Final Report Northern European Cooperation of Sex Education projects 2010
Table of Contents Chapter 1. Introduction 2. Contact data 3. Sponsoring 4. Logistics 5. Public Relations 6. Educational Program 7. Social Program 8. Evaluation by participants 9. Financial Report 10. List of abbreviations
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Introduction Hereby we present the final report of the NECSE 2010. As the NECSE‐OC we are proud to present to you this final report after more than two years of hard work and dedication. We are all proud because we have set many goals for our NECSE and managed to achieve those goals. In some cases we even performed better than we had expected. Of course there were setbacks – like any project encounters – but we managed to find solutions for these setbacks. Organizing the NECSE was a great learning experience for all OC members and something none of us would have wanted to miss out on. However great this learning experience was for the OC, I would now like to focus on the people this NECSE has been organized for: the participants of the NECSE who teach and organize sexual education projects in their countries. The NECSE has been organized for these people so they could improve sexual education in their countries, take home new ideas and get introduced to an international network of likeminded people who are able to exchange knowledge and ideas and help each other. During the NECSE our participants were wonderful and there was a great atmosphere of enthusiasm and willingness to learn. Everybody was helpful towards each other and the NECSE passed without any incidents or accidents. Before we realised it, the four days of NECSE were over and everybody was packing to leave for home. After bringing everybody to the train station we were left with a lot of stuff to clean up but we could also look back on a NECSE we were all proud of! As you can see this whole report is written in English, even though our original project proposal was in Dutch. We have decided to write this final report in English so future NECSEs can refer to it for information and ideas. As one of our participants said about our NECSE: “I think this NECSE is an example for future NECSEs.” We hope to live up to those expectations with this final report. On behalf of the NECSE‐OC 2010, Flip Oude Hengel President NECSE‐OC 2010
Contact data President NECSE OC Flip Oude Hengel +31 6 18131570 NECSE Coordinator Marleen Verhagen +31 6 83257102 Secretary General Nienke van Gils +31 6 12417361 Treasurer Jennifer van Dulmen +31 6 24967723 Sponsor Coordinator Kim Schilleman +31 6 20358110 Social Program Coordinator Timo Verheggen +31 6 53114736 Logistics Coordinator Loes Jaspers +31 6 38046883 General Program Coordinator Tjitske Kok +31 6 10414541 Address IFMSA‐NL Secretariaat IFMSA‐NL Kamer Cd 3.15 Postbus 2040 3000 CA Rotterdam The Netherlands Fax: +31 10 4089414 Email: email@example.com www.ifmsa.nl
firstname.lastname@example.org email@example.com firstname.lastname@example.org email@example.com firstname.lastname@example.org email@example.com
Sponsoring In the organization of an event, fundraising is a task that takes a lot of time and effort. Especially in a developed country like the Netherlands, where a lot of projects focus on the same subject and governmental financing goes to bigger projects. A small project like NECSE is depending on smaller funds and funding of other non‐governmental organizations. These organizations usually do not have a lot of money themselves and it is therefore advisable to start fundraising as early as possible. For NECSE 2010 a fundraising plan and timeframe was made 2 years in advance. After this the following months were spent on finding possible sponsors, checking application deadlines and writing (standard) application letters. At the same time a budget was made. With this budget an estimation was made on how much money would be needed for the organization of NECSE 2010. When the project of NECSE 2010 was presented at the National Assembly of IFMSA‐NL in December 2008, the budget required €9.784,76 Euros to be raised. Because fundraising takes a lot of time and energy, all of the NECSE 2010 Organizing Committee contributed to the effort of trying to raise money for the project. Everyone played a part in looking for suitable sponsors, writing application letters, applying for funding and keeping contact with (possible) sponsors. The NECSE 2010 sponsor coordinator kept an overview and played an active role in coordinating these efforts. More than 70 organizations were approached for a financial contribution to our project. A request letter was sent together with the NECSE 2010 project proposal and budget. Amongst the approached organizations were non‐governmental organizations, national governmental funds, international funds, hospital departments, companies for medical supplies, condom distributors, pharmaceutical companies and local university funds. A total amount of €7.640,23 Euros was raised for the support of NECSE 2010. Sponsoring companies and organizations can be found at the end of this chapter and in the financial report. As a service in return for funding the project, organizations were offered advertisement space in our program booklet, flyers and posters and a link on our website. All of the sponsors were named in the opening presentation of the meeting. Also sponsors were named on our Facebook group. Furthermore, sponsors were given the opportunity to put a flyer or folder in the goodiebag, which would be distributed to all participants and guest speakers. The process of fundraising takes a lot of time. This is mainly because many organizations do not reply fast. Organizations were approached again by e‐mail or telephone if they had not replied within one month. When an application was approved and the organization agreed to finance part of the project, a contract was offered. Signing a contract had the preference, to agree on mutual demands and expectations. In this contract the amount of funding was mentioned, as well as the services in return. Furthermore, the contact and bank details of NECSE 2010 were recorded in the contract. When an organization preferred not to sign a contract, these details were shared via e‐mail. For the gathering of resources, over 80 potential donors were approached with a request for a donation for the NECSE 2010 goodie bags. Around 30 companies/organizations donated goods. Stop AIDS Now! donated 70 Artbags, which we used as goodie bags. In the goodie bags could be found; Milka chocolate bars, over 25 condoms per bag, several medical scientific journals, the IFMSA‐NL national magazine ‘Global Medicine’, flyers and guides for cities and museums, et cetera. Goodie bags were filled on the day before NECSE 2010 with the help of the entire OC. The bags were distributed on the beds of the participants together with a pack of Dutch Stroopwafel cookies donated by ‘I Love Stroopwafels’ and a welcoming note. In the months before and after NECSE 2010 all the financial donors were kept informed on the progress of the organization with regular updates. Donors were given the opportunity in advance to
