Become the OC of Eduk8 Forward!

What should the OC provide?

Requirements

ESN Eduk8 Forward

Accommodation

· 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).

Food

• 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).

Training

venues

• 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.

Training

material

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.

Budget

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.