Autumn network meetings 2014 results booklet by Network Commission of AEGEE-Europe

Autumn Network Meetings 2014

Results Booklet

1|Page Autumn Network Meetings 2014 Results

AUTUMN NETWORK MEETINGS 2014 RESULTS BOOKLET

Published February 2015

2|Page Autumn Network Meetings 2014 Results

C ONTENT Acknowledgements ............................................................................................. 7 Introduction .......................................................................................................... 8 NWM Ioannina – Destination to Motivation ..................................................... 9 Sessions ..................................................................................................................................................... 9 1. SWOT Analysis .................................................................................................................................. 9 2. Strategic Plan and Action Agenda ................................................................................................ 11 3. Me, Myself and AEGEEE ................................................................................................................. 14 4. Internal Working Plan .................................................................................................................... 14 5. Agora Preparation .......................................................................................................................... 14 6. European Level Explanation ......................................................................................................... 17 7. Open Space Session ....................................................................................................................... 17 NWM Kharkiv - AEGEE - your drug from commonness ................................ 18 Sessions ................................................................................................................................................... 18 1. NWM-L’viv Follow up ...................................................................................................................... 18 2. Motivation and External Achievements ...................................................................................... 18 3. Cooperation between locals ......................................................................................................... 18 4. Sharing best practices ................................................................................................................... 19 5. Leaders and Leadership ................................................................................................................ 19 6. Strategic Plan and Action Agenda ................................................................................................ 19 7. Eastern Partnership Project II ....................................................................................................... 20 8. Open Space ..................................................................................................................................... 20 9. Agora Speed Course ...................................................................................................................... 20 10. NWM-Evaluations ......................................................................................................................... 20 NWM Aachen – Back to the Bears ................................................................... 21 Sessions ................................................................................................................................................... 21 1. Share Best Practices ....................................................................................................................... 21 2. Self Motivation and External Achievements of AEGEE .............................................................. 21 3. ACT?!? The Implementation of our Action Agenda .................................................................... 22 4. Agora Preparation .......................................................................................................................... 25 5. Toolkit Case Study .......................................................................................................................... 25 6. DiP: Build your own Democracy ...................................................................................................... 27

3|Page Autumn Network Meetings 2014 Results

7. From Top Down to Bottom Up - How to become a successful antenna ................................ 27 9. DeGrowth - Sharing is Caring? ...................................................................................................... 31 10. Agora Simulation .......................................................................................................................... 32 11. Project Planning ........................................................................................................................... 33 12. Open Space ................................................................................................................................... 35 13. Feedback ....................................................................................................................................... 37 NWM Zaragoza – zNWM ................................................................................... 39 Sessions ................................................................................................................................................... 39 1. State of the Region (Share Best Practices) .................................................................................. 39 2. Motivation and External Achievements of AEGEE ..................................................................... 40 3. Financial Report .............................................................................................................................. 40 4. Action Agenda Coordination Committee, Action Agenda, Strategic Plan ............................... 41 5. Presentation Events Quality Assurance Committee .................................................................. 42 6. Erasmus + ........................................................................................................................................ 43 7. Consultation Session. Youth Employment .................................................................................. 43 8. Consultation Session. Gender Equality ....................................................................................... 45 9. Autumn Agora Cagliari Follow Up ................................................................................................ 46 10. Open Sessions .............................................................................................................................. 46 NWM Nijmegen – Discover Europe The Dutch Way! ..................................... 49 Sessions ................................................................................................................................................... 49 1. Sharing Best Practises ................................................................................................................... 49 2. European Bodies ............................................................................................................................ 50 3. Me, Myself and AEGEE ................................................................................................................... 51 4. Strategic Plan/Action Agenda ....................................................................................................... 52 5. Agora Outcomes ............................................................................................................................. 55 6. Fair .................................................................................................................................................... 55 7. Internal Work Plan/Follow-Up ...................................................................................................... 56 8. HR workshop: From Top Down to Bottom Up - How to become a successful antenna ....... 56 NWM Skopje – SkopYEAH! vol 2 ....................................................................... 61 Sessions ................................................................................................................................................... 61 1. What is AEGEE and what is NWM? – Introduction and changes .............................................. 61 2. Sharing Best Practices ................................................................................................................... 63