withhold from receiving these updates. After the closing of NECSE 2010 by the National Assembly of IFMSA‐NL the sponsors will all receive this final report. Organizations funding NECSE 2010: AIDS fonds € 2500,‐ NVSH (Nederlandse Vereniging voor Seksuele Hervorming) € 2000,‐ Rutgers Nisso Groep € 750,‐ Asha International BV € 500,‐ NVAB (Nederlandse Vereniging voor AIDS Behandelaren) € 500,‐ NVVS (Nederlandse Vereniging voor Seksuologie) € 500,‐ Noordnegentig Accountants € 450,‐
Logistics A successful conference cannot be organized without giving thought to the logistic part of the organization. It is a very diverse and fragmented responsibility in which you sometimes have to think of many different things at the same time. The description and evaluation of the logistics will be described chronologically, starting with the preparation phase and followed by the executive and closing phase. Preparation phase The venue List of conditions – In April 2008 the search for a suitable location that could serve as the venue for the NECSE 2010, started. Firstly, everything that was required of the location was put in a list of conditions. The list contained the following conditions: 1. The venue had to be easily reachable by public transport 2. The venue had to be no further than 2 hours away from Schiphol Airport 3. The venue had to be able to accommodate at least 60 participants 4. The venue needed at least 1 plenary room that could fit all 60 participants 5. The venue needed at least 1 extra workshop room for at least 25‐30 participants 6. The venue needed internet facilitations 7. The venue needed to be affordable. A registration fee of 100 euro per participant needed to be achievable, keeping in mind that funding of projects like the NECSE in the Netherlands could be quite difficult. Furthermore, the total budget of the NECSE 2010 was not allowed to exceed 20.000 Euros, due to accountability regulations of IFMSA‐NL. 8. Preferably, the venue should be able to provide the participants with breakfast, lunch, and dinner. 9. Preferably, the venue needed at least 1 room where private parties could be held. 10. Preferably, the venue should be able to be reserved exclusively for NECSE participants. 11. Preferably, the number of participants sleeping in one room should be small (2‐4 guests per room). All except condition number 11 were found in the chosen NECSE 2010 venue. Finding a suitable location – Using the list of conditions, approximately 8 locations were approached and asked to make a proposal, including an expected budget. All except 2 of the locations were too expensive for the NECSE 2010. These 2 locations were visited by 3 OC‐members, to discuss the organization of the conference in these venues. Both of the venues belonged to the chain of hostels of Stayokay, and were situated in beautiful Dutch surroundings and in unique buildings. One was situated in Heemskerk and the other in Utrecht‐Bunnik. In the end Utrecht‐Bunnik was chosen, due to the fact that one of the buildings could accommodate 63 persons, and therefore was available for NECSE participants exclusively. Stayokay Utrecht‐Bunnik – A contract was signed with the venue. In January 2010 the members of the Organizing Committee visited the location again to ask the last questions and to come to some agreements. The logistics coordinator was the only contact person of the OC to the Stayokay. The address of Stayokay Utrecht‐Bunnik is as follows: Rhijnauwenselaan 14 b 3981 HH Bunnik The Netherlands
Timeline and To Do’s Being in charge of logistics, means being in charge of the what’s, when’s and where’s. Listed below are the most important things that had to be organized and prepared, for the NECSEs logistics to be successful. January 2010 - Making a plan of action for the last four months of preparation - Organizing 2 beamers, 2 beamer screens, and 2 flipcharts, laptops, printers - Preparing of meeting with manager Stayokay. Topics discussed were the registration of participants, breakfast, lunch and dinner, rules for parties, emergency contact persons, etc. - Exploring the venue and the surroundings of the venue: closest supermarket, cash machines, etc. February 2010 - Making a time schedule for the last 3 months, for all the things that still needed to be prepared - Making a list of needed materials, food and drinks - Making a ‘borrow’ list: what can be borrowed from others? What needs to be bought? Examples: printer, microwave, pens, scissors, pans, laptops, umbrellas, music installation, cars/vans for transport during the NECSE, cameras, etc. - Inviting of external guests: president of IFMSA‐the Netherlands and the manager of Stayokay Utrecht‐Bunnik - Making a document for the participants with the possible ways to travel from Schiphol Airport to the venue - Checking of bus schedule from Utrecht Central Station to the venue and vice versa - Checking of opening times of the nearest supermarket - Making a document with after/pre‐NECSE tips, for sightseeing in the Netherlands March 2010 - Making a plan of action for everything that has to be done during the NECSE - Discussing final menu for the Dutch night with the manager of the Stayokay - Collecting and buying of all needed materials - Making a plan/division for where the participants will be sleeping - Making a packing list for participants - Deciding how all the needed materials, food, and drinks will be transported to the venue April 2010 (final week before NECSE) - Walk through plan of action for during the NECSE - Last shopping - Check for changes in bus time tables - Printing of all needed documents - Making of all materials that still needed some work. Examples: evaluation notes, registration lists, direction signs, name tags, materials for social program - Filling of goodiebags - Testing of electrical equipments, such as the printer, portophones, coffee and tea machines, microwaves, music installation, beamers, etc. - Labeling of all the borrowed materials
Executive phase During the NECSE all the OC members had a printed version of the plan of action that they carried around wherever they went. The plan of action was a time and activity table in which was listed what had to be done at what time, how long it would take, what materials were needed and who would be doing it. Four action plans were made, one for each day. Furthermore, each OC member had a portophone (walkie‐talkie) with an in‐ear earplug. The venue had 3 different buildings. The portophones gave the OC members the opportunity to communicate with each other, even if they were in different buildings. Communication with OC members attending sessions was also possible using the portophones, without disturbing the participants and guest speakers in the session. Every time a problem occurred or change in the plan of action was needed, the portophones were used to discuss this, without coming together. This was time sparing and highly effective. Closing phase After the NECSE, all the borrowed and rented materials needed to be brought back to where they belonged. How this was going to be done was discussed before the NECSE. This to make sure that everyone knew what was expected of them in the days after the NECSE, and that all the borrowed and rented materials would be brought back on time. Furthermore, a few last things had to be organized with the venue, for instance the last bills, and the evaluation.
