How to delegate? Let’s share experience!
Exchange ‘Sharing rural diversity in a densely populated country’
5 October 2008 – 13 October 2008 Turkey – Poland – Belgium Germany Evaluation document - Addendum
Use this guide to prepare your plan for your next project…
project…
Source: W.Fields, fair use
This project has been funded with support from the European Commission. This publication reflects
the views only of the author, and the Commission cannot be held responsible for any use which may be
made of the information contained therein.
Written by: Wouter Geurts
Making the working plan
1
Sharing experience with projects
Intro: ‘An elephant is best eaten bite per bite’
bite’
Good teamwork starts with good delegation of tasks. For IAAS-committees, while working
with young volunteers, it is a skill that is gradually built up through experience.
‘Delegation’ in itself is often defined as a ‘transfer of responsibility and authority to other
persons, while still remaining accountable for the final outcome’. As a group leader you
want the result to be good, and you will have to rely on your team members. Therefore it is
useful to ask yourself the question: What has to be done? Then, you can find effective
ways to ‘cut the big elephant’ in smaller pieces so that it can be handled by your team. Now,
to plan delegation well, it takes time and efforts! But the time you invest in it in early stages
will be gained back with great return on investment later on. This is a small experiencebased guide for volunteers in youth-based NGO’s to inspire for a good start for a typical
medium-scale event, presented in ready-to-eat format!
Each time you will go with your team for a new challenge, you will learn more. Organising
a project can be a wonderful occasion for young people to realise dreams, and to develop
some leadership and insight in delegation.
Often, young volunteers underestimate the benefits
of making a good delegation plan on time. Many
become better organisers by trial and error, but
you, your colleagues and your guests will feel best
when the errors are under control. When you
have to motivate a few fellows to digest your entire
elephant (because you just realised how big it is)
before the end of the day, you will soon all have
stomach ache. But if you prepare it to small pieces,
that have been well-flavoured and seasoned, you’ll
have plenty of candidates to join for a good meal!
This small guide gives a concrete insight in how
our planning of a Youth in Action-funded event
was made up, how we delegated the work, not only
among members of the organizing committee, but
also among participants. The project was called
Source picture:
www.seasoned.com - fair use
‘Sharing Rural Diversity in a Densely populated Country’, and it involved around 40
people from Poland, Turkey, Germany and Belgium. Being well organised can be more
easy than you might think!
Project management reaches further than what is described in this guide: except of
planning you will also need to execute your plan, monitor the implementation, and provide
evaluation and monitoring. This guide also doesn’t talk about the project development
phase. However, we hope to give you some fresh ideas on how to make the general plan
once you have already designed your project. And we are happy to confirm that this
approach, for an event of 7 days and with a group of 40 people, worked well.
Making the working plan
2
Sharing experience with projects
Too often, organising teams take too little time to make the plan itself. This later on lead to
stress, frustration, communication problems, complaints from guests, conflicts and demotivation. While instead, when the plan is good and it is made on time, you will gain
much control over the situation and you and your team will feel proud in the end. When
you also use the plan to enhance communication, your team will be more robust to catch up
with small errors and problems that occur. Also your guests will enjoy it, because they will
feel understood, and the atmosphere will go to the optimal point!
Never let anybody encourage you by the size of a challenge… Both young women and
men, even with limited experience, have showed to be great leaders in IAAS-teams. The
most successful ones were those that also shared experiences with younger members. IAAS
is an environment where one of the main goals is to offer high-quality learning
opportunities to young people so here is your chance to create your own! Even a very big
task can be done very well by a less experienced team if this team prepares the planning
cautiously and on time. Afterwards, nobody will call such team ‘inexperienced’ anymore…
‘If it is planned, it will probably happen. If it is not
planned, it will probably not happen’
This sentence summarizes everything. When it is planned, somebody will take care of it,
and therefore it will happen. If nobody takes care of it, it won’t happen. Good delegation is
the end result of an important, early brainstorm on logistics with your team, which you
make months on beforehand, combined with good monitoring.
Useful questions: Which are all the tasks? Which persons are most fitted in your team to
handle the job? What do these people need to know? Asking these questions before a
preparation meeting will take place drastically increase the efficiency of the meeting.
Making the working plan
3
Sharing experience with projects
Planning only works when monitoring and communication also work, but planning helps
to create vision and overview for the whole team. Like with everything that is new (cooking
for many people, …) teams can get overwhelmed with unexpected situations. This causes
stress. Guests have a question but nobody knows who can answer it. Guests have to wait
long and get annoyed, because the food isn’t ready.
Not enough people in your team? When planning early you might still have time to
motivate some new people, which might become your future successors! It is good to
foresee the right job for the right person. It is good to actively involve participants in the
organisation, if you tell them long enough on beforehand. In Borgloon, the Turkish, Polish
and German participants all cooked one night, the recipes were made on beforehand by
each team and we could manage smoothly to get all things ingredients on time.
