Project/Consultancy Title: Event Organizer Learing Event Semarang

Project Location(s): Semarang

Background:

Yayasan Mercy Corps Indonesia (MCI), in collaboration with DBS Foundation, is implementing the Financial Inclusion for Women Entrepreneurs program from 1 October 2025 to 30 September 2027. The program aims to strengthen the financial resilience and financial well-being of 40,000 women-owned or women-managed MSMEs, with 20% of the beneficiaries being young women, across Medan, Semarang, and Surabaya.

The program responds to the significant role of women in Indonesia’s MSME ecosystem, as well as the challenges they continue to face. According to data from the Ministry of MSMEs, Indonesia had more than 66 million MSMEs in 2024, with 64% led or managed by women. However, the 2025 National Survey on Financial Literacy and Inclusion (SNLIK) recorded women’s financial literacy and financial inclusion indices at 65.58% and 65.73%, respectively, compared to 67.32% and 67.53% among men. This highlights the need to strengthen women’s financial literacy and access so they can manage their finances more effectively and make informed use of financial products and services.

In addition to limited financial literacy and access to financial services, women and young women MSME owners and managers face challenges such as limited asset ownership, lack of information, and insufficient understanding of financial risks. At the same time, 98% of them already have access to smartphones and the internet, presenting significant opportunities to leverage digital tools such as mobile banking, digital wallets, and digital marketing channels to strengthen their businesses.

From October 2025 to August 2026, through collaboration with the Governments of Medan, Semarang, and Surabaya, women and MSME community organizations, financial service institutions, and other stakeholders, the Financial Inclusion for Women Entrepreneurs program has reached more than 20,000 women-owned or women-managed micro and small businesses. The program has delivered training and mentoring that combine digital literacy, financial literacy, financial products and services, financial management, and digital marketing.

The implementation of these activities has generated valuable lessons on effective approaches to supporting women-owned and women-managed micro and small businesses in urban areas. These lessons will inform the implementation of the program for the next period and will be consolidated into a learning document to be shared with the Ministry of MSMEs of the Republic of Indonesia as recommendations for strengthening strategies to support women entrepreneurs.

As part of this learning process, Mercy Corps Indonesia, together with the Ministry of MSMEs, the Governments of Medan, Semarang, and Surabaya, and other stakeholders supporting women-owned and women-managed micro and small businesses, will conduct a series of five Learning Events in Medan, Semarang, Surabaya, and one National Learning Event in Jakarta between 19 August and 30 September 2026. These Learning Events will provide a platform to exchange knowledge and experiences, showcase success stories of women entrepreneurs, strengthen partnerships, raise awareness of the importance of combining financial literacy and financial services with business development and digitalization, and share program achievements through 30 September 2026.

Following the successful Learning Event held in Medan on 20 August 2026 at Universitas Sumatera Utara (USU) in collaboration with the Ministry of MSMEs of the Republic of Indonesia, the Learning Event series will continue in Semarang. The Semarang event will expand the space for dialogue and learning by bringing together local government, regulators, the private sector, media, academia, practitioners, and women-owned and women-managed micro and small businesses.

The Semarang Learning Event will provide an opportunity to strengthen perspectives on digital literacy and financial inclusion from a policy and ecosystem perspective, while also sharing good practices in business financial management that can be applied by women entrepreneurs to support business growth and sustainability. The event will also feature an MSME Bazaar showcasing products from program participants, allowing stakeholders to engage directly with women entrepreneurs and observe their business development practices firsthand.

Goals and Outcomes Program:

Improved financial health & resilience

30% of women reported an improvement in financial health (increased sales)

Outcomes:

1. Improvement in financial knowledge & application

• 75% of women reported an improvement in knowledge on financial literacy & services, business development & digitalisation
• 60% of women reported an improvement in access to digital marketing channels to improve their business

2. Improvement in access to financial services

• 60% of women reported an improvement in access to financial products /services including digital financial services.70% of women reported to have accessed and actively used financial product/ services (at least once a month)

Vendor Objectives:

implementation of the MSME Bazaar and Financial Literacy Learning Event. The scope shall cover the entire event cycle, from pre-event planning and preparation, event-day implementation, to post-event dismantling, venue restoration, and reporting.