Public Relations Preparation phase Promotion Organizing a successful international meeting has a lot of important aspects; promotion being one of them. In the Organizing Committee of NECSE 2010 the NECSE coordinator was responsible for the promotion and registration of participants. To give NECSE a more appealing image, the Organizing Committee of NECSE 2010 decided to change the corporate identity and the logo of NECSE. This new identity was used in all the material that was created for the promotion of NECSE 2010. After NECSE 2010 was approved as a national project of IFMSA‐NL, NECSE 2010 received their own webpage on the website of IFMSA‐NL: www.ifmsa.nl/necse. This webpage was used for promotion purposes and to provide possible sponsors and participants with additional information. Logos and links of the sponsors of NECSE 2010 were also published on this webpage. The OC started their international promotion by attending NECSE 2009. During this meeting a presentation was shown to participants from the 9 Northern European countries present. Participants interested in attending NECSE 2010 were given the opportunity to subscribe to a mailing list so they would be notified as soon as more information was available. All transnational projects of IFMSA are given the opportunity to send two representatives to the General Assembly (GA) of IFMSA outside the NMO quota. For this reason the OC was able to send two members to the August Meeting 2009 (AM09) for the promotion of NECSE 2010. NECSE was one of the 45 projects selected for the project presentations session, where a short presentation was shown with the most important information about NECSE 2010; location, contact information, registration fee, how to apply. The members of the OC present at the GA were also able to promote NECSE during the project fair, for which a poster and flyers were made. The poster and flyers were also shown during the SCORA sessions, since this is the main target group of NECSE. The presentation used at the project presentation session was also on the CD‐ROM all people attending the SCORA sessions received. After the GA, the registration for NECSE 2010 was officially opened. To make sure promotion for NECSE 2010 was started in all 12 Northern European countries, the NORAs from each country were actively contacted by email and/or Facebook. After contact with the NORAs and informing them about the application procedure, multiple promotion e‐mails were sent using the mailing list and the international SCORA servers (ifmsa‐firstname.lastname@example.org, scora‐email@example.com and ifmsa‐firstname.lastname@example.org). Unfortunately no official NECSE‐server was available at that time. To increase the number of LORAs reached, a Facebook group (NECSE 2010) was created with information and contact details of NECSE.
Registration procedure For the registration of NECSE 2010 an online application form was created using Google Docs. A link to this application form was added to the promotion e‐mails and was published on the NECSE 2010 webpage and Facebook group. The application form contained the following questions: - Name - Gender - Date of Birth - Position (NORA, LORA, other) - E‐mail address - Home Address/country - Phone number - Passport Number - Will this be your first NECSE‐meeting? - Name and email address of NORA Each country was given 4 delegate spots and since Finland is the host of NECSE 2011 they were given the opportunity to send two extra participants (OC members of NECSE 2011). Places not filled by the registration deadline (18th of December 2009), were divided over the countries interested in sending extra participants. The NORA of each country was responsible for the selection of their delegates. Only after confirmation of the NORA, applications were approved. For NECSE 2010, 53 participants from 11 Northern European countries were accepted. Unfortunately, no one from Norway could participate in NECSE 2010. Country Number of participants Austria 5 Denmark 3 Estonia 2 Finland 8 Germany 5 Iceland 5 the Netherlands 4 Poland 5 Sweden 4 Switzerland 6 United Kingdom 6 Providing of information In the weeks prior to NECSE 2010 the participants were given regular updates with information about the upcoming meeting, and the OC was available for questions. In the first information mail that was sent 6 weeks prior to NECSE, the participants were informed on what to prepare for NECSE. Each country was asked to prepare a poster about the sex education project(s) in their country, for the poster presentations session, and they were asked to prepare a method for the method exchange sessions (30 minutes per country). They were also informed on how to get to NECSE, at what time to register and they were asked to send a photo of themselves for the social/message board.