When making the plan at first, it is normal that many things are over-looked and forgotten,
therefore it needs some time to ripen especially if you start with less experience. You
thought of the check-in but forgot about the check-out when people need information how
to leave the place! It is a relief to know that there is somebody who is going to take care of
it. Being on time pays off. Appoint a DJ on beforehand, choose the right person (somebody
with good taste) and you’ll have good music. If you ask early enough, this person will bring
some of her/his own music and she/he can take care of sound equipment. It will happen
because it was foreseen. Check up from time to time how the plan is going, how everybody
is doing with the preparations, and which eventual adaptations are needed. Do people know
what they have to know? Do they need funds or help with logistics and did you take it into
account? Having all info together in a schedule makes it easier to have an overview. Share
such with whole team and efficiency will really go up. Regularly meet and share
information to make the plan work, with specific meetings before and during the event.
‘It is good to take the point of view of the participant while making the
planning. As a participant, you might need to change money, have a moment to
buy some stuff, you’ll like to be informed about what is going to happen, have
somebody you can always ask information and assistance with your proper
unning
involvement during the program. You’ll also be more pleased when not rrunning
out of toilet paper’
Q: How do you put a white elephant into a
refrigerator?
efrigerator?
A: Open the refrigerator door. Put in white
elephant. Close door.
Q: How do you put a blue
blue elephant into a
refrigerator?
A: Open the refrigerator door. Take out the white
elephant. Put in the blue elephant. Close door.
Source picture: W. Fields, fair use
Making the working plan
4
Sharing experience with projects
Searching your responsible people
To organise a good event, a team has to work very hard. But is this equal to be stressed
all the time?
In this exchange, only a small organising team was involved. Nevertheless, all participants
and organising committee members worked at some point, and all had some periods in the
schedule that they didn’t have direct responsibilities (so they could participate in the
program). For the delegation, we didn’t only look to what, but also to whom, to the profile of
the different actors. Not everybody likes the same tasks, and volunteers remain volunteers!
-
Overall coordinator: President of the organising committee. She or he has
overview, he/she is the ‘big boss’, the person that leads the organising committee. One
of the most important tasks is to make sure the workload is evenly divided and that
preparations are monitored. Profile: Pro-active, some experience, communicative,
able to motivate others. Young people can grow in taking the lead!
-
Financial coordinator: The financial coordinator monitors money-spending and
model the expenses, signs contracts (also venues and insurance) and follows up the
budget. Profile: Organised person, that can work efficiently and systematically.
-
Core committee: This is the group formed by leaders of each (national) group of
participants. Core team members meet face-to-face during brainstorms, project
preparation phases and during project set-up. Core committee members are often the
persons that initiate the idea, the international partnership network, and that involve
local members in the overall team. These members make work on the content of the
project (workshops, debates, …) and are key-communicators to make smooth
communication and delegation of tasks to participants. Profile: Pro-active, sensible to
the needs of the different groups, involved in the networking
-
Logistical team: Team that takes care of buying food, moving objects, doing
shopping, … and that has the necessary means to do its task. Logistical teams work in
tight cooperation with food responsible. Profile: Driving license can be useful!
-
Food responsible: For every day or with a fixed team, people take care of the
catering. It is cool to also involve participants! You can ask national teams to cook one
day and supply them with all they need. Profile: Some sense of organisation, and
creative ideas for gastronomy!
-
Daily coordinators: Overview is very important. For every day, one person is taking
special care. This starts in the early preparation phase. The event is a complex sum of
different small actions and it is good that there is an extra person that makes sure the
day is complete, that all actors know what they need to know and that all preparations
cover needs and expectations. The daily coordinator first of all checks ongoing
preparations for his/her day from the other actors, and informs on the overall process.
A daily coordinator should also make sure that the evening before ‘his/her’ day, all
involved actors meet and go over the schedule, know what they need to do and spread
most recent information accordingly. Further, the daily coordinator cooperates with
Making the working plan
5
Sharing experience with projects
the overall coordinator to create a sphere of open communication to assure
information is spread well.
-
Participant teams: It is cool and even necessary to involve participants! Participant
teams can also take up certain tasks. Obviously participant teams can take care of
cooking, preparation of workshops, debates, energizers, games and so on, but
participant teams can also wake up people, take care of gossips, gather pictures,
present small daily reports and so on.
-
Registration team: Participants travel to your country and leave, they will require
visa or other documents. When participants arrive, it is nice if they easily find the
group and if they are welcomed. Further, participants also have needs when they
leave. How will they get to the airport on time? Registration responsible take special
care of supportive communication and preparation to make sure guests feel fine. The
registration team takes care of the registration of participants, the exchange of
coordinates, visa, insurance, the production of nametags and T-shirts, welcome
packages, and monitors the individual travel plan of each participant. If needed, the
registration team makes sure the agenda is adapted so that participants can
successfully arrive and travel back. During the arrival and departure day, registration
teams make sure enough people are involved to support the actions.
-
Other clear independent task responsible people:
music responsible/sport responsible /game responsible/…
Q: How do you smuggle an elephant over the border?
border?
A: Put a slice of bread on each side and pretend it is your lunch.
lunch.