4|Page Autumn Network Meetings 2014 Results

4. No Hate Speech and Democracy in Practice .............................................................................. 65 5. Policy Officers and LGBT Position Paper ..................................................................................... 65 6. ACT Session ..................................................................................................................................... 66 7. PR ...................................................................................................................................................... 67 8. HR ..................................................................................................................................................... 67 9. External Representation ................................................................................................................ 68 NWM Sankt-Petersburg – Nordic Winter Magic ............................................. 69 Sessions ................................................................................................................................................... 69 1. LWG English Project ....................................................................................................................... 69 2. NetCom & EQAC ............................................................................................................................. 69 3. Best Practices .................................................................................................................................. 70 4. Me, myself, and AEGEE .................................................................................................................. 72 5. Open Space / follow-up on Best Practices .................................................................................. 72 6. Agora Follow-up.............................................................................................................................. 72 7. ACT ................................................................................................................................................... 73 8. Visa discussion ................................................................................................................................ 74 9. Russia & Europe ............................................................................................................................. 74 10. Open Space ................................................................................................................................... 75 11. Closing Ceremony ........................................................................................................................ 75 NWM Budapest – Go fEUrther ......................................................................... 77 Sessions ................................................................................................................................................... 77 1. Opening and Expectations ............................................................................................................ 77 2. What is AEGEE ................................................................................................................................. 77 3. State of the Region I-II. .................................................................................................................. 78 4. History, Motivation and Achievements ....................................................................................... 81 5. Public Relations .............................................................................................................................. 82 6. EQAC (Events Quality Assurance Committee) ............................................................................ 83 7. Fundraising...................................................................................................................................... 85 8. ACT and Action Agenda ................................................................................................................. 91 9. Open Space ..................................................................................................................................... 93 10. Follow-up .................................................................................................................................... 102 11. Evaluation ................................................................................................................................... 102

5|Page Autumn Network Meetings 2014 Results

6|Page Autumn Network Meetings 2014 Results

A CKNOWLEDGEMENTS Before we get to the results of the network meeting a few people need to be thanked since without them the Network Meetings would not have been able to take place. First of all, a thank you to all the local organizers who were proactive, enthusiastic, fast and clear in their communication during the NWM and in the preparations before the NWMs. Without locals volunteering to organize activities for other locals there would be no AEGEE and without local organizers, there would be no NWMâ&#x20AC;&#x2122;s. The second group of people are the trainers and presenters of the different sessions. Network Meetings are a place where people share their knowledge with other AEGEE members and this makes trainers a core element of these events. There have been many original, fun and interactive sessions that get participants to think outside the box. The third group are the NetComs and SubCommissioners that have worked hard to contact trainers and local organizers to create, organize and promote the different Network Meetings. And of course also for writing the different chapters on the NWMs. Last but not least is a shout out to all the participants that came not only to learn, but also to discuss, give their input and share their knowledge. Every event is only as good as the participants that attended it.

7|Page Autumn Network Meetings 2014 Results

I NTRODUCTION One of the things that are certain in AEGEE, is that there will always be Network Meetings. However, many people donâ&#x20AC;&#x2122;t know what Network Meetings really are until they have attended one. This booklet is meant to give you a first insight in what Network Meetings are about. You will be able to read about the results of the Network Meetings in Ioannina, Kharkiv, Aachen, Zaragoza, Nijmegen, Skopje, Sankt-Petersburg and Budapest. The results explain the different sessions that were given, and the methods used as well as the results. Each chapter has been written by the Netcom of the area in which the Network Meeting (NWM) has taken place, or in the case of Ioannina, by the responsible Subcommissioners. Together these texts form an overview of what has been discussed during the Network Meetings this last term. We hope this booklet gives you more insight in the use of Network Meetings as well as in the work of the Network Commissioner. But remember that nothing in AEGEE can be understood from reading a text, as it is not some knowledge that can be transferred between people itâ&#x20AC;&#x2122;s an individual experience. So if you really want to know what it is like, go to the next Network Meeting close to you!