To supply the OC with all the important information they needed from the participants, a questionnaire was sent to the participants 2 weeks prior to NECSE using Google Docs. This questionnaire contained the following topics: - Arrival and departure date/time/flight number - Food requirements - Allergies - Medical conditions important for the OC to know - Special medication - Contact in case of emergency - Room preference (girls‐only, guys‐only, mixed) In the second information mail that was sent 1 week prior to NECSE, the participants were given additional information about the (social) program, a price indication of services available during NECSE (internet, drinks during dinner, etc.), how to get to NECSE and the participants were informed about the shuttle service arranged by the OC from Bunnik train station to the NECSE venue. The e‐ mail also contained a packing list for the participants. Besides these e‐mails, the NECSE coordinator was available for any additional questions the participants had. Executive phase To give NECSE 2010 a professional appearance, a program booklet and name tags were created for all participants and guest speakers, which were given upon arrival together with the goodie bags. With an introduction of the OC, an extensive description of the lectures and workshops and information about the social program, the program booklet gave a good overview of NECSE 2010. At the end of the meeting each participant received a certificate of participation of NECSE 2010. Closing phase During NECSE 2010 lectures and workshops were given by guest speakers and a lot of methods were exchanged by the participants. To make sure the participants got the most out of this meeting, the OC created a DVD with all the information from the lectures, workshops and method exchanges as well as photos made by the OC and the participants. During NECSE 2010 a lot of new, good ideas arose, for instance on how to improve communication between NECSE countries in the upcoming years. To improve future communication in between the meetings and to improve the means of promotion, a new NECSE‐server was created: ifmsa‐ email@example.com.
Educational program One of the main aims of the NECSE is to improve the exchange of experience and knowledge. This makes the educational program the most important part of the NECSE. Therefore the whole OC worked on preparing a good educational program. Preparation phase Brainstorm of possible topics About one and a half year in advance multiple brainstorm sessions were held about the educational program. The outcome of these brainstorm sessions was that NECSE should consist of multiple lectures. The topics had to be about “fresh” subjects which were not discussed in at least the former two NECSEs or which gave a new vision on old topics. The aim was to also include a typical Dutch subject in a lecture and to have a lecture that gave a funny view on a subject regarding sex. The idea of having workshops was also raised during these brainstorm sessions. The most interesting topics were picked from a list of possible topics for lectures. On this list were the following topics: - Loverboys/trafficking/prostitution - Sexuality on the internet - Unusual sexual preferences - Sexual violence - Crossing sexual boundaries - HIV/AIDS vaccine - The positive side of sex and sexuality Later on didactics was also added to this list when the evaluation of NECSE 2009 in Iceland showed a great demand for this topic among the participants. Next to external speakers an important part of the educational program had to be organized by the NECSE delegates themselves. The method exchange is held every NECSE and makes up one of the most important parts of the educational program. The method exchange was also to be included during this NECSE. Furthermore each delegation had to present a poster with information about their sexual education project. Finally countries were given the opportunity to give a workshop during the NECSE. Lecturers and workshops Six months before the start of NECSE 2010 a list was made of possible speakers who could give a lecture or workshop about the preferred topics. This was behind schedule according to the timeline in the project proposal. It is advised to start searching for lecturers about one year in advance, also due to the fact that the NECSE is usually in the Easter weekend and people are not widely available. To make up the lost time each OC member was given a set of possible lecturers who had to be approached. Due to the effort of the whole OC enough lecturers were found eventually. Speakers were approached by e‐mail with information about the project and the expectations of the OC about the lecture. In some cases a lecturer was approached personally by OC members. When a speaker agreed to give a lecture or workshop the OC member responsible for approaching this lecturer remained responsible for the communication with this lecturer. The communication consisted of answering questions, giving information about what was expected of the lecture or workshop in more detail and the proceedings of the organization and giving basic information about travel expenses, date, time and duration of lecture, available materials, etcetera.
