The European Youth Parliament
November 1st 2011
Report on the 68th International Session of the European Youth Parliament in Zagreb, October 2011 by the Governing Body (GB) I. Introduction The newly elected Governing Body has decided to launch the publication of GB reports on the International Sessions (IS) starting with the autumn session 2011. The GB considers overall information on the IS important for the wider EYP-community and wishes to use this and the future documents as a means to show its appreciation of the work done by all groups of active alumni committed to the success of our IS as well as the impact of the local authorities, sponsors and partners. As it may occur in these reports, criticism is part of an objective documentation and evaluation of the sessions and is thus not negligible. It is, however, important to note that the core nature of this report is meant to inform, hence to support and advise for future initiatives to organise IS. This document should therefore rather be seen as feedback to the session and its participants.
II. Organisation The National Organising Committee (NOC) was headed by Albina Stimac and Drazen Puklavec. The team of organisers was divided into competence teams respectively responsible for venue management, finances, accommodation etc. The organisation during the session had an agreeable drive and went without bigger issues. Organisers were present and approachable at all times and could easily answer questions or redirect requests to the responsible organiser or team. The overall picture of the session was nicely drawn and all session elements were put together effectively. The NOC was successful in bringing in cultural elements of Croatia into the session programme, such as the visit of the Museum of Contemporary Arts after Opening Ceremony and the Movies Night with Croatian short movies. The venues were carefully chosen and suited the session perfectly. As a matter of fact, the distance between the accommodation and the venues in Zagreb meant longer bus rides in the mornings and evenings. European Youth Parliament, SophienstraĂ&#x;e 28-29, 10178 Berlin, Germany. Tel.: +49 (0)30 97 00 50 95 Fax::+49 (0)30 280 95 150
Zagreb appeared to be a dignified host for this IS and did not fail to promote its soon adhesion to the EU in 2013. The pride but also the drive towards Europe and a prosperous future were obvious and left many participants with a confident feeling for the future of Croatia. It was obvious, we were welcome in Zagreb.
III. Media Coverage and General Attention The NOC together with the EYP-SF were able to invite prominent guests and speakers for both the Opening Ceremony and Opening of General Assembly. Amongst others, representatives of the City of Zagreb, the Ministry for Foreign Affairs, Council of Europe, an MEP as well as Deutsche Telekom joined the session for their appreciation of the event. Unfortunately AndrĂŠ Schmitz-Schwarzkopf, President of the Schwarzkopf Foundation, could not attend the session due to coalition talks in Berlin. Therefore Philipp Scharff, Director of the foundation, addressed the General Assembly on behalf of the Schwarzkopf Foundation. The NOC was very successful in reaching out to a multitude of Croatian media and could thus provide a remarkable coverage in print, online and broadcast media. The session has thereby certainly helped EYP Croatia to promote itself and the EYP in general, not only in Croatia. The presence of the Council of Europe as well as of the MEP were important signals towards the delegates that the ideas of the EYP and the youth do not remain unrecognised.
IV. Teachers As we often encounter controversy with, about or due to the teachers and chaperones coming to our sessions, this needs to be addressed. The teachers, as it is common, were accommodated in a hotel 150m away from the delegates’ accommodation (after Teambuilding). Some of the teachers raised concerns that they could not make sure they can fulfil their legal responsibility of watching after their pupils while being in a different hotel. The reason for this concern was born during Teambuilding weekend outside Zagreb. Teachers complained about a security risk caused by an open emergency exit leading onto a roof that delegates found and used to continue their evening activity. The roof being close to the outdoor-pool and the consumption of alcohol made some teachers worry about their pupils' safety. We, GB and teachers, agreed to collect individual feedback by the teachers after the session to seek new ways of getting teachers on board for more pre-session communication and involvement at the beginning of the event to discuss security issues and risk management as well as roles and responsibilities of the teachers and chaperones vs. EYP's. As a matter of fact, the evident lack of a comprehensive teachers' programme (little educational content programme as such was planned) left teachers wondering what exactly they came to Zagreb for if not to watch after their pupils.
