Call for Head Organisers of 2018-19 projects

EYP​ ​Ukraine​ ​is​ ​looking​ ​for​ ​Head-Organisers​ ​2018​ ​and​ ​Lviv​ ​2019

We are extremely delighted to declare our Call for Head-Organisers officially opened!

During the year 2018 EYP-Ukraine is looking forward to organising three or four Regional Sessions, a National Selection Conference, Training Camp. We are also looking for projects that are not stated and described in this call (e.g. InterRail Tour or Francophone Session), so if you have an idea for the project then, bring it on! ​We are now searching for passionate, creative​ ​and​ ​responsible​ ​EYPers​ ​who​ ​will​ ​plan​ ​and​ ​carry​ ​out​ ​these​ ​events​ ​as​ ​Head-Organisers.

Head-Organising of an EYP event is a challenging, demanding, but undeniably rewarding experience. As an Organiser you will be involved in shaping a session ​all the way from the very early planning stage until the post-session depression. ​Tasks of future Head-Organisers include finding and booking venues, publishing calls and information about the event, fundraising and leading a team of Organisers, to name a few responsibilities. Being a Head-Organiser is ​a precious opportunity to take on responsibility, ​experience EYP Ukraine “behind the scenes”, propose and implement your own ideas and work in a closely cooperating, motivated team of Organisers, thus developing important skills in ​project management,​ ​leadership​ ​and​ ​communication.

All the selected Head-Organisers are asked to participate in training event that will take place​ ​in​ ​Kyiv,​ ​25-26​ ​November.​ ​The​ ​participation​ ​is​ ​obligatory.

For further information on those future events, please refer to the Session Overview below.

Detailed information on the application and selection process can be found at the end of this document.

We encourage you to apply and hence make the EYP experience accessible to more youngsters​ ​all​ ​over​ ​Ukraine.

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Events’​ ​overview

National​ ​Selection​ ​conference ● National Selection Conference stands for 5 days. ​CJO training lasts for two days prior the event in the host city. The preliminary structure is the following: 2 days of CJO training, 1,5 day of Teambuilding, 2,5 days of Committee Work and 1 day dedicated to General​ ​Assembly. ● We​ ​are​ ​looking​ ​for​ ​the​ ​session​ ​scheduled​ ​in​ ​the​ ​early​ ​or​ ​middle​ ​July. ● We expect to have at the session around 130 participants involved. ​13-15 delegates per committee and ​6 ​committees overall, 12 Chairpersons, 1 President, 3 Vice-Presidents, 3-4 Jury members, 1-2 Editor(s), Video-Editor, 6 Media Team members, 1-2 Head-Organiser(s),​ ​6-7​​ ​Organisers,​ ​Project​ ​Coordinator. ● The session will serve as a selection procedure where a competent Jury Team will select international​ ​delegations​ ​that​ ​will​ ​represent​ ​Ukraine​ ​at​ ​various​ ​event​ ​across​ ​Europe.

Regional​ ​Session ● Regional Session stands for 3 days. There are also two days which are dedicated to the CJO training. CJO training takes place two days prior the event in the host city. Day 1 is dedicated​ ​to​ ​Teambuilding,​ ​Day​ ​2​ ​-​ ​Committee​ ​Work​ ​and​ ​Day​ ​3​ ​-​ ​General​ ​Assembly. ● We are looking for the sessions scheduled between the end of March and the beginning​ ​of​ ​May. ● We want to organise 3-4 Regional Sessions in different regions of Ukraine based on the following​ ​branches: West Region​: ​Chernivtsi, Ivano-Frankivsk, Lutsk, Lviv, Rivne, Ternopil, Uzhhorod; East Region​: Kharkiv, Dnipro, Zaporizhia, Dnipropetrovsk, ​(Unfortunately due to​ ​the​ ​situation​ ​we​ ​cannot​ ​accept​ ​applications​ ​for​ ​Luhansk,​ ​Donetsk); Central​ ​Region​:​ ​Zhytomyr,​ ​Khmelnytskyi,​ ​Vynnytsia,​ ​Kirivohrad,​ ​Cherkassy; North​ ​Region​:​ ​Chernihiv,​ ​Sumy,​ ​Poltava,​ ​Kyiv, South Region​: Odessa, Mykolaiv, Kherson, (​Unfortunately due to the situation we​ ​cannot​ ​accept​ ​applications​ ​for​ ​Crimea)​. ● Since we have already organised Regional Sessions in Odesa, Cherkasy, Lutsk, Sumy in 2016 and Vinnytsia, Odesa and Kyiv in 2017 as well as plan to hold EYP Weekends 2018 in Sumy, Poltava and Kyiv, we would encourage other cities rather than​ ​those​ ​mentioned​ ​to​ ​host​ ​Regional​ ​Sessions​ ​in​ ​2018. ● We expect to have ​3-4 Regional Sessions in 2018​. Each Regional Session is expected to have around 80 participants involved. 13-15 delegates per committee and 4 committees​ ​overall,​ ​4​ ​Chairpersons,​ ​1​ ​President, 2 Vice-Presidents, Editor, 2

Video-Editor, 4 Media Team members, 1-2 Head-Organiser(s), 4-5 Organisers, Project Coordinator.

Training​ ​Camp ● Training Camp stands for 4-6 days. The program is to be designed by the Head-Organisers in a cooperation with the Board of EYP Ukraine and the Head Trainer of the event. If you are interested in this kind of an event, please, do not hesitate to approach the Head-Organisers of the EYP Ukraine Training Camp 2017 Anastasia Samliukova (​anastasiia.samliukova@gmail.com​) and Anna Savchenko (​anna97savchenko@gmail.com​) or Head-Organisers of the 1st Training camp, Mariam Kunchuliya (​Mariam.kunchuliya@gmail.com​) and Olia Doroshenko (​olia.doroshenko@ukr.net​) ● The​ ​event​ ​is​ ​to​ ​take​ ​place​ ​in​ ​the​ ​beginning​ ​of​ ​August. ● We expect to have at the session around 50-60 participants involved. 35-40 trainees (mostly Ukrainians), 6 trainers, 1-2 Head-Organiser(s), 4-5 Organisers, Project Coordinator.