Fair use, http://www.joke-of-the-day.com/files/images/elephant-nest.jpg
Making the working plan
6
Sharing experience with projects
Example: Agenda
Tip: It is good to make common documents and checklists that are shared and updated with
everybody, and that contain all addresses, mobile phone numbers, ... During preparation
meetings, responsible people can use them as a planning tool, during the event itself it can be
used to autonomously solve problems, increase overview and provide correct information.
Here we share it with…. You!
V
8h
9h
10h
11h
12h
13h
14h
15h
16h
17h
18h
Preparation weekend: core team will meet on 19-21 september in Leuven, Blauwput Venue list: Moerkensheide,
Nieuwstraat 78 9840 De Pinte +32 (0)9/282.68.94 (5/10-6/10) Blauwput, Martelarenlaan 11A - B-3010 Leuven
+3216 63 90 62 Venue in province of Luxemburg: Les Fourches, Corsendonck, Herbeumont +32 61 41 00 30
Venue in Gors (Borgloon): Het Klokhuis, Martinusstraat 34 Borgloon +32 16 74 77 94
Sa 04/10/2008
Su 05/10/2008
Mo 06/10
Tue 07/10
Preparation day by leading Arrival of guests and
Culture and clichés
Team building day:
team
Welcome
getting closer!
De pinte
Moerkensheide,
De Pinte/Leuven,
De Blauwput Leuven
Blauwput
During the day: domein
Nieuwstraat 78
De Kluis
9840 De Pinte +32
(0)9/282.68.94
Arrival of participants
Breakfast
Breakfast + Briefing
Energizer prepared by
Trip to Sint Joris Weert
Turkish participants:
Turkish + Belgian team +
by train
arrival @ 10pm
briefing
Welcoming team
Logistic preparation and
City game in Gent –
Energizer prepared by
meeting of the core
seeking pictures
German + Polish team
organising team
Walk in nature and
farm visit in OudLunch
Heverlee:
Lunch
Living in a rural area in
Belgium
German participants:
Workshop: Clichés on
Arrival @ Ghent Sint
rural areas
Lunch
Team building
Pieters train station What do you think about
Activity
Need escort to De Pinte
rural areas?
Continued team building
Dinner
19h
20h
21h
Dinner
Dinner
Getting to know each
other- games
Presentation on Youth In
Action (core organising
team)
Leave for De Blauwput
Remark: travel by bus
instead of train because
of announced national
strike Arrival in De Blauwput +
Free time (shower)
Perception and feedback
moment (group session)
Flip chart dialogue
provided
Flip chart dialogue
‘Which are the challenges
and opportunities in rural
areas’? Strengths and
weaknesses for rural
youth?
Expectations setting
(round table debate)
The workshop of
international clichés: (split
up in teams, flipcharts)
Who do you think I am?
22h
Arrival 7 Polish
participants – they come
to Leuven by train
23h
24h
Evening activity
Intercultural Evening
This agenda has not been updated… It concerns the initial plan
Making the working plan
7
High in the sky! (rope
system, De Kluis)
Food at De Kluis
Train to Blauwput
Free time
Sharing experience with projects
Wed 08/10
Thu 09/10
Fri 10/10
Diversity from Brussels to
Bertrix
Getting in to the cosmorural
areas of Belgium
Action on the field: Picking Apples
with Peers
V
Blauwput
Het Klokhuis, Borgloon
8h
Breakfast &
Leave for Brussels
Breakfast in Bertrix
Energizer prepared by the
Polish team
Het Klokhuis Martinusstraat 34
Borgloon
Breakfast
Energizer prepared by Turkish team
9h
10h
11h
12h
13h
14h
15h
Visit to the European
Commission. Discussion about:
labour mobility in Europe.
City walk: Diversity in
Brussels…
Visit to Matongé, de Marollen
and the city center.
Lunch
Leave for Bertrix (bus)
16h
17h
18h
19h
20h
Morning dew trip in a
champignon valley
Workshop: How to make
improvisation theatre in a stable
(preparation: Turkish team)
Trip by bus to De Winner,
Overpelt (Limburg)
Dinner on the farm
Trip to farm in Haspengouw
Arrival at ‘De Winner’
Lunch and
Free time to fresh up
Field work: volunteer helping of the
seasonal workers with the harvest of
pears and apples
Round table debate:
What to expect from seasonal
workers? Stereotypes?
Helping sorting out the fruit and
package them in the farm
Trip to Gors, Borgloon,
Arrival in Haspengouw
Arrival at ‘La Bergerie
d’Acremont’
A Flemish farmer who changed
Brussels for the field in
Wallonia !
Teamwork in a stable!