When a possible speaker was not able to come they were asked to advice about other possible speakers. This provided the OC with contact information of other possible lecturers. Sponsors also gave suggestions for possible speakers. Finally seven speakers were selected to give a lecture or workshop during the NECSE. All these lecturers were asked to write a short introduction about themselves and the topics they would address. This introduction was used for our program booklets and had to be written in English. Furthermore, guest speakers were asked to send their presentation to the OC one or two weeks in advance. This was important for 2 reasons. Firstly, it gave the OC an overview of the content of the presentation and therefore the lectures could be checked for possible overlaps. Secondly, the presentation could be added to the DVD for participants. Poster presentations Every country had to prepare a poster that explained the way their sexual education project was organized in their country. During the NECSE each country had a couple of minutes to present their poster. To help the countries with the preparations of the poster a list with questions was sent to the delegates. The questions could be answered on the poster and so it served as a guideline for making��the poster. The questions asked where: 1. How many LORAs does your country have? 2. How many peer educators do you train every year? 3. How are your peers trained? 4. Who are the peers? Only Medical students? 5. How many schools do you visit? 6. How many high school students do you reach annually? 7. With what type of transport are the schools visited? 8. Do the peers get paid? 9. How is your project funded? 10. Which subjects are the focuses of your sex education classes? The country with the best poster received a prize. The OC decided to hand out this prize to make sure the countries put effort into their posters. Method exchange For a large part NECSE is about method exchanges. During these method exchanges the delegates from different countries present one or more of their successful methods and this usually proves to be a great inspiration for other countries. In former years every country was asked to prepare at least one method which would then be presented during the NECSE. Unfortunately sometimes countries prepared the same method because of lack of communication. The OC decided to ask countries to send in their methods six weeks before the start of NECSE. In this way we prevented that two countries would explain the same method during the NECSE. Executive phase Lecturers During the NECSE the lecturers were accompanied by their contact person from the OC. This OC member provided him/her with a goodie bag, tea or coffee and something to eat and stayed with the lecturer from the moment they arrived until the moment they left. The OC member also made sure the lecturer was accompanied to the lecture room and that everything was set up for the presentation. During the lecture the OC member would make pictures with permission of the speaker. The different lectures where:
Gerjo Kok: Sex education as health promotion: what does it take? This lecture was about implementing results from studies into sexual education for the classroom. This was done by giving an extensive review of all the things a sexual education project needs. This was divided in steps which involved having a good objective, designing a method which matches the objective and testing if the method actually helps with getting the objective. - René Kropman: Medical sexology, a new specialism René Kropman is an urologist and gave a lecture about medical sexology focusing mainly on the medical sexology education and the different aspects of this specialism. - Linda Futa – van Goch: Pimp boys / lover boys Loverboys are a Dutch term which is used for boys or men force young girls into prostitution. The last couple of years the phenomenon of loverboys has been given a lot of attention in the Netherlands. In other countries the phenomenon of loverboys is not well known. Linda gave a lecture from personal experience since she became the victim of a loverboy – or pimpboy as she would call them – 26 years ago. Since a couple of years she has been giving lectures and workshops throughout the Netherlands. This lecture was very impressive and really opened the eyes of the participants. A lot of them realized that loverboys probably existed in their countries as well, they just hadn’t noticed it before. In the end evaluation this lecture received positive comments from the participants. The workshops where: - Willem‐Jan Cuypers: How to discuss sex? Willem‐Jan Cuypers is an MD who works at a public health office as a sexologist. The workshop was about the public health office and the right way to address sexuality. At first his workshop was more a lecture, after a while the participants started to ask questions and got more involved in the subject so it got more interactive. - Gee van Duin: Pathos and passion – Thinking, choosing and acting for classroom contact Gee van Duin is a high school biology teacher in the Netherlands and teacher trainer at the University of Amsterdam. During this workshop he focussed on didactics through an interactive workshop. Before the start of the NECSE, he asked the participants to fill in a survey with questions about the sex education (projects) in their home countries. During his workshop, he used the information from these surveys to really focus not only on the Netherlands, but also on all the other countries attending the NECSE. This made the workshop interesting for all the participants. Furthermore, an exercise was done outside, in which participants had to stand in a line with their eyes closed. If they agreed with a certain statement they had to step to the left, if they disagreed they had to step to the right. This was a good exercise to get a discussion going about certain topics. Participants indicated they enjoyed this workshop and found it quite interesting, especially considering the fact the he used ‘real’ information that he retrieved from the surveys as a basis for his workshop. - Sanderijn van der Doef: Sex and media, sex education Sanderijn van der Doef is psychologist and sexologist specialized in the sexual development and education for young children. During the workshop she focussed on the need to start at an early age with sexual education and how this is best done. The workshop was interesting, but the title of the workshop did not match with the subject‐matter. Therefore some participants had wrong expectations about the workshop. Still the workshop was very much appreciated and there was a lot of interest in giving sexual education to young children and the way to do this. Some of the participants where even interested in translating the method she has developed for this purpose into their own language. - Peter Leusink: Pornofication of society, facts and views
Peter Leusink is a sexologist and GP. His workshop was about the pornofication of society and the necessity to distinguish between facts and views in this matter. He showed the participants multiple movies about the change in the way how people and media look at porn. After the movies there were discussions about pornofication in smaller groups, this was really interactive and the participants liked it. UK delegation: Violence in teenage relationships The English delegation prepared a workshop about violence in teenage relationships where they explained the problem with statistical data and discussed the way this could be addressed during peer‐education lessons. Swedish delegation: Heteronormativity The Swedish delegation prepared a workshop about heteronormativity where they focussed on gender matters and the way people are perceived by others. This was done using a story, after which the group was divided into smaller groups and a discussion about the story was held.
Poster presentations The idea of a contest with a small prize for best poster presentation worked well. All the countries prepared a poster in advance and a lot of effort was put in the posters and the presentations. Unfortunately one country (Austria) forgot their poster in the train. They made a new poster on the arrival day and explained their project using flip‐over sheets. The poster presentations were a success. Method exchange For this NECSE participants were asked to prepare a method and send this to the NECSE‐OC. However even after multiple requests from the OC not every country sent in a method in advance. Consequently, two countries prepared one certain method. Therefore, one country had to make a last minute change in plans, which decreased the quality of their method. Remarks about this were made in the end evaluation. Future NECSE countries are advised to send in their method exchanges in advance to make sure no method is prepared by multiple countries. The method exchanges where interesting and a lot of new methods where exchanged. Especially for Estonia the method exchanges were very useful because they do not have a sexual education project themselves anymore. All the methods were evaluated by another country; the other country described what they liked and what they would improve about the method, furthermore they evaluated if the method could be suitable for their own country. Closure phase NECSE‐DVD All the NECSE participants received a DVD with the information that was exchanged during this NECSE. Next to all the photos that were taken, the DVD contained the powerpoint presentation and handouts used by the lecturers, the methods presented during the method exchange and all the other information that was gathered during NECSE 2010.
