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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