The Vendor will be responsible for the following key areas:

1. Event Planning & Coordination
   Overall planning, coordination, production management, and operational support before, during, and after the event.
2. Venue Sourcing, Planning & Layout Design
   Recommend and coordinate a suitable venue, conduct site visits and technical assessments, and develop functional 2D/3D layouts that optimize participant flow and integrate the learning area, MSME Bazaar, registration, VIP area, networking space, and visitor lounge.
3. Permits & Venue Coordination
   Support the coordination and required permits/approvals with the venue and relevant authorities, including venue regulations, event operations, loading/unloading, safety, security, and other necessary requirements.
4. MSME Booth Production & Installation
   Design, produce, install, and dismantle 30 professional, uniform, accessible, and functional MSME booths.
5. Entrance Gate & Event Branding
   Create a welcoming and impactful entrance and overall event branding that communicates the event purpose, theme, and partner identities.
6. Main Stage & Learning Area
   Provide a professional stage and learning/talkshow area suitable for presentations, panel discussions, Q&A sessions, and ceremonial activities.
7. Electrical & Technical Infrastructure
   Provide reliable electrical distribution, sound, lighting, LED, technical equipment, and backup power where required.
8. Event-Day Management & Operational Support
   Provide sufficient personnel and operational support to ensure the event runs smoothly from registration through closing.
9. Bazaar Management Support
   Coordinate with 30 MSME tenants, including tenant briefing, check-in, booth readiness, loading/unloading, electricity requirements, and event-day support.
10. Installation, Dismantling & Venue Restoration
    Complete all installation prior to the event, dismantle all infrastructure after the event, manage waste, and restore the venue to its original condition.

Vendor Activities:

1.       Pre-Event Planning & Coordination

The Vendor shall:

• Conduct an initial briefing with Mercy Corps Indonesia and DBS Foundation.
• Conduct venue site visits and technical assessments.
• Develop an event work plan and production timeline.
• Prepare a detailed event checklist.
• Coordinate regularly with the organizing committee.
• Coordinate with the selected venue.
• Support required permits and venue approvals.
• Coordinate vendors and suppliers.
• Identify safety, security, accessibility, and emergency requirements.
• Develop a contingency plan.
• Conduct final venue inspection.
• Coordinate technical rehearsal and event preparation.

2. Venue Sourcing & Venue Management

The Vendor shall recommend and coordinate a venue that can accommodate:

• Approximately 350 participants.
• Main stage/talkshow area.
• 30 MSME Bazaar booths.
• Registration area.
• VIP area.
• Speaker/holding room.
• Organizing committee room.
• Loading/unloading area.
• Parking area.
• Adequate toilets.
• Prayer room/musholla.
• Accessibility for persons with disabilities.
• Adequate electrical capacity.
• Emergency and evacuation access.

The Vendor shall also support:

• Venue coordination.
• Loading-in schedule.
• Installation schedule.
• Venue technical meeting.
• Venue inspection.
• Loading-out.

Post-event venue handover.

Consultant Deliverables:

The Vendor shall provide the following deliverables throughout the pre-event, event-day, and post-event phases:

1. Event Planning & Coordination

• Detailed event work plan and implementation timeline.
• Master production schedule.
• Event checklist and operational plan.
• Vendor and supplier coordination.
• Venue coordination and technical requirements.
• Permit/approval coordination, as required.
• Risk assessment and contingency plan.

2. Venue & Event Design Package

• Venue recommendation and site assessment report.
• Detailed 2D floor plan.
• 3D venue visualization/rendering.
• Visitor flow and zoning plan.
• Stage and audience seating plan.
• Bazaar layout for 30 MSME tenants.
• Registration and VIP area layout.
• Loading/unloading plan.
• Accessibility and emergency/evacuation plan.

3. Creative & Branding Package

• Entrance gate design and production.
• Main stage/backdrop design and production.
• Registration area branding.
• MSME booth fascia and branding.
• Directional and information signage.
• Photo wall.
• Event visibility materials.
• LED screen visual content.
• Final print-ready artwork for approval.

4. MSME Bazaar Setup

• 30 fully installed MSME booths.
• Booth furniture, including tables and chairs.
• Booth lighting.
• Electrical outlets and power distribution.
• Booth numbering and signage.
• Tenant directory.
• Tenant briefing materials.
• Tenant check-in and booth allocation support.
• Loading/unloading coordination.

5. Main Stage & Learning Area

• Fully constructed and branded main stage.
• LED screen/main display.
• Podium/lectern.
• Talkshow furniture.
• Speaker name plates.
• Stage lighting.
• Sound system.
• Technical control area.
• Presentation equipment.
• Technical rehearsal and sound check.

6. Electrical & Technical Infrastructure

• Electrical distribution for the venue and all booths.
• Extension cables and supporting equipment.
• Backup power/generator, where required.
• Sound and lighting equipment.
• Technical operators.
• Sound engineer.
• LED operator.
• On-site technical support and troubleshooting.

7. Event-Day Management

• Event Manager/Project Manager.
• Stage Manager and Floor Director.
• Registration and ushering team.
• VIP and speaker liaison officers.
• Bazaar coordinator and tenant liaison.
• Technical crew.
• Security and cleaning personnel.
• Medical/first-aid support.
• On-site operational supervision throughout the event.