Social Program Because NECSE is a conference that is about sex education, it is important to have a good and friendly atmosphere. The Social Program helped creating a group spirit. Next to this, participants learned many methods to get to know each other and to break the ice, which can be very helpful during our lessons at primary or secondary schools. Preparation phase Six months before NECSE 2010 a brainstorm about the themes of the three evenings was held. The Old Dutch Games‐ theme event was chosen for the first night. Because of the historical venue a prom theme was chosen for the second night. The theme would be ‘Knights and Princesses’. Traditionally there is always a National Food and Drinking Party on every international IFMSA meeting. This party was held on the third night. In the following months, a manual for the Social Program, including a shopping list of what was needed, was written. About one week before the NECSE, all participants received an e‐mail with a packing list for the Social Program. A week before the NECSE all the shopping was done. In the last week all the items needed for the Old Dutch Games and the NECSE name game were prepared. In the last week a planning was made about which OC member would be on emergency duty on which evening. On that night the OC members remained sober, watched over safety of the participants and the venue during the party and acted as contact persons in case of an emergency. Should a car be needed for an emergency, that OC member would be able to drive. At the end of the party the OC members on duty cleaned up the rooms in which the party was held. Executive phase The Social Program consisted of five pillars that will be described separately. 1. Get to know each other games & introduction Social Program Before NECSE officially opened, early arrivals had the opportunity to join the get‐to‐ know‐each‐ other games. The goal of these games was to make contact with other participants before the actual NECSE 2010 program had started. During the Opening Ceremony, the Social Program and the NECSE name game was presented. Every participant found a name card beneath his chair. The goal of this game was to collect as many name cards from other participants, which could be obtained by kissing the person mentioned on your name card on the cheek. If you succeeded without anyone else noticing you received his/her name card and you would continue trying to kiss the person named on the newly obtained card. This game took place during whole meeting and in the Closing Ceremony a winner was chosen. 2. Old Dutch Games On the first evening a party was organized in which old Dutch games were presented with a twist. Participants were divided into 9 groups that played several different traditional Dutch games with a sexual aspect added to them. In this way NECSEs theme was combined with learning something about The Netherlands. With each game a group could earn points. After finishing all games a winning team was chosen. Some examples of games played: - Testicle run: an estafette with boiled eggs which looked like testicles - Scrotumjumping: an estafette while jumping in a bag that looked like a scrotum - Bite the penis: while blindfolded try to eat peniscookies hanging from a wire.
3. Prom: Knights and Princesses The second evening was opened with a speed dating session in the Ridderhofstad. Torches were put outside this ‘castle’ to create atmosphere and all participants were welcomed at the door of the ‘castle’ with a nice cocktail called a ‘Flirtini’. The participants had put much effort in their outfits and lots of nice pictures were made. During the speed dating everyone had a few minutes to have a conversation with another participant before moving on to the next one. Questions were prepared by the OC, but of course the participants could come up with their own questions. After the speed dating the official prom opened in the StayOkay Bunnik Café and elections were held to choose a prom King and Queen. 4. National Food and Drinking Party On the last evening the traditional National Food and Drinking Party was organized. Each country had a table to share the food and liquors that are unique to their countries. Moreover, everyone was dressed up in their national colors, costumes or an outfit with a theme typical for their country. For this evening a musical playlist was prepared by the OC with a few songs from all the participating countries. The party was opened with a photo presentation form previous parties. 5. Secrets and Gossip At the entrance of our conference building a message board was placed with an envelope for every participant with his or her picture on it. In this way participants could send (anonymous) messages to each other. Next to the message board was the Social Board. Participants could place group messages and gossip on this board. Closure phase All the getting to know each other and icebreaker games used during the NECSE 2010 were put on the DVD which was sent to all the participants. Also a lot of pictures from the social program were put on this DVD.
Evaluation by participants The evaluation by participants was done daily by giving the participants the opportunity to write their comments on red and green papers. Because of Easter these papers were in the shape of an egg. On the red eggs the participants wrote down negative comments or advice for improvement and on the green eggs the positive comments. The OC reviewed the comments afterwards and tried to improve things if necessary and possible. At the last day of NECSE the participant had the chance to evaluate the NECSE as a whole. This was done by giving the participants big sheets on which they could write down their negative and positive comments on the food, accommodation, social program and general program. Besides that they had the possibility to write down tips for next year’s NECSE OC (Finland) and things they have missed during this NECSE. Also, they had to rank the NECSE, on a 1 to 5 star scale. There were also some blank sheets for other comments from participants. In this chapter there will be an overview of the things the participants wrote down on the different evaluation sheets that are mentioned above. Food There were a lot of contradictory comments on the food; some people mentioned that there was too little food (mainly during lunch and dinner) while others did not go hungry at all (they all liked the amount of food available during breaks). Some things all participants agreed on were the bad coffee and the fact that there was not much variety during breakfast, lunch and dinner. They were also surprised by the amount of bread Dutch people are eating on a regular day. But, they enjoyed the Dutch food during snack breaks and diner on Saturday. One last comment that was given on the food and drinks is the large use of plastic, it was used really often and there was no recycling or alternative available. Accommodation The next subject is the accommodation; people really agreed on the fact that the surroundings were beautiful and liked the idea of mixed nationalities in one room. They also mentioned that there were too few showers and toilets in the building for the number of people. Therefore the showers and toilets got dirty easily.. The OC read the complaints about the showers and toilets only at the end evaluation, as it was not mentioned before by any of the participants. If the OC had known it earlier they could have discussed this with the StayOkay staff. Social program There were not so many serious negative comments on the social program; only that some people missed an Easter theme and a field trip and some people did not like the early wake up calls. But most of the participants wrote down that they really enjoyed it and loved the good atmosphere. General program The participants were really enthusiastic about the lecture of Linda van Gogh, as an ex‐loverboy victim. Besides they liked the diversity of topics and the variation between serious topics, method exchange and breaks. The things they did not like about the general program were the overlapping methods and the fact that not all workshops/lectures were applicable for all countries.
