic leakage into marine ecosystems by strengthening practical waste management and circularity systems in target destinations. The Project focuses on improving waste management systems, promoting circular economy principles, and building collaborative mechanisms among relevant stakeholders, including government agencies, local authorities, businesses, and local communities. Koh Tao is one of the Project’s strategic implementation areas, where waste management challenges are closely linked to tourism growth, resource constraints, and island logistics.
Through its implementation in Koh Tao, the Project has worked with partners to test and demonstrate an integrated destination-based approach that combines waste reduction, recyclable material recovery, organic waste management, and residual waste solutions through multi-stakeholder collaboration. As the Project moves toward capturing lessons learned and supporting wider replication, there is a need for a high-quality documentary communication package that does more than summarize activities.
The proposed documentary package should communicate not only the transformation taking place in Koh Tao, but also the practical implementation logic behind that transformation: how different actors contribute, how key waste streams are managed, what systems and behaviours are changing, and why this model can inspire adaptation in other islands and coastal destinations in Thailand. The final product should therefore serve as a public communication tool, a knowledge product, and a partnership engagement tool for future scale-up.
2. Objectives
The objectives of this assignment are:
- To document and synthesize the practical lessons learned from MA-RE-DESIGN implementation in Koh Tao.
- To communicate, in an accessible and compelling format, how circular destination systems can reduce waste leakage and improve local waste management performance.
- To demonstrate the roles of key stakeholders and the operational pathways required to make the system function in practice.
- To produce a communication and knowledge product that can support behavior change, policy dialogue, partner engagement, and future replication in other islands and coastal destinations.
- To create a documentary package suitable for public outreach as well as presentation to donors, technical partners, and broader external audiences.
3. Scope of Work
The Contractor shall be responsible for concept development, field data collection, filming, script development, editing, post-production, and final delivery of a documentary video package that accurately reflects the MA-RE-DESIGN implementation model in Koh Tao.
The Contractor shall work closely with WWF Thailand throughout the assignment to ensure that the final outputs are technically accurate, strategically aligned, and suitable for both public communication and professional external use.
The final outputs must communicate not only the overall story and emotional narrative, but also the practical operational logic behind the Koh Tao model, including:
- upstream waste reduction and behavior change,
- stakeholder collaboration and division of roles,
- recyclable material pathways,
- organic waste solutions,
- residual waste management pathways,
- key implementation lessons, and
- enabling conditions for adaptation and replication in other destinations.
3.1 Main Visual Report (Empirical Summary)
The Contractor shall produce one (1) main documentary video with the following specifications:
- Format: Creative Documentary / Strategic Visual Report
- Length: 5–7 minutes
- Core Theme: “Koh Tao: Lighter Island, Circular Future”
- Narrative Direction: The documentary shall present Koh Tao as a destination under waste pressure and demonstrate how the island can become “lighter” through practical circular systems, local ownership, and coordinated action across the value chain.
- Storytelling Style: The documentary may use symbolic or metaphorical storytelling, including the analogy of Koh Tao as a sea turtle carrying the burden of waste, provided that the story remains grounded in real implementation experience and does not overshadow the practical system message.
The main documentary shall include, at minimum, the following content elements:
- The waste pressure and leakage risks faced by island destinations such as Koh Tao.
- Why waste management on islands is complex and cannot be solved by one actor alone.
- The key system components piloted through the Project, including reduction, recovery, organics management, and residual waste solutions.
- The roles of local stakeholders in making the model work in practice.
- WWF’s role as a facilitator, enabler, and technical partner supporting locally owned solutions.
- Key lessons learned and why the model is relevant for adaptation and replication in other island and coastal destinations.
3.2 Sub-content Knowledge Series
The Contractor shall produce four (4) supplementary knowledge videos, each 2–3 minutes in duration, for online communication and knowledge dissemination. Each video must clearly explain one key component of the Koh Tao circular destination system and should be able to stand alone while also linking back to the broader story in the main documentary.
The four supplementary videos shall include:
1) Reduce for Turtles: Cutting Waste at Source
This video shall present lessons learned on reducing single-use plastics and improving behavior among local businesses, residents, and tourists. It shall show why source reduction is a critical first step in making the island “lighter.”
2) RDF and the Residual Waste Challenge
This video shall explain the role of Refuse Derived Fuel (RDF) in managing non-recyclable residual waste, including its practical contribution to reducing final disposal burdens in island contexts.
3) Community Enterprise Dream Team: Making Circularity Work Locally
This video shall present the mechanisms, tools, and stakeholder roles that help close gaps in recyclable material recovery, particularly for materials that are more difficult to capture or less financially attractive.
4) Devouring Food Waste: Organics as a System Solution
This video shall present practical approaches and innovations in organic waste management, including how organic waste diversion can reduce landfill pressure, reduce odors, and improve the quality and efficiency of downstream waste management processes.
4. Target Audience and Intended Use
The final documentary package is expected to serve multiple audiences, categorized into primary, secondary, and tertiary targets to ensure effective communication:
4.1 Primary Target Audience (Focus: Awareness, behavioral change, and local engagement)
- Local communities and the general public
- Tourism-related businesses
4.2 Secondary Target Audience (Focus: Strategic engagement, scaling, and support)
- Local authorities and government agencies
- Potential partner organizations and development partners
The outputs shall therefore balance emotional storytelling and practical explanation for the primary audience, while maintaining a professional presentation quality suitable for the technical and strategic engagement of the secondary audience.