8. VIP, Speaker & Hospitality Support

• VIP and speaker holding areas.
• VIP seating arrangement.
• Speaker/VIP name plates.
• Speaker kits.
• Hospitality support.
• VIP/LO coordination.
• Support for VIP arrival, stage movement, photo session, Bazaar visit, and departure.

9. Catering & Participant Support

• Participant refreshments for approximately 350 people.
• Lunch, where applicable.
• VIP and speaker refreshments.
• Committee and event crew meals.
• Tenant refreshments/meals, as agreed.
• Catering coordination and distribution.

10. Documentation & Media

• Professional event photography.
• Professional event videography.
• High-resolution event photographs.
• Event video documentation.
• Event highlight video/content.
• Documentation of venue setup, stage, Bazaar, speakers, VIPs, audience, and key activities.
• Media registration and interview area support.
• Social media content support, where required.

11. Installation & Dismantling

• Complete installation of all event infrastructure before the event.
• Installation of all branding and signage.
• Booth and stage setup.
• Technical installation and testing.
• On-site maintenance during the event.
• Safe and timely dismantling after the event.
• Loading-out of equipment and materials.
• Waste management and site cleaning.
• Restoration of the venue to its original condition.

12. Post-Event Reporting

The Vendor shall submit:

• Installation completion report.
• Event implementation report.
• Final venue condition/hand-over confirmation.
• Documentation of installation and dismantling.
• High-resolution photographs of the final event setup.
• Final event documentation.
• List of major deliverables completed

Timeframe / Schedule: 

The following is the proposed timeline for the Semarang Learning Event, from pre-event preparation through post-event venue restoration

The Consultant will report to:

Program Manager and Knowledge Management and Communication Specialist

The Consultant will work closely with:

KM and Comms Specialist, Program Support Officer, Comms Asisstant

Payment and Cost Arrangement:

Payment will be made at the end after full product delivery. Payment Mechanism: 100% payment will be processed after all final Payment shall be made upon satisfactory completion of all agreed deliverables and submission of the following documents by the vendor. Payment will be transferred within maximum 7 working days after invoice receipt and final approval.

All approved transportation and accommodation costs required for activities in the program locations shall be covered by Mercy Corps Indonesia.

Required Experience & Skills:

The selected Event Organizer/Vendor should demonstrate the following skills and experience:

• Proven experience in end-to-end event management, including event planning, production, implementation, and post-event dismantling.
• Minimum 3 years of experience managing events of similar scale and complexity.
• Demonstrated experience organizing learning events, talk shows, conferences, exhibitions, bazaars, or MSME-related events.
• Experience managing events with a minimum capacity of 300–350 participants and multiple exhibitors/tenants.
• Strong capability in venue sourcing, site assessment, floor plan development, venue coordination, and event logistics.
• Experience in event production, including stage, LED screen, sound system, lighting, electrical infrastructure, booth construction, and event branding.
• Proven ability to manage multiple vendors, suppliers, tenants, speakers, VIPs, and event crew.
• Experience in MSME Bazaar/exhibition management, preferably involving women-led businesses or community-based enterprises.
• Strong project management and coordination skills, including the ability to work closely with Mercy Corps Indonesia, DBS Foundation, venue management, government representatives, speakers, and other stakeholders.
• Experience supporting government and/or corporate events, particularly events involving senior government officials and institutional stakeholders.
• Understanding of event safety, accessibility, risk management, and emergency preparedness.
• Ability to provide adequate event-day operational and technical teams.
• Strong communication, problem-solving, and on-site troubleshooting capabilities.
• Experience in event documentation, photography, videography, and post-event reporting.
• Ability to work within an agreed timeline, budget, branding guidelines, and quality standards.
• Familiarity with inclusive and accessible event practices, including accommodating participants with disabilities, is an advantage.
• Strong understanding of DBS Foundation, Bank DBS Indonesia, and Mercy Corps Indonesia branding requirements is an advantage.

How to Apply:

Interested candidates are invited to submit their CV and proposal, which should include the following:

a.       Company profile, including relevant experience in event production, exhibition management, booth construction, and branding services.

b.       Technical proposal outlining the proposed approach, work plan, timeline, team composition, and portfolio of similar assignments.

c.       Financial proposal detailing all costs associated with the scope of work.

d.       Copy of valid business licenses and tax registration documents.

e.       Portfolio of at least three (3) similar projects completed within the last three years.

Applications should be submitted no later than [08 September 2026]. Only shortlisted candidates will be contacted. Interested vendors are requested application, proposal, and event concept/ideas to procurement@id.mercycorps.org with subject SUB 00014 – (your name)

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our stakeholders and to international standards guiding international relief and development work, while actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.

Thank you,

Mercy Corps Indonesia