What did you miss during this NECSE? Some things the participants missed during this NECSE; Boyfriend, sleep, bedrooms for less persons, a bigger room for the lectures, outside activities and small working groups. Tips for next year’s OC (NECSE 2011 ‐ Finland); ‐ More showers and toilets ‐ More frequent cleaning of showers and toilets ‐ No bunk beds ‐ More variety in method exchange topics ‐ Wireless internet access ‐ More spare time ‐ Bigger lecture room NECSE Ranking; * 0 ** 0 *** 1 **** 6 ***** 45 Blank sheet; At the end, we had a blank sheet with some comments to the OC; - “This is my fifth international meeting and I think that you’ve done the best job ever, concerning organization, social, level of sessions, food time and actually everything I can even imagine. Thank you so much and you should become an example for every next OC‐ team.” - “Thanks for the great overall organization. Great that you’ve been available all time.” - “You’ve been very professional and helpful, always trying to help me out with a smile whenever I’ve had a question. Great job, you’re awesome! PS Love the logo!” And a blank sheet on which all the participants wrote their name. In the middle of this sheet there was a big ‘Thank You’.
Financial Report NECSE 2010 ‐ Debet
A 1 2 3 B 1 C 1 2 D 1 2 3 4 5 6 7 8 9 E 1 2 3 F 1 2 3 4 G 1 2 3
Description Secretariat Enveloppes Costs for stamps Costs for making copies Bank expenses Bank card Travelling expenses Travelling costs NECSE‐OC members Costs for driving the participants to and from the location Accommodation Accomodation during the week including breakfast (per person) Accomodation during the weekend including breakfast (per person) Coffee, thea, soda and snacks during the day (per person) Lunch (per person) Diner (per person) Meeting room (per person) Beamer Screen for projection of the beamer Flipover Educational program Costs for lectures Gift for the lecturer Travelling expenses for the lecturer Social program Social program 2nd of april Social program 3th of april Social program 4th of april Other expenses After‐NECSE package Costs for sending the packages Enveloppe Information dvd
Sum € ‐ € ‐ € ‐
Total € ‐
1 € ‐ 1 € ‐ 1 € ‐ € 26,25
7 € 26,25
€ 25,00 € 50,00
8 € 200,00 1 € 50,00
€ 10.365,00 € 26,50 € 28,00 € 3,00 € 8,50 € 14,00 € 13,75 € ‐ € ‐ € ‐
60 120 180 180 180 60 1 1 1
€ 1.590,00 € 3.360,00 € 540,00 € 1.530,00 € 2.520,00 € 825,00 € ‐ € ‐ € ‐ € 250,00
€ 150,00 € 10,00 € 15,00
1 € 150,00 4 € 40,00 4 € 60,00 € 1.030,00
€ 5,00 € 5,00 € 3,00 € 250,00
60 60 60 1
€ 300,00 € 300,00 € 180,00 € 250,00
€ ‐ € 0,50 € 0,72
12 € ‐ 12 € 6,00 12 € 8,64
Expenses € 51,50 € ‐ € ‐ € 51,50 € 14,43 € 14,43 € 348,02 € 348,02 € ‐ € 10.380,36 € 1.590,00 € 3.360,00 € 555,36 € 1.530,00 € 2.520,00 € 825,00 € ‐ € ‐ € ‐ € 290,36 € 92,73 € 149,99 € 47,64 € 933,37 € 299,93 € 74,45 € 299,93 € 259,06 € 61,20 € ‐ € ‐ € 61,20
I J K L
4 Photo dvd Other costs 1 NECSE t‐shirts 2 Cleaning means 3 NECSE‐OC t‐shirt Subtotal Unexpected costs 0% Overhead costs IFMSA‐NL Total
12 € 8,64 € 560,00
€ 15,00 € 30,00 € 10,00
30 € 450,00 1 € 30,00 8 € 80,00 € 12.504,53 € 625,23 € ‐ € 13.129,76
€ ‐ € 401,08 € 125,00 € 20,08 € 256,00 € 12.480,32 € 584,91 € ‐ € 13.065,23
Financial Report NECSE 2010 ‐ Explanation Debet A
Secretariat 1,2 These were provided by the medical faculties. 3 When the budget was made, the OC did not take in to account that colour prints are not free at the faculties. Colour prints were made in a printshop. Bank expenses 1 The bank expenses were €3,75, every three months. A total of six months was charged by the bank. Besides that the bank charged costs for debet interest. After these two quarters, the bank costs were deducted from the interest by the bank. Travelling expenses 1,2 It was impossible to keep the costs for transport of the participants and other travel expenses apart. That is why all the expenses are under C1. Accommodation 1,2,4,5,6 These were the arranged prices with Stayokay Bunnik. 3 The OC provided the participants with coffee, tea and snacks. 7,8,9 These facilities could be borrowed from the faculties. Educational program 1 None of the invited guest speakers charged money for their lectures. There was coffee and tea offered to every guest speaker before and after his or her lecture. Costs were also made for educational materials which the guest speakers used. 2 At the time the budget was made, the OC expected to invite four guest speakers. However, during the completion of the educational program, the idea to implement two workshop rounds arose and was carried out. In the end seven guest speakers were invited. After it was clear that there was enough sponsoring, it was decided to buy more expensive gifts to thank the guest speakers for coming over to the NECSE during Easter weekend. 