Design and Facilitation: Terms of Reference

Interested agencies should submit the following documents on by 26th February 2025Design and Facilitation of WRI India Staff Retreat (600 Participants)1. IntroductionIndia Resources Trust (WRI India) invites proposals from experienced consulting and facilitation partners to design and support the planning of a multi-day staff retreat for approximately 600 employees.The retreat marks a significant milestone of 15 years of WRI India and is intended to be a strategic institutional intervention focused on reflection, alignment, and future readiness.2. About WRI IndiaWRI India, an independent charity legally registered as the India Resources Trust, provides objective information and practical proposals to foster environmentally sound and socially equitable development. As an independent research organization, we leverage our data and expertise to catalyze change across systems like food, land and water; energy; and cities. Our work focuses on improving people’s lives, protecting and restoring nature, and addressing climate change. To enable progress at the pace and scale needed, we also engage with the economic, finance and governance systems that are key to enabling this change.As the organization enters its next phase of growth and impact, there is a need to strengthen shared identity, institutional coherence, leadership alignment, and organizational culture.3. Purpose and Objectives of the RetreatThe primary objectives of the retreat are to:Reflect on 15 years of WRI India’s journey, including institutional history, milestones, and learnings.Build a common organizational identity and narrative that:Positions WRI India as a thought leader and systems orchestratorCreates a cohesive overarching narrative alongside stakeholder-specific narrativesStrengthens institutional credibility, fundraising capability, and ecosystem-building effortsFoster a future-thinking mindset, with emphasis on agility, adaptability, and effective execution in complex environments.Strengthen people and culture, including shared values, leadership behaviors, ways of working, and collaboration norms required for the next phase of growth.4. Scope of WorkThe selected consultant will be responsible for the conceptualization, design, and facilitation planning of the retreat. The scope includes:Developing the overall retreat architecture and thematic flowDesigning day-wise agendas aligned to objectives and participant cohortsProposing appropriate facilitation formats, including plenaries, breakouts, dialogues, and experiential sessionsEnsuring differentiation of content and depth for different staff cohorts while maintaining a cohesive institutional narrativeAdvising on leadership roles and participation within the retreatSupporting alignment between leadership messaging and staff experienceNote: Logistical arrangements (venue, travel, accommodation, catering) will be managed separately by WRI India and are not part of this scope.5. Participant Profile and StructureTotal participants: ~600 staffParticipants are organized into the following cohorts:India Executive Team: 12 participantsGrade 7 & 8 staff: ~80 participantsGrade 5 & 6 staff: ~140 participantsAll staff: ~600 participantsParticipation framework:Selected cohorts (e.g., Executive Team and senior grades) may participate across all retreat daysAll staff will participate for two common daysThe consultant should design a structure that allows:Cohort-specific depth and engagementShared experiences that reinforce a common identity and direction6. Key Thematic AreasProposals must demonstrate capability to design content around the following themes:6.1 15 Years of WRI India – History and LearningInstitutional evolution and milestonesKey learnings and inflection pointsReflection on impact, challenges, and growth6.2 Common Identity and NarrativeArticulating WRI India’s role as a thought leader and systems orchestratorBuilding staff understanding and ownership of the institutional narrativeConnecting individual roles to organizational purpose and external impact6.3 Future Thinking and AgilityPreparing the organization for future challenges and opportunitiesMindsets and behaviors required for agility and innovationPractical approaches to decision-making, prioritization, and execution6.4 People and CultureDefining and strengthening desired organizational cultureLeadership behaviors and staff expectationsCollaboration, inclusion, accountability, and psychological safety7. DeliverablesThe proposal should outline delivery of the following:Overall retreat concept and design approachHigh-level retreat structure and durationDay-wise agenda mapped to participant cohortsDescription of facilitation methodologies and session formatsRoles expected from WRI India leadership and staffConsultant team composition and relevant experienceProfessional fees with assumptions and exclusions clearly stated8. Proposal Submission RequirementsProposals should include:Understanding of the assignment and design philosophyProposed approach and methodologyRelevant experience with large-scale organizational retreats or similar engagementsProposed team and rolesRole of WRI India’s leadership teamTimeline for design and preparationCommercial proposal, including professional feesAny additional value-adds or innovative approachesWhat Worked Best in Past?Engaging Panel discussionsListening Sessions for All staffTeam Building that fosters thinking and execution9. Evaluation CriteriaProposals will be evaluated based on:Understanding of organizational and cultural contextsQuality and coherence of proposed design approachExperience with large, diverse participant groupsStrength of facilitation and sense-making capabilitiesValue for moneyTimeline to SubmitPlease send your technical and financial proposals by 26th Feb 2026.

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