First contact with the group of
seasonal workers – getting to
know each other
games
21h
Dinner at Bergerie D’acremont
Trip back to De Winner
22h
Trip to gîte
Mid-week evaluation
Group discussion
Brain storm for the
improvisational theatre
23h
Short daily evaluation
24h
Packing for the next day
Making the working plan
Dinner at the farm in
Haspengouw/Sint Truiden
Dinner at the farm
Camp fire
Working together at the theatre play
together with the seasonal workers
Cultural Evening activity organised
by the exchangers for the seasonal
workers
Traditional Polish and Belgian
dances
Trip back to De Winner
Short day evaluation session
Planning for the weekend
8
Sharing experience with projects
V
8h
Sat 11/10
Bake a cake!
Het Klokhuis, Borgloon
(Gors) Martinusstraat 34
Program = changing
Breakfast
Belgian energizer
Sun 12/10
Theatre in the stable
Het Klokhuis, Borgloon
(Gors) Martinusstraat 34
Breakfast
Belgian-Turkish-GermanPolish energizer
Mon 13/10
Breakfast
Good bye and Leaving
day
Groups leaving:
9h
10h
Round table debate on
preparations of the theatre
Rehearsal session
11h
12h
13h
14h
15h
16h
17h
18h
Leaving for farm
Work at the field (harvesting
apples and pears)
lunch
Logistical preparations for
the theatre play
Theatre in a stable!
Performance
19h
20h
Bake a cake !
Bake a cake! Rehearsal of
One team is
the other
making an
group
apple cake
together with
seasonal
workers
Dinner on the farm
Eating apple pie together
with the seasonal workers
Cultural evening activity
together with the seasonal
workers: Turkish and
German dances
21h
22h
23h
Return to De Winner
Planning session for the
theatre performance
Turkish group:
Plain,
Polish group:
Leave by plain, CRL
Wizzair
Charleroi, 8.30 pm
LOT flight Warsaw 234:
leave by plain 7.30 pm
Leaving Haspengouw
Dinner
Free time, shower…
Workshop: 1) Let’s share
rural identity differences
and similarities!
2) How did our perception
change during the overall
week?
Round table debate:
Evaluation of the day
Evaluation of the week
End evaluation:
• discussion
• Brainstorm on new
projects
• Learning outcomes
• Next steps
Closing evening: Party
with all the exchangers
Flipcharts available (What
did you learn? What was
the best moment? …)
24h
Making the working plan
9
Sharing experience with projects
Task delegation list – supply this to all people in the team so everybody knows who is doing what
Task/responsibility
Who ?
Status/explanation
money
Task delegation list
( original message to people that take responsibilities)
‘If it is planned, it will probably happen. If it is not planned, it will
probably not happen’
This list is the key planning instrument to coordinate the overall team work. Use the available
space in the schedule to write down what you are doing, where you will be, and bring it to the
meetings. Taking responsibility means also that you will proactively think about the needed
means and the timing of events. Be proactive and solve solutions with team-mates in
dialogue. Ask other OC members and participants where you can help them and where they
need to help you. Communication is crucial!
One e-mail address is used for registration: [email protected] .
Let’s just take this challenge because it will be a great experience for everybody. The big
advantage for you as an OC is that from time to time core team will take over – meaning that
a considerable part of the content program is managed by the international partner teams. This
is also a big but interesting challenge! And never forget that the exchange is also organised
for you so when you don’t have a specific task, then take some time to enjoy the activities!
This list is probably incomplete so it can always be needed to revise it and adapt.
This list can be a great tool! Print it, and mark all fields where you are involved!
And don’t be shy to take on you some responsibility and go for it!!
Source: Disney, Wikipedia.org, fair use
Making the working plan
10
Sharing experience with projects
Task/responsibility
Who ?
Meetings and
All of us
Passing by Jint
Overal responsibles
Gijs
President of the
organising committee
Core team
Making the working plan
Status/explanation
Urgent!
Main task:
• Make sure there is a name of a volunteer
on every task field on this list and checks
if everybody has understood his/her
responsibilities
• Update and spread this list among OC
• overall coordination. One of your most
important tasks is to take care of good
communication with and coordination of
the volunteers, to make sure other people
have some overview too and understands
who can arrange what . This will allow
people to solve an unexpected problem
during the event or direct participants to
the right person.
• Plan internal meetings with the
responsible people, foresee some time for
this during the preparation and the
program
• Inform for the needs of the core team and
be as close as possible to what they do
• Provide an overall mobile phone list of all
OC members
• Take care of the daily briefing of
participants at breakfast together with the
day coordinator of that day
• Attends the preparation weekend 19-21/9
• Close cooperation with Finance who
signs contracts and is in contact with
venues
• Decides on budget together with finance
• It is important that he/she is also very
near to the core team
• Ask day coordinators for their progress
and teams.
• He/she organises Belgian national
meetings.
• He/she helps daily responsible to find
somebody responsible for every job.
• Overall view very important! Close
cooperation to finance, also for managing
contacts and contracts with venues.
•
This is the international team of national
11
Sharing experience with projects
money
Wouter
Magda
Orcun
Susanne
Day-coordinator
Belgian
participants
responsible which is focusing on
coordination of content of the program.
• These people will meet in Leuven 19-21/9
with the main responsible people and the
rest of OC.
• It organises online meetings
• Decides on participants from the
respective countries
• This team is the main link between the
overall project and the local levels in each
country.