Lia Tuska, Speaker of the Network Commission

8|Page Autumn Network Meetings 2014 Results

NWM I OANNINA – D ESTINATION TO M OTIVATION By: Danae Matakou and Fotis Pastrakis

S ESSIONS 1. SWOT A N A LY S IS By Fotis Pastrakis This was a four-step session. The participants had to analyse the Strengths, Weaknesses (internal factors), Opportunities and Threats (external factors) of their Antenna. The sessions begun with a small presentation of what SWOT analysis is and then the participants,divided in teams of 3 to 4 people, had to create the model for their antenna (here you can find the guidelines which trainer had followed). The general opinion which extracted from the follow up was the session was pretty good but a bit not helpful for those who hadn't be involved with the board. Step 1 (5-10min): Explain what SWOT Analysis is in general and how can it help every Antenna. (A very small presentaion could be helpful) Explanation of SWOT: Strengths: factors that give an edge for the organization Weaknesses: factors that can be proved harmful Opportunities: favorable situations which can bring a competitive advantage. Threats: unfavorable situations which can negatively affect the organization. SWOT tool has 5 key benefits: Simple to do and practical to use; Clear to understand; Focuses on the key internal and external factors affecting the organization Helps to identify future goals Initiates further analysis. Example of SWOT analysis for small NGO (optional if the crowd has further questions) STRENGTHS:  We are able to follow-up on this research as the current small amount of work means we have plenty of time  Our lead researcher has strong reputation within the policy community  Our organisation's director has good links to the Ministry

9|Page Autumn Network Meetings 2014 Results

WEAKNESSES:  Our organisation has little reputation in other parts of government  We have a small staff with a shallow skills base in many areas  We are vulnerable to vital staff being sick, leaving, etc OPPORTUNITIES:  We are working on a topical issue  The government claims to want to listen to the voice of local NGOs  Other NGOs from our region will support us THREATS:  Will the report be too politically sensitive and threaten funding from sponsors?  There is a pool of counter-evidence that could be used to discredit our research and therefore our organisation. The NGO might therefore decide, amongst other things, to target the report to specific patrons in the one ministry, use their lead researcher to bring credibility to the findings and work on building up a regional coalition on the issue.

Starting the analyzing 1)Listing the organization’s key strengths and weaknesses 2) Identifying opportunities and threats For every element of the SWOT analysis, the trainer has to check every team’s answer in order to figure out if they are right or wrong.

10 | P a g e Autumn Network Meetings 2014 Results

In the meantime, trainer has to help every team asking further questions if he/she watch that representatives can’t figure out or they don’t have any idea of what they are going to answer. Some things which could help the trainer: STRENGTHS:  Inspire the mission of AEGEE  Human Resources (Experienced members to non-Experienced members and the opposite on how they can help and how to be continuously motivated)  Strong relationships with government, local NGOs and media WEAKNESSES:  Our Antenna has little reputation  We have a small amount of people with a shallow skills base in many areas  Human Resources (Lack of people, problems on how to motivate, lack of new members)  Low financial OPPORTUNITIES:  Working on a topical issue (such a social or a political phenomenon)  Universities events where AEGEE could contribute  Other NGOs from our region will support us THREATS:  Will the report be too politically sensitive and threaten funding from sponsors?  There is a pool of counter-evidence that could be used to discredit our research and therefore our organisation. Step 3: Every representative of his/her antenna has to give an answer in every question and come to a result for the improvement of his/her antenna in the end of the analysis, if he/she won’t the trainer has to help him to combine all the factors and come to a result. Step 4 (Optional, if there is time): Also as teams they can figure out a general result for the antennas in order to be improved, by trying to find common SWOT elements, following the same model

2. S T R A T E G I C P L AN

AND

A C T IO N A G E N D A

By Danae Matakou P R E S E N T A T I O N O F A A: http://prezi.com/c_sj3ridcnmw/copy-of-free-tip-of-the-iceberg-prezitemplate