5. Technical Specifications
The final deliverables must meet the following minimum technical requirements:
- High-Definition Quality: Full HD 1080p or higher resolution, suitable for conference projection, exhibitions, large-screen presentation, and online distribution.
- Bilingual Format: Thai narration and/or Thai voiceover, accompanied by professionally edited English subtitles that are accurate, natural, and appropriate for external audiences. All translation work is required to be conducted by a translator formally vetted and approved by WWF Thailand. The cost of translation will be included in this TOR.
- Storytelling and Cinematic Approach: The Contractor must apply engaging storytelling techniques with clear narrative flow. Cinematic camera work, lighting, pacing, and smooth colour grading should be used appropriately to create emotional connection and visual quality.
- Motion Graphic and Infographic Integration: The Contractor shall integrate motion graphics and/or infographics where needed to explain data, statistics, system processes, stakeholder roles, or operational pathways in a concise and accessible manner.
- Sound Design and Licensed Music: The final outputs must include professionally mixed audio, environmental sound design, and background music appropriate to the tone of the documentary. All footage, graphics, fonts, images, stock assets, and music used must have proper commercial licenses or permissions.
- Technical Review and Validation: All scripts, subtitles, voiceover content, motion graphics, statistics, and other factual elements must be reviewed and validated by WWF Thailand before final approval.
6. Deliverables
The Contractor shall deliver, at minimum, the following:
- One (1) main documentary video, 5–7 minutes in length.
- Four (4) supplementary knowledge videos, each 2–3 minutes in length.
- Final master files of all videos in high-resolution format.
- Social media distribution files in platform-appropriate formats.
- One (1) teaser or trailer version of 30–60 seconds for promotional use.
- Final approved scripts and subtitle files for all outputs.
- A package of selected still frames and/or thumbnail images for communication use.
- A usage-rights statement confirming that all music, graphics, stock footage, and other third-party assets used in the production have been legally licensed for WWF Thailand’s intended use.
7. Project Duration
The assignment shall be completed within the period of 1 May 2026 to 15 June 2026 (45 days). The Contractor shall propose a detailed work schedule within this period and ensure timely completion of all deliverables.
8. Budget
The total budget supporting this assignment is THB 550,000 (Five hundred and fifty thousand Baht only), inclusive of Value Added Tax (VAT).
This budget shall cover all costs related to the assignment, including but not limited to:
- travel and fieldwork expenses,
- filming and production costs,
- editing and post-production,
- voiceover and subtitle production,
- motion graphics and infographic development,
- asset licensing,
- project management fees, and
- any other expenses incurred until final delivery and approval of all outputs.
9. Activities and Timeline
The Contractor shall complete the assignment according to the following indicative milestones:
| No. | Deliverable / Activity | Description | Due Date |
| 1 | Inception Meeting, Concept, and Work Plan | Kick-off meeting with WWF Thailand; submission of detailed concept note, treatment, storyboard/outline for the main documentary and all four sub-content videos; proposed production plan and work schedule | 22 April 2026 |
| 2 | Approved Materials | WWF review and approval of concept, storyline, storyboard/outline, key messages, and production plan | 5 May 2026 |
| 3 | Field Visits and Data Collection | Field filming, interviews, and collection of supporting visual materials in Koh Tao | 8 May2 2026 |
| 4 | Post-Production (First Draft) | Submission of rough cut / first draft of the main documentary and sub-content videos, including preliminary motion graphics, Thai voiceover, English subtitles, and sound design | 27 May 2026 |
| 5 | Final Production – Main Documentary | Delivery of the finalized main documentary video after WWF feedback and revision | 3 June 2026 |
| 6 | Final Production – Full Package | Delivery of the finalized four sub-content videos and all remaining deliverables | 15 June 2026 |
10. Review and Approval Process
The Contractor shall incorporate at least the following review and approval steps:
- WWF approval of concept note, treatment, key messages, and storyboard before filming.
- WWF review of rough cut / first draft before final editing.
- WWF technical review of all motion graphics, statistics, subtitles, and voiceover language before final approval.
- Final revision round prior to submission of completed outputs.
No deliverable shall be considered complete until written approval is provided by WWF Thailand.
11. Payment Schedule
Budget disbursement shall be divided into two installments as follows:
- Installment 1: 50%, amounting to THB 275,000, upon submission and WWF approval of the detailed concept, storyboard, production plan, and work schedule.
- Installment 2: 50%, amounting to THB 275,000, upon submission and WWF approval of all final deliverables, including the main documentary, four supplementary videos, master files, social media files, subtitles, teaser, and proof of licensed assets.
12. Duration
- Deadline for Submission: 15 April 2026 (Candidates must be available for an online pitching presentation on 20 April 2026).
- Inquiries: For further information or questions regarding this project, please contact Eknarin@wwf.or.th
- Proposal Submission: Proposals should be submitted in either Thai or English via email to procurement@wwf.or.th, wachiratepjun@gmail.com, and jirapornv@wwf.or.th