3 These are the travelling expenses made by guest speakers. Social program 1,3 The costs for the social program on Friday and Sunday are equally divided over these two items. 2 Saturday night's social program was in the Stayokay Cafe where the participants bought their own drinks. Only the first drink was free for the participants. 4 These are the expenses for decoration and materials needed for the social program. After‐NECSE package 1 Packages could be sent for free at the medical faculties. 2 These were provided by the medical faculties. 3,4 To spread the information of the NECSE as widely as possible, it was decided to give every participant a DVD with all the presentations, methods and pictures. On the budget there was only one DVD per delegation. Besides that the DVDs were more expensive than expected. Other costs 1 Instead of t‐shirts, it was decided to orde boxershorts for the participants. These boxershorts cost € 12,‐ per boxershort. Ten participants ordered a boxershort. Besides that there were € 5,‐ print costs. The participants did not have to pay for these extra costs.
2 These were the costs for cleaning means. 3 The costs of an OC‐shirt with NECSE logo were € 20,‐ per shirt. After it became clear that there was enough sponsoring, it was decided to order another garment which could also be sold to the participants. The OC decided to order a boxershort with the NECSE‐logo. These boxershorts cost € 12,‐ per boxershort. In this way the NECSE boxershort could also be promoted to the participants for the sale later on. Unexpected costs There were multiple unexpected costs. The most important costs were the program booklets which were forgotten on the budget. The OC decided to print the program booklets in colour, despite the high expenses. The opinion of the OC was that the program booklets were more beautiful and legible when they were in colour and it contributed to the professionality of the NECSE. Another unexpected cost was the rental of portophones. The area of Stayokay Bunnik was quite large and there were 3 different buildings used, that was why it was useful to have portophones for easy communication within the OC. € 0,75 Bank costs for small change € 33,00 Keycords € 9,75 Laminating pouches € 14,40 Name tags € 75,95 Participants certificates and other colour prints € 147,56 Portophones € 282,30 Program booklet NECSE 2010 € 20,00 Taxi costs € 1,50 Wireless Internet at Stayokay
Financial Report NECSE 2010 ‐ Credit
X Y Z
Description Participants cost 1 Registration fee 2 Registration fee NECSE‐OC members Clothes 1 Sale of NECSE t‐shirts Sponsoring Total
€ 100,00 € 100,00
52 € 5.200,00 8 € 800,00
30 € 450,00
Total € 6.000,00
€ 450,00 € 6.679,76 € 13.129,76
€ 13.065,23 € �� 12.620,00
Sponsoring required Sponsoring achieved Funded by IFMSA‐NL
€ 7.645,23 € 7.200,00 € 445,23
Income € 5.300,00 € 5.300,00 € ‐ € 120,00 € 120,00 € 7.200,00 € 12.620,00
Financial Report NECSE 2010 ‐ Explanation credit W 1 2
X 1 Y 1 2 3 4 5 6 7
Participants costs There were 53 participants. The OC has chosen to refund their own registration fee. This is decided because the OC made a lot of expenses during all the preparations for the NECSE. The teambuilding/work‐weekends were paid by the OC‐members themselves as well as the travel costs for these weekends, except for the travel costs for the last teambuilding/work‐weekend. This decision was made after it was clear that there was enough sponsoring. Clothes Ten participants have ordered a NECSE‐boxershort, the boxershorts costed € 12,‐. Sponsoring The NECSE 2010 received € 500,‐ sponsoring of the Nederlandse Vereniging van AIDS Behandelaren. The NECSE 2010 received € 2000,‐ sponsoring of the Nederlandse Vereniging voor Seksuele Hervorming. The NECSE 2010 received € 500,‐ sponsoring of Asha International. The NECSE 2010 received € 750,‐ sponsoring of the Rutgers Nisso Groep. The NECSE 2010 received € 450,‐ sponsoring of Noord Negentig Accountants The NECSE 2010 received € 500,‐ sponsoring of the Nederlandse Vereniging Voor Seksuologie. The NECSE 2010 received € 2500,‐ sponsoring of the AIDS Fonds.
List of abbreviations NECSE OC IFMSA‐NL NORA SCORA LORA GA AM
‐ Northern European Cooperation of Sex Education projects ‐ Organizing Committee ‐ International Federation of Medical Students’ Associations – the Netherlands ‐ National Officer on Reproductive health including AIDS ‐ Standing Committee on Reproductive health including AIDS ‐ Local Officer on Reproductive health including AIDS ‐ General Assembly ‐ August Meeting