Call for Organisers

Call for Organisers 1st International Forum of EYP Luxembourg

Head Organiser's Vision As Head-Organisers of the first International Forum of EYP Luxembourg, we know that we are undertaking an ambitious and challenging project that will require hard work and dedication for over a year.

When we started to contemplate the idea of organising a session together we agreed that we wanted to challenge ourselves and work on something big.

Our common interest in this session was to motivate people the same way we were motivated by EYP. It wasn’t only about giving people the same opportunity EYP had given us, and thereby give back to the organisation in a way that was worthwhile, it was about spreading and inciting people to engage in what may seem as daunting projects and pulling through with them. We wanted to incorporate our motivation in to our vision and came to work together to stay together, towards a common goal.

With this, we want to stress the importance of a cooperation amongst people in order to make big things happen and to catalyse change.Our vision should, of course, embody the values of theEuropeanUnion.

But, focusing on the participants of the session, we hope to incite in them a similar feeling to what has encouraged us to start working on this IF. Participants should approach the project with a will to work united and together, equally, to create a strong impact, inEYP and beyond.

Olivier Cano and Leonore Zutter, Head Organisers of the session

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General Information Forum dates: 28 August - 5 September 2018 (departures) Call duration: 31 March - 10 April, 23:59 CET Calling for 11 organisers Organisers are expected to be in Luxembourg by 27 August 2018, before 12pm https://www.members.eyp.org/node/98570/apply/organiser Travel reimbursements are assured

Call information Welcome to the call for organisers of the 1st International Forum of EYP Luxembourg! As head-organisers, and core organisers of this event, we call upon those motivated to apply and be a part of the inner workings and management of this session.

By applying to the international forum you must have the necessary experience/skills your field requires you to have, as the organisers will mainly work in their focus area before the session (see strategy). In addition, we will also expect you to be able to come to Luxembourg during the time of the session as well as dedicate the necessary effort prior to the event. We expect organisers to be in Luxembourg on 27 august 2018, before 12pm. Travel reimbursements will be assured.

We look forward to reading your applications. Please find the strategy of our organising team below, to understand our vision for organising this session.

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Strategy The organising team will be based on leadership and trust. Organisers will select an area of focus based on their interest and experience. Areas of focus are: Participant contact (Human Resources), Catering/Food, Public Relations, Transport, Fundraising and Venues/Events. Your work for the session will therefore mostly deal with one of these areas. Core team members work alongside the head-organisers, and closely communicate and exchange in knowledge sharing with the head-organisers. Core team members are responsible for leading organisers’ pre session work, thereby forming more of a horizontal hierarchy. Organisers will therefore be more in touch with core team members pre session. During the session, tasks will be mixed.

General Question (all applicants) What are, in your opinion, the most important aspects of an organising team?

Name a maximum of 3.

Areas of focus 1. Fundraising Necessary skills: Speak french, Useful to have previous experience Description : We are looking for someone professional ideally with experience and interest in fundraising. Together with the fundraising team, you will be working on guaranteeing the financial means for the session. You will be asked to contact companies and to then convince them to support us and if successful stay in touch with them and work out the agreement and answer any questions they may have, which would also require you to check emails regularly. Furthermore it would be useful if you understand and speak french since there may be companies in Luxembourg where information on a webpage or the contact person rather communicate in french.

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Question Write a mock letter to Credit Suisse Luxembourg (find a contact), explain to them what eyp is, tell them about the IF and try to explain why it would be beneficial to them to support us.

2. Venues/ Events 2 organisers, A Luxembourgish and International organiser Description: We are looking for flexible and adaptable individuals interested in event management. Together with the core team members, your tasks will consist of contacting smaller venues and developing the concepts behind each session event to make the events concrete and unique. During the session itself, you will be responsible for the events and ensure that they run according to plan. This includes helping out with the logistics, contacting the venue staff, guiding the participants, finding solutions for unexpected situations, etc.

Questions 1. Describe how you would fill in a free day for delegates. Elaborate on the specific activity the logistical aspects of it.

2. The Opening Ceremony venue mixed up the dates of our event and can only welcome us a week later. This information was only transmitted two days prior to the event. What solution do you propose?

3. Human Resources 2 organisers, A Luxembourgish and International organiser Description: We are looking for 2 responsible individuals to join the human resources team. Your job will be to constantly communicate with other participants of the session via email and whatever chosen communication platform. You will also need to make and send various forms and update relevant information of the participants, as well as ensure that every participant has all the needed information on time. The Human Resources team will also be responsible for taking care of chaperones.

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Question What qualities and skills do you have that are useful when dealing with a large amount of information and data?

4. Public Relations 2 organisers Description: Applicants are expected to have experience in layout and design. You will be responsible for designing things like Facebook posts, layouts for sponsors and similar and help in designing the merchandise.

Question Design a name tag (you can use your name‌) and a Facebook image for a countdown post. Upload both in a google drive/dropbox and link below.

Description: You will be responsible for finding merchandise and designing merchandise that fits within our session budget.

Question Describe how you would approach creating an item of merchandise (your choice) in terms of finding a provider, suitable item and design. (you may even suggest concrete companies)

5. Food/Catering 3 Organisers Description: We are looking for three individuals who will assure the food for the participants during the session. The session food will be cooked, so your tasks would include defining gathering and preparing food for meals.

Question Why would you consider food the most important aspect of a session?

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6. Transport 2 organisers Description: We are looking for two applicants that are preferably familiar with the city of Luxembourg. Their responsibilities would mainly include organising everything related to transport and shifts from one venue to the other.

Question In your opinion, what skills and qualities are crucial to ensure a flawless transportation plan?

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