Other​ ​events The Board of EYP-Ukraine is open to your suggestions for events or sessions (e.g. an International Forum, InterRail Tour, Francophone Session, training event etc.). If you want to head-organise, but have something different in mind than the events outlined above, feel free to send us an application in which you outline your vision – convince us ​that your idea definitely needs to become a reality in the upcoming year and that you are the perfect person to make it happen with us. The event of another type may be held in either Winter or Autumn 2018.

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Lviv​ ​International​ ​Forum​ ​2019

Recently, EYP Ukraine was contacted by Lviv Convention Bureau (LCB) with a proposal to hold a Lviv International Forum in 2019. Lviv Convention Bureau was established in 2013 as a subdivision of Lviv City Council. The main aim of the Bureau is to promote Lviv as a new Eastern European MICE destination, attract new conferences and business events to hold them in Lviv, cooperate with local businesses, and provide customers with the best services and​ ​experience​ ​in​ ​Lviv.

LCB offers to negotiate with hotels and venues, provide support from governmental institutions and local media, partial assistance with the search of local partners, provide with promotion materials as well as work in close cooperation with the Head-Organisers at all stages.

Please,​ ​find​ ​more​ ​information​ ​about​ ​LCB​ ​below: Lviv​ ​Convention​ ​Bureau​ ​web-site​ ​-​ ​http://www.lvivconvention.com.ua/en/​.

Lviv​ ​Convention​ ​Bureau​ ​promo​ ​video​ ​-​ ​https://www.youtube.com/watch?v=XOM7ZbihSz4​, Lviv​ ​Convention​ ​Bureau​ ​promotional​ ​booklet​ ​-​ ​ ​https://goo.gl/Lfs7so

The format of the event is still under constructions, so feel free to bring on your suggestions.

EYP Ukraine expects to host around 150 participants from 15 countries for 6-7 days. The proposed​ ​date​ ​is​ ​February​ ​2019.

If you have any questions / thoughts regarding the concept, please, do not hesitate to approach​ ​Michael​ ​Rozhkov​ ​at​ ​m.rozhkov@eyp-ua.org​.

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General​ ​information

You may contact any Member of the Board at any stage of organising process if you have any questions or already want to discuss your ideas. ​You may also already contact your school or other institutions/organisations about your plans. However, do not make any binding arrangements without the support of the board. You can explain to potential partners that you are still at the beginning of project planning and will come back to them for a final agreement​ ​later.

Finance EYP-Ukraine‘s Finance Department will be happy to support Head-Organisers in pursuing their fundraising ideas, ensure the high quality of fundraising work and coordinate the fundraising of different initiatives. However, it should be noted that fundraising is primarily the responsibility of the organising team. We expect the majority of funding for our events in the regions (e.g. Regional Sessions) to be acquired within the region. You are welcome to discuss​ ​your​ ​fundraising​ ​plans​ ​with​ ​board​ ​member​ ​on​ ​Finance​ ​(f​ rd@eyp-ua.org​),​ ​at​ ​any​ ​time.

Support​ ​for​ ​Head-Organisers The Board, especially Project Coordinator, will support Head-Organisers throughout the course of realising their projects. The Board is split up into different portfolios and will help you in their respective fields of responsibility. Templates and a high number of documents for reference​ ​will​ ​also​ ​be​ ​available.

Selection

How​ ​to​ ​apply With your application we want to get to know you, understand your motivation to head-organise and get a grasp of your vision and ideas for the event you want to organise.

You are still at the very beginning of the planning phase, you have probably not head-organised a session before and you do not know all the plans and constraints of the board. Therefore, it is no problem at all if you are not sure about the specifics yet! Your application should show us the ideas you already have, we will be happy to discuss and elaborate​ ​these​ ​concepts​ ​with​ ​you​ ​once​ ​you​ ​have​ ​been​ ​selected.

In order to apply for the position of Head-Organiser of one of the events of EYP Ukraine in 2018, you need to send an application form, together with a preliminary budget for your event, filled in under the template provided to ​applications@eyp-ua.org no later than ​26th of October,​ ​2017,​ ​23:59​ ​EET. 5

Selection​ ​procedure The Selection Panel will consist of all Members of the Board of EYP-Ukraine and will be led by Valeriia​ ​Nikitenko,​ ​President​ ​of​ ​EYP​ ​Ukraine​ ​2017/18.

All​ ​applicants​ ​will​ ​be​ ​informed​ ​about​ ​the​ ​selection​ ​results​ ​individually.

The​ ​panel​ ​will​ ​take​ ​into​ ​account ·​ ​The​ ​(organising)​ ​experience​ ​of​ ​the​ ​applicants, ·​ ​Organisational​ ​details​ ​and​ ​proposed​ ​budget, ·​ ​Vision​ ​and​ ​ideas​ ​for​ ​the​ ​proposed​ ​event, ·​ ​Overall​ ​quality​ ​of​ ​the​ ​application, ·​ ​Regional​ ​balance/relations​ ​to​ ​other​ ​sessions.

Good​ ​luck,

Michael​ ​Rozhkov Tetiana​ ​Lavrichenko EYP​ ​Ukraine​ ​Board​ ​2016/17

Valeriia​ ​Nikitenko Oleksandr​ ​Polishchuk EYP​ ​Ukraine​ ​Board​ ​2017/18

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