• It is responsible for the coordination
(delegation among participants and
preparation in local teams) of workshops,
trainings, energizers, evaluations, mutual
contact between countries, motivation and
involvement of participants in the
preparation of workshops and energizers.
Belgium (Wouter)
Poland (Magda)
Turkey (Orçun)
Germany (Susanne)
Task description:
Day coordinator
•
•
•
•
•
•
•
•
Making the working plan
Being daily coordinator is a real key-role
in the realisation of the agenda. This is
your day!
Brief participants the evening before and
in the morning, together with your OC
president
Daily coordinator checks up the overall
day, understand everything in detail that is
going to happen, keeps overview on this
specific day and all preparations needed
Goes over grant application to understand
the goal and reporting requirements of that
day
Makes a last checks the day before ‘his’ /
‘her’ day if every actor is well informed
and well prepared
If possible, visits the venue of that day on
beforehand.
Try eventually to takes part in the
preparation weekend if possible
Motivates people within the OC to
delegate different tasks of that day to other
people of OC and thus needs to find:
12
Sharing experience with projects
Transport responsibles ,
The food responsible of the day
Activity responsibles
Cleaning teams (on leaving days)
And eventually extra help with logistics
Participants also are delegated tasks and the
core team is mainly involved in this. It is good
to establish optimal contact on this during the
meetings. Different participants f.e. take care
about 1) waking up everybody (so it is good
to equip them with music, some equipment,
• . Reports to the different responsibles
on the progress made for the
preparations of the day
• Informs with the finance coordinator on
the available budget
• takes initiative to set up a meeting
preferably two days before with the
responsible people
• informs him or herself about everything
happening that day, eventual changes
• Is in contact with OC president for the
overall coordination
• Checks up if rooms are available for
activities, transport is arranged by
responsibles
• Cooperates with the core team for those
things which are delegated over all
participants (which are creatively divided
in daily waking up teams, participant
teams which take care on the daily report
and gather pictures, … )
• Checks the logistic needs of people that
prepare workshops etcetera,
• Makes sure reporting requirements are
discussed with the core team. Has the list
been signed? Did things happen like
planned? The daily coordinator also has a
role in gathering feedback from
participants for the evaluation of the
whole day
• Does not hesitate to ask the OC president
to help him/her solve a problem
• communicates with everybody involved in
that day (food + logistics + core team +
activities + transport + cleaning)
• He/she also makes sure some people
support the different teams logistically if
needed.
Making the working plan
13
Sharing experience with projects
Consults excel table
It is cool for day coordinators to
participants to help a bit
LIST of DAY COORDINATORS
•
•
Friday and Saturday 3/10 -4/10 (for early guests)
Sunday 5/10
arrival day – registration
Monday 6/10 Ghent – Leuven – Intercultural
evening (+ int.cult. ev.) Tueday 7/10 - team buildings day (see also team
building)
Wednesday 8/10 – Visit European Commission,
guided walk (by ourselves!), travel to Bertrix,
Teamwork in a stable + food
Thursday 9/10 – guided Champignon walk (by
external guide, contact of Peter), leave for
Haspengouw, contact with farmer coordinator
Friday 10/10
Saturday 11/10
Sunday 12/10
Monday 13/10
Registration responsible
- can be any
participant
that is
prepared for
this job
•
•
•
•
•
•
•
•
•
•
•
•
•
Making the working plan
Before event (together with core team) this person is in
charge of the registration of participants (consult e-mail
addres [email protected] password ‘tradefair’
It is the core team that selects participants. Get their
info!
Makes invitations with official stamps and signatures,
mentioning dates, names, passport numbers, the project
etceter for Turkish participants (they need VISA !!!) and
informs with the Belgian embassy in Ankara – use skype
- (ambassadeur Van Rysselberghe Mahatma Gandi
Caddesi, 55 06700 Gaziosmanpasa – Ankara; tel
(0090) (312) 405.61.66 fax + (90) (312) 446.82.51 –
this is urgent because it takes time
Needs to understand the whole project and read the grant
application
Gathers all the originals (in cooperation with the core
team) of flight tickets, transportation tickets of
participants and makes sure Finances gets it (for
reimbursements).
Collects all contact data from participants
Provides information and receives information from
Core team to achieve this goal
Makes nametags and cooperates with responsible of day
one and the welcome teams
T-shirts
Name tags with phone numbers of responsibles for every
participant
Keep participants informed before the event starts
Informs him/herself of the situation of each participant
Very important task: Check out participants! How will
they get back home? Ask them on time and make sure
14
Sharing experience with projects
Finance coordinator
Thomas
Timmerman
Source: Oxfam
Farmer coordinator
Sofie Maes
Source: W.Fields
Venues
Reserving venues
Wouter
But later:
Financial
responsible
the daily responsibles of the last days take care about
these individual cases
•
password ‘tradefair’ ) and on first day
•
Look down this list for specific responsibilities for you
(vs to delegate)
Runs the financial aspect. This includes
•
Close cooperation with president OC
•
Need to well understand the overall project and read the
grant application (this is our contract !)
