It is time to organise the next ESN Eduk8 Forward 2016 (previously known as ESN Eduk8 T4T - Advanced Track)! Are you looking for new challenges, new achievements and to refresh the motivation of your local section? Are you ready to take a step forward? This is the right moment! We are looking for an OC ready to take this challenge with us!


This event will benefit from financial support of the European Youth Foundation grant. The following article provides a lot of detail for potential Organising Committees to be aware of and the application form is enclosed as well.


The deadline for submitting your application is 23:59 CET 24th of April 2016.

The application form and the budget template can be found in attachment and must be returned by the deadline to [email protected] and [email protected].

As Eduk8 trainings are different from other ESN events, please be very careful about the following requirements.


Basic information



Timing:  13th to 21st of August OR 20th to 28th of August 2016

Duration: 9 days of training + Friday (arrival of participants) + Monday (departure of participants)

Number of spots:  30 - 40 Participants + 4 External Trainers  + 1 International Board member + 3 Team Member = 38-48 TOTAL




Note: Eduk8 Team and IB member responsible will arrive and leave with trainers.

What should the OC provide?



ESN Eduk8 Forward



· 30 - 40 Participants: 10 nights (Friday to Monday)

· 4 Trainers: 12 nights (Wednesday to Monday)

· 3 Eduk8 Team members: 12 nights

· 1 IB member: 12 nights


Mandatory requirements:

  • One working room available for the trainers
  • Preferably not in the city center
  • Good internet connection is a must
  • Quiet environment


Note: Accommodation and the training venue must be at the same place or within 5 minutes of walking distance (e.g. University Campus, summer camps, cottages).



  • Participants  (depending of departure time): 10 breakfasts, 10-9 lunches, 10-9 dinners
  • Trainers (depending of departure time): 12 breakfasts, 12-13 lunches, 12-13 dinners
  • Coffee breaks:
  • from Saturday to Sunday (9x2 = 18 coffee breaks in total - morning and afternoon)
  • for trainers during extra-days of preparation and final days.


Note: participants will be asked to bring their typical food for the international coffee breaks, anyway the OC should provide drinks (eg: tea, coffee, milk) and snacks (eg: fruits, cookies).




  • 4  training rooms for 20 participants + 2 trainers each
  • 1 big room for the whole group (around 50 people)

Note: it can be the same room for both sessions or different rooms

  • 1 storage/working room for trainers (if the training venue is different from the accommodation, it is also needed a working/storage room there: good enough for working, with tables and good internet connection, printing option...)


Mandatory requirements for the training venues:

  • 12 movable chairs and 3-4 tables each room
  • Good Internet connection via wifi or 3G device (for Trainers and International Team to work)
  • Permission to stick flip-charts on the walls of the training room
  • Proper light
  • Quiet environment (possibly not in the city center)
  • Enough space to move and sit in a circle for 12 people

* At least 2 of the 4 rooms should be big enough to host up to 22 people when groups are merged and 1 room needs to be big enough to host all 50 people at given times (opening, teambuilding, common sessions) this can be a separate room or one of the 4 rooms.


Note: Make sure to provide pictures of ALL the rooms in your application.




The final  list will be provided by the Eduk8 Events Coordinator

2-3 weeks before the event.


Note: During the event, a printer should be provided in order to print materials and also a beamer must be available.

Social programme


The Social Programme does not need to be planned for the application and will be planned after selection with the Eduk8 Events Coordinator. As an example, you will be requested to organise: movie night, chill night, board games, karaoke, outdoor activities, sports tournament, etc. No Eurodinner and no parties will be allowed.




The OC should include in their budget participation fee of the internal trainers + external trainers (mentors) + Eduk8 Team:

  • 40 participants, 4 trainers, 3 Eduk8 Team members


The budget should also include Training Material prices:

  • around 500 flipcharts
  • 32 Flipchart markers (different colors)
  • 10-15 rolls of paper tape (to stick flipcharts on the wall)- find this tape in bricolage stores, it is usually used to cover some details when painting a wall
  • around 100 packs of 100 post-its (big size)

* These are just examples of the most basic material we will need for the event, the final list will include a lot of other types of materials


Note: The training materials budget should include the cost of these materials plus a considerable extra amount for the other materials from the final list.


IMPORTANT: This event will have the support of a grant from the Council of Europe. The total grant support for this event is €6,000! You should look to have a participation fee around €130. For more information, please contact the Eduk8 team.

Communication channels


The Facebook group will be created by the Eduk8 Events Coordinator as a communication channel between the OC, trainers and participants. We strongly recommend the creation of an email address where the OC can be reached easily.

The Promotion and Communication aspect needs to be discussed with

the Eduk8 PR Manager after selection.



Support for the application



The Events Coordinator is proposing support during the pre-application phase providing vital comments and suggestions for improvement of your application and budget. Please, use this opportunity to contact the Events Coordinator, Inês Cunha, at [email protected].


Application & Election



Attached you can find the Application Form with the budget template. Check as well the example of the CNR Havana application and CNR Havana budget to see what a good application looks like. Keep in mind that the official deadline to submit an application: 23:59 CET 24th of April 2016..

Once the applications are received, the Eduk8 Team together with the trainers will suggest the best application to the IB who is charge of appointing the OC.


In case you would like to receive more information about Eduk8 don't hesitate to contact the Eduk8 Team at [email protected]


ESN Eduk8 Forward will be supported by