A joint event by the European Regions of WAGGGS and WOSM
The European Regions of the World Association of Girl Guides and Girl Scouts (WAGGGS) and the World Organization of the Scout Movement (WOSM) are pleased to launch this Call for Bids to host The Academy 2021, which is scheduled to take place in autumn 2021.
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.
Interested associations, National Scout Organizations of WOSM (NSOs) or Member Organizations 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 by 30th of June 2020 to enable longer-term planning, funding management and benefit from more interlinked planning.
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 or in a very close distance.
- Please note that the additional expectations the Europe Region WAGGGS and the European Scout Region 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
- Having volunteers available (no less that 10 people) who will support the event
- 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 are responsible for presenting a budget for the event to the WAGGGS Head of Region and the WOSM Europe Regional Director working in conjunction with relevant staff member of the 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.