•
In charge of contact with Jint – involve president OC in
this
•
signing venue contracts and rental contracts,
•
paying advances (voorschotten)
•
cooperate with the food responsibles and daily
coordinators to solve budget problems, manage cash
needed to buy things.
•
Contact Schapenboer (see down)
•
Contact core team to see if some participants are in
trouble to pay the tickets they will get refunded 70
percent later
•
Responsible for financial follow up after the project
(contact with Jint).
•
Decides on small budget changes. He is also
responsible, together with the president of OC, to get in
contact and check up the venues
•
Decides on big budget decisions: decision together with
the president of OC
•
Have a look down this list to spot isolated events
•
Finds a good partner farmer in Gors to cooperate with
the 4 last days of the exchange
•
Manages overall cooperation and contact with the farmer
in Haspengouw/Gors
•
Need to read the grant application to understand the
concept
•
Contacts the farmer and meet face to face
•
Arranges the volunteer work and the work schedule
•
Arranges preparations for the theatre
•
Arranges preparations for the intercultural evenings
•
Arranges the meals in cooperation with the Food
Coordinators of the last four days
•
Comes to prep weekend 19-21/10
•
Understands the program of those days and the people
involved
•
Contacts Orçun (turkey) to inform for the needs of the
theatre
•
He/she is responsible to keep contact and plan the events
together with the daily coordinators and the president of
the OC.
•
Contacts the food responsible and daily responsible
during the time in Gors
•
Sees which advice the farmer can give us concerning
logistics and cooperation with the local seasonal workers
•
Gathers all bills and tickets and makes sure the financial
part of the report is written and well-documented
Status: Contracts not signed
but places reserved
Moerkensheide reserved
Blauwput reserved (incl breakfast)
Klokhuis reserved
Backup option with gite detappes made in Bastogne, though
schapenboer Peter is helping us with his local contacts.
No guarantees paid, all contracts need to be signed
Reserving rooms etcetra : daily
Making the working plan
15
Sharing experience with projects
coordinators
Partners
IAAS committees involved
Belgian core
member
(eventually OC
president)
Farmer in Sint Joris Weert
(7/10)
Hans Gielen, De Kluis Sint
Joris Weert
+32 (0)16/47.71.72
European commission
schapenboer Peter *
(bergerie d’acremont, peter and
barbara)
Team building
team (7/10)
Wouter
Later: finance +
team building
team + daily
responsible
7/10
Responsible
8/10
Wouter
Later: food
coordinator
day 8/10 and
9/10 +
president OC
+ daily
responsible
8/10 and day
9/10
Mushroom walk
Peter *
(schapenboer)
and daily
responsible
9/10
Farmer in Haspengouw
Farmer
coordinator
Finance + daily
coordinator
8/10 and 9/10
Bus company
IAAS Leuven
IAAS Gent
IAAS Louvain La Neuve – Nico 0474215557
IAAS Turkey – Orcun gurkan (0) (312) 287.33.60 / 2139 or
[email protected]
Onur Itir +905554053361 [email protected]
IAAS Germany – Suzanne Ziegler / Caroline
+4917675551711 [email protected]
IAAS Poland – [email protected]
Need to find farmer who is ready to show his farm f.e. near
Zoete Waters
De Kluis is a nice venue, but it is a good place for team
building as well. We reserved the rope circuit. We can also
make a BBQ there.
Needed: touwenparcour and material for team building day
+32 (0)16/47.71.72
Visit of European commission reserved
Mail: check
the mail address [email protected]
Peter and Barbara are really wonderful and sympathic
people (native Dutch), who just got their first child. They
built up their own cheep farm and sell there biologic cheese
on the market in Leuven and already worked with IAAS
years ago. They help us in finding good accommodation in
the region and help us contact the guy from the champignon
walk. Bring them in contact with professors in food
technology of Leuven en Gent. They want to know more
about the benefits of Orotic acid, a substance present in
sheep milk.
Deals with Peter need to be made on:
• Raclette on 8/10 (price and composition)
• Introduction and the planned volunteer stable work
done by participants
• His introduction that day (see program)
• Logistics
• Contact with the guide of the champignon tour
• Contact with locals that can help us
• Gather them some articles about Orotic Acid for
them
• Buy them a small gift
Rue de Bernifa 17 6680 Bertrix Tel.-Fax
535435 . La Bergerie d' Acremont ...
not decided yet
061-
Not decided yet –search
Needs to be confirmed (wouter asked prices)
Necessary preparations on the spot long on beforehand
Preparing orientation walk Team building
Sint Joris Weert, domein De Kluis
team
Making the working plan
(=
16
Sharing experience with projects
and team building
activity team)
Visits to farmer Derwael in
Haspengouw
T-shirts printing (obligatory
with Youth In action logo)
Visa applications
Farmer
coordinator
Registration
coordinator
Registration
coordinator
Preparation of guided tour in
Brussels by Brussels guidance
team
Daily
coordinator
http://www.hopper.be/jeugdverblijf/DeKluis
Search for good designers in OC
400 eur
Urgent because for Turkish people it can take up to a
month. Calling and informing the embassy on beforehand
can help.