V. Alcohol Policy In light of the recent survey and the change of policies concerning the availability and consumption of alcohol at IS this needs to be addressed once more. After the obvious failure of the new policy in Grenoble, it is with sadness that we have to notice that once again officials have not deemed necessary to respect the spirit limit of 15%, with the consequence that a bar-tender at the first accommodation lost his job after he sold hard spirits to some officials. When I mentioned the incident to the Session-President the answer was short and precise: I did not know of any new alcohol policy! It is hard to believe certain alumni, experienced ones especially, still ignore the whole alcohol debate and the policy change we had during the last BNC meeting in March. What is most alarming is the fact that officials purchased and consumed the spirits in front of delegates.
VI. Visa Issues The Zagreb session provided an exemplary case history of good practice where the following actions lead to successful visa applications, and the GB would recommend the following points to be kept in mind for future International Sessions: Appointing a named session organiser who takes responsibility for all aspects of visa issue, and acts as the contact point for visa invite requests. Coordination between the NOC and EYP-SF office to provide their country’s consulates (where delegates will apply for visas), with all necessary supporting documentation. Direct personal contact by the visa responsible organiser with the consulates where delegates’ visas would be issued to ensure all documentation requirements are understood and satisfied prior to visa application. Agreement between the EYP-SF office and the NOC and possibly other NCs as appropriate, as to how transit visa invite and supporting documents will be provided.
VII. French Translations To produce the resolution in French, the GB had gathered a group of about 10 alumni to translate the resolutions during the night, respectively in the morning after resolution typing. However, not all of them could be available both in the night or in the morning thus we needed to start working before midnight. This was also communicated to the chairs team. The first finalised resolutions were promised for 9pm – they did not arrive until past 2 in the night. There is no guideline saying by what time resolutions must be finished, however, it is not a prominent result, to finish as late as it happened in Zagreb.
The problem for the translations was that due to missing communication as to when the first resolutions would reach the translators, an important part of the team was not available anymore. The GB wishes to note that it is not a shame to face difficulties during resolution typing, but knowing there are EYP alumni outside the session waiting to get the translations started, it would be the minimum of courtesy to alert that they might encounter longer delays. The GB also regrest that posting on Facebook whilst others are waiting does not leave a nice impression. It is important to note that the responsibility for translating resolutions still lies with the chairs’ team and not with the GB or any of its working groups. This might not have been communicated before the session and will certainly be done better for Istanbul.
VIII. Roles and Responsibilities of the Participants Along with the issues mentioned concerning the teachers, it is of high importance and valuable for the sustainability of the EYP to further define and communicate the roles and responsibilities of the participants of our IS. We need to re-define the tasks of the Session President in what concerns operative decisions during the session and representation of the EYP. Whilst it is undebatable that the President is representing EYP to the delegates and is their duty to lead the Chairs’ team, we need to look into his or her participation in legal discussions with e.g. teachers and chaperones. As a matter of fact, legal responsibilities remain with the NOC and EYP-SF, but not with the participants (incl. chairs). The abovementioned discussion with the teachers about risk management for example, does not necessarily need the attendance of the Session President as it concerns legal issues mainly and details of the organisation of the session. The GB will foster the preparation of IS Presidents with regards to role and responsibility and, most notably, the alcohol policy.
IX. General Statements Zagreb has been an enjoyable session to all participants and delegates left with the impression of a life-changing experience. The atmosphere during Closing Ceremony was a valuable testimony for the fantastic spirit of the session. It is without doubt that Zagreb has been one of the most successful IS in recent years and will remain famous for the relaxed and easy-going way it was handled. GB's heartfelt gratitude goes to the NOC under the guidance of Albina and Drazen and all their organisers and helpers. Also, the GB would like to thank the EYP office in Berlin, with Ville, Jakob, Heiko and the interns, for a remarkable cooperation with the NOC and a successful fundraising.
Last but not least, we would like to thank all the participants of the session; the chairs for tireless energy passed on the delegates, the journos and editors, James Benge and Ned Karr, for a high quality session paper, the organisers for their almost 2-year-long commitment and the session board, Anna O'Leary, Monica Bota Moisin and Lluis Solvervicens for their strong leadership. We wish you all the best for whatever future, EYP and life brings you and hope to see all of you again, around EYP or in another role.