Call for bids to host the Academy 2020

To enable longer-term planning, funding management and benefit from more interlinked planning, please be advised that this time we are planning to invite bids from our member organisations for the Academy 2021 already in spring 2020.

What is The Academy?

The Academy is a unique Scout and Guide event designed to provide participants with high-quality training and networking opportunities around the core priorities of the European Regions of WAGGGS and WOSM.

Bidding process

Interested associations, National Scout Organizations of WOSM (NSOs) or Member Organisations of WAGGGS (MOs), are requested to indicate their interest by submitting a short paper which addresses the points indicated below. It is anticipated that the candidatures can be contained in a short document of about three to four A4 pages.

The proposals for the bid will be submitted to the Joint Committee of the European Regions of WOSM and WAGGGS in mid-November to enable a full and effective application for funding to be presented to the Erasmus+ Programme and other funding sources for the deadline in February 2020. Such an application needs time for partner agreements to be compiled and signed and other administrative tasks.

The deadline for applications is Friday 8th November 2019, by mid-day, 12 noon CEST.

Applications should be submitted to both europe@scout.org and europe@wagggs.org.

Role of the Host Association in the Academy

Suggest a possible location for the event. Give clear location details.

The venue should be easily accessible through a major international airport and train station (if possible) with suitable connections to transport infrastructure. If transfers are to be arranged by the hosts, the costs of these need to be included in the bid price. Otherwise, indicative costs and time required for transfers by public transport should be provided.

Give information on what prices for the facilities have been negotiated – approximate costs. Negotiations will be completed and taken over by the European Scout Region and the Europe Region WAGGGS so that financial commitments can be met by the two Regions.

Please indicate how the venue meets these requirements:

Accommodation for about 200 participants, plus 25-30 who will be responsible for managing and providing the event. Ideally, all should be accommodated in the event venue however accommodation may be in a separate venue. (see below).There should be a range of accommodation options – single, twin, multiple beds.

Breakfast must be included. Meeting facilities should provide the possibility of 10-12 sessions happening at the same time, with capacity of 20 to 25 persons participating in each. For the duration, there should be 1 facilitators room with capacity for 18-20 people to work and 1 support team room with capacity for 6 – 8 people to work. A room big enough for both the facilitators and the support team could also work. It is preferable that all facilities are located in the same venue.

Please note that the additional expectations the European Scout Region and the Europe Region WAGGGS have of the hosts include:

Logistical support

Location information and advice

The strong possibility to submit an Erasmus + application or any other similar possibility under the name of the host association

Working with regional fundraising staff to prepare and submit the funding application (s)

Advice on travel options

Negotiation of special travel or tourism options for offer to participants

A possible meet and greet facility

A social programme – sports, culture, relaxing activities – this may include options for which participants will pay for the service provided separately from the basic participation fee

A help desk facility on site

Liaison with the Region’s person(s) responsible for communications and sharing tasks in publicising the event

A small agreed budget will be provided.

Some aspects not included in the responsibilities:

Invoicing of participation fees

Completion of the contract for the provision of accommodation and meeting room services

Any and all services for the event which require reimbursement must be agreed in advance

The Regions will appoint event coordinators who will be responsible for all aspects of the Academy

The coordinators is responsible for presenting a budget for the event to the WOSM Europe Regional Director working in conjunction with relevant staff member of the WAGGGS region and for controlling that budget

The coordinators will appoint a small support team to ensure that:

- the objectives agreed by the European Scout Committee and the Europe Committee WAGGGS are fulfilled

- the educational value of the inputs are maintained

- a communication plan is in place with the support and host teams aware of their responsibilities

- all the pre-event information is prepared and distributed in good time

- the event is evaluated and reported.