/ Nico / contact Nico Dubois, see ‘ábove IAAS LLN
Daily responsibles should delegate complicated transportation tasks to transportation responsibles
Transportation and transportation task responsibles (volunteers that lead the group during transportation together with the day responsibles and
monitor the overall process to assure everything is arranged for the transport)
Reservations of group
tickets nmbs
Daily
coordinators
(check up by
president)
Still needs to be done = Online – nmbs.be or
02 528 28 28
Deadline 10 september
http://www.brail.be/nat/N/tarifs/formulas/reservation/index.php
Pick up rented van to transport
luggage and material during first
days up to Brussel
Maybe even rent a little minibus for
transport in Gors
Transportation for arrival
Wieter
Bruges
Transportation people Ghent Sint
Pieters – De Pinte 5/10
Dayly
responsible finds
volunteers
Dayly
responsible finds
volunteers
Dayly
responsible finds
volunteers
Dayly
responsible finds
volunteers
Dayly
responsible finds
volunteers
Ev. Wouter +
Finance
Finance
Transportation Ghent – Leuven
people 6/10
Transportation luggage 6/10 and
pick up material Audiovisuele
dienst
Transportation people Leuven-Sint
Joris Weert retour 7/10
Transportation Leuven-Brussels
and metro 8/10
Transportation luggage and
material Leuven to Brussels 8/10
bus from Brussels to Bertrix (8/10)
and in the evening to Gite
Bus from Bertrix to Gors
(Borgloon)
Daily transportation to farm in
Haspengouw
Other Reservations
Touwenparkoers De Kluis
Acremont schapenboerderij + food
Rerserving sound eq at KULeuven
(audiovisuele dienst, uitleendienst
Important for responsible Finance
Daily responsible
finds volunteers
Finance
9 German people: they can come by train to Ghent
9 Polish people: they will come by plain, can be Brussels but
eventually maybe Charleroi
9 Turkish, most likely by plain
9 Belgians en de onofficiëlen: trekken hunne plan
Easiest by bus Lijn 76 (Lokeren - Gent Sint-Pietersstation - De
Pinte), eindhalte Zwartegat op 300m van het jeugdverblijf
Easiest by train
Eventually Rented van
Train, of course ☺
Groupsticket very cheap (50 percent reduction)
Train of course
Groupsticket cheaper than go-pass
Rented van
Offer requested
Requested but not arranged yet
Price requested by Wouter
Farm
coordinator
Ev. Bike-rent or public transport
Team building
team + Finance
See ‘partners’ (up)
finance
Wouter
Reserved by Wouter no contract signed yet
Making the working plan
Reserved by Wouter confirmed no contract signed. Ask for official
invoice.
Gereserveerd voor 4-13/10 :
Beamer, overhead, projectiescherm, geluidsinstallatie,
videocamera
17
Sharing experience with projects
Reservation Van for logistics
Insurance
food general costs
Transport costs general
Preparation of preparation
weekend (19/10-21/10)
Wieter
Finance
Finance
Dockx – aangevraagd maar niet vastgelegd
Decision day per day and communicate to food
responsibles of each day.
Finance
Blauwput reserved, nothing else
President +
core members
Mobilise also Belgian volunteers
Arrange transport
Zaventem- Gent (best by
train)
Delegate tasks of
welcoming committee
Name tags
The team of food responsibles have the end responsibility of making sure the guests are served food,
good food, the right food, enough food and on the right
moment. Food responsible plan the overall catering process. Part of the
satisfaction of the participants depend on their actions. They need to make
agreements with the logistic team (to make sure they have the supplies on
time), the daily coordinators and their colleague-food responsible of other
days to make sure food supply is diverse (also need info on non-pork meet,
veggies, …cfr registration responsible) and arranged within the daily budget.
The whole catering process has to be planned; if you like to give tiramisu to
your guests it tasted better when it spent the night in the fridge.
If needed, search helpers on food preparation and cooking
Source: W Fields
For a BBQ, you’ll need charcoal, for a nice dinner you need forks and
knives, salt, spices, all ingredients, and something to stir the soup… You are ‘Maitre de chef !’ Some of our participant teams
will cook in Borlgoon, so you need to talk with them and help them. Make sure that there are always refrigerators available, also
for food that participants might bring (intercultural evening, …). It is good if you go to participants and ask for that, people will
be happy. Normally people get breakfast + lunch + dinner and small thing in between, especially during long trips. We can also
get plenty of… apples and pears! You should also find dish wash volunteers if needed. Make sure there are towels and soap.
Plan buying stuff with the daily coordinators, the finance coordinator and the people driving the van. You should make sure to
get everything on the right place on the right time. It is very useful to get to know where to order bread the day before, this is also
your responsibility! It is good to inform about this with your daily coordinator.
Food responsible Sun 5/10
Food responsible Mon 6/10
Food responsible Tue 7/10
Food responsible 8/10
Food responsible 9/10
Food responsible 10/10
Food responsible 11/10
Food responsible 12/10
Making the working plan
Contact Moerkensheide for ‘self-cooking’
Vertrek Moerkensh moet al om 8u – oplossing v
Breakfast included in price of youth hostel Blauwput
Breakfast included in price Blauwput
Maybe cheap sandwich for lunch
Evening dinner in Bergerie d acremont already reserved –
contact president OC and your daily coordinator to organise
contact with Peter three weeks before to check menu vs
budget
061-535435
Breakfast eventually in cooperation with Peter (Sheep
farmer 061-535435)
Dinner on farm twice – contact with farm Haspengouw (ask
the farmer coordinator, see above)
Volunteers bake a cake together with local seasonal
workers. Involve yourself with the daily coordinator and the
farm coordinator to plan this cake as if it were a cookie!
Take care of the logistics of cake baking… Gather info on
how much cake to make and… test your recipe so you can
coach the group! ☺
Last day on the farm – can be very nice to do BBQ
18
Sharing experience with projects
Breakfast and eventually a solution for those who have a
late plain (check with registration responsible)
Food responsible 13/10
Cleaning teams (make sure place is clean after leaving , eventually come later)
Leaving Moerkensh. 6/10
Leaving Blauwput 8/10
Leaving Luxembourg 9/10
During stay in Klokhuis and
when
leaving Klokhuis 13/10
Daily
oordinator 6/10
daily
coordinator
9/10
daily
coordinator
13/10
Can join group with public transport
Cleaning needed? Check
Cleaning and leaving all together
Everybody!
Little delegation guide for daily coordinators
Activities-responsabilities – if appropriate you can ask for buddies from the other countries !!!
Daily coordinators need to make sure there is a team (or himself) taking care!
Welcoming team in Zaventem
5/10 and ev 4/10
If needed – idem Charleroi
Welcoming team Sint Pieters
5/10 and ev 4/10
Getting to know each othergames-team 5/10
Presentation Youth In Action
programme 5/10
Workshops, energizers, round
table debates
Team for the city game in
Ghent
Find a place to do the workshop
06/10
Intercultural evening and int.
cult. team
Eventual food buying teams
Make sure these people can communicate well with the rest
of the group
Prepare content also…
Core-team
Core team
“ core team’’ (people from 4 different countries) takes care
for content-related activities that the core team should
coordinate and decide how to delegate it among all
participants. The preparation meeting 19-20-21 is used for
this purpose.
“ core team’’ means for content-related activities that the
core team should coordinate and decide how to delegate it
among all participants
Prepare game on beforehand. Lead the game and foresee
everything.
Find a place for the int.cult. ev./intercultural evening near
to/in Blauwput (8/10)
Daily Food
coordinators
Team building preparation team
(8710)
Vossenjacht team 7/10
Brussel guidance team
8/10
Check-in upon arrival in
Klokhuis on 9/10
Transports from the Klokhuis to
the farm
contact to Wouter.Prior trip to De Kluis needed. Part of
preparation made on beforehand. This team takes care over
overall day activity. This team also coordinates
Vossenjacht, touwenparcours (reserved whole day),
logistics for games, walk in nature.
Cooperates with team building team
Nico Dubois knows Brussels well. A person is needed that
can lead a group from Leuven to the right place in European
area, and which wants to prepare the Marollen/Matonge
walk as a guided tour. (so preparation needed)
Discussed among day coordinators and the farm coordinator
Logistical preparations of
the theatre play
Making the working plan
19
Sharing experience with projects
Theatre responsible
Small logistics
Flip charts and markers
Audiovisual Material from
KULeuven
Unofficial teams
Gossip team
Participant teams (and their
wake-up teams)
DJ. and Music
Photographer/media
Take contact and cooperate with Orcun (Turkey)! He will
coordinate theater events and is experienced, able to tell you
what is needed. We have material from the Audio Visuele
Dienst.
Rent/get from a university?
See up, -includes beamer , projector, screen, microphones –
music amplifier and boxes. No CD players
Collecting gossips
Bananas, mango’s, ….
Be a proactive leader, think about your task and how you will need to cooperate with others to
achieve your goal.
Glossary: OC (organising committee)
Contacts: xxx
My name:
My responsibilities:
my notitions:
notitions:
my responsabilities:
responsabilities:
Making the working plan
20
Sharing experience with projects
We wish to thank:
all OC-members and participants for their great input
before and during the exchange
Jint (Belgian national agency)
More info on Youth in Action:
http://ec.europa.eu/youth/index_en.htm
under ‘how to participate’
Contacts for training tools, networking and info on this
project:
Wouter Geurts (Belgium): [email protected]
Orçun Gurkan (Turkey): [email protected]
Susanne Ziegler (Germany): [email protected]
Magda Janiszek (Poland) [email protected]
Central office of IAAS: +32 16 32 17 36
Available on www.iaasworld.org
Making the working plan
21
Sharing experience with projects