11 | P a g e Autumn Network Meetings 2014 Results

Understanding the presentation: The first part of the presentation is so that participants understand the way the Strategic Work of AEGEE was and is formed. With the three questions, we define where the Mission comes from, Vision and Means, a Strategic Plan and an Action Agenda. Once this is introduced, we answer the more specific questions: W H A T I S A EG E E ? Defined by the Vision and the Mission, stated in the Statement of Principles and confirmed through the Means of the organization. It gives us a wide understanding of why we do what we do, and more importantly what defines our work. This definition, even though it might slightly change at the will of the members, is basically permanent and never profoundly changes. W H A T D O E S A E G EE W A N T T O A C H I E V E ? Here is where the Strategic Plan takes action. Drafted every three years by the members of our organization, defines which general focus areas we will be working on for the upcoming years. The strategic plan gives a general idea of it, always related to and following the Vision, Mission and Means. H O W D O E S A E GE E W A N T T O A C H I E V E I T ? The Action Agenda is the document that defines the specific actions organized (or 'possible to organize') to fulfill our general aims, (Focus Areas in the Strategic Plan). These activities are therefore always related to the Focus Areas.. This is the most important part, because every year, it provides the bodies with aims and objectives to all the bodies inside our organization, on what is to be implemented by the members. Once the three parts have been explained (slide by slide), its â&#x20AC;&#x2DC;Action Timeâ&#x20AC;&#x2122;. Here is where the next part of the workshop starts, with the help of the presentation and the materials. Remember to mention Antenna Criteria WORKING WITH ACTION AGENDA: Divide people into as many groups as there are Focus Areas. Assign one focus area to each group. Every group should think about activities which they can organize in their locals and how (in which way) those activities could be linked to the Action Agenda. Each group should shortly present their ideas to the others. The main goal is to show locals' representatives that with AA as a basis it is easy to come up with ideas for interesting and possible to organize activities and it doesn't have to take a long time. It is worth mentioning that the locals are not obliged to organize everything by themselves. In case of any event, which implements AA they 12 | P a g e Autumn Network Meetings 2014 Results

can count on the support of ACT. Moreover it is highly possible that the project a local comes up with is largely associated with ideas of different locals or/and Projects or Working Groups. In that case they can cooperate with each other which is beneficial for both sides. Another thing worth mentioning is that there are no stupid ideas. Every project can be modified to make it fit for the AA as much as it is possible. In case they (locals) have concerns or doubts about their projects/ideas, they can always contact the ACT member responsible for their Network. From our side we will answer all questions and give them our opinion about the activity. P R E S E N T A T I O N O F AC T:   

What is our goal What locals can get from us Contact info

DISCUSSION: WHAT MAKES AA IMPORTANT IN YOUR OPINION? By asking this question we would like to know how participants imagine the role of AA in AEGEE, what makes it actually important and most of all IF AA is important in their opinion. WHAT WE CAN DO TO MAKE AA KNOWN IN LOCALS ? We would like to gather the participants’ ideas about how to efficiently reach out to all locals, not only to their boards but also to common members of AEGEE. Also it is worth to get to know how we could make them feel a need to implement the Action Agenda (make someone in the local say: 'let's do something that will be beneficial not only for our local but also to the rest of AEGEE: we should figure out how to implement Action Agenda'). Moreover it is worth asking how they imagine the contact between ACT members and their locals. HOW CAN WE MAKE SURE THE AA GETS IMPLEMENTED IN LOCALS? (in case locals organise an activity) Gathering ideas about how ACT can measure the AA implementation, how they imagine ACT collects information about the AA implementation (reports from activities or maybe they prefer to ask an ACT observer to participate) W H A T W O U L D Y O U L I K E A CT T O D O I N / F O R Y O U R L O C A L S ? We want to know how boards imagine the general cooperation between ACT and locals and if there is something specific they would like us to do in locals/for locals

13 | P a g e Autumn Network Meetings 2014 Results

3. M E , M Y S E LF

AN D

AEGEEE

By Holger Schmitt The results of AEGEE‘s impact assessment were presented, highlighting the most developed skills of our members. To showcase that AEGEE‘s work extends beyond its internal structure, a presentation was given on its external achievements, including its official partners, platforms and a video in which politicians recognized the importance of voluntary international youth work was also shown. Here you can access the power point presentation „Me, Myself and AEGEE“.

4. I N T E R N A L W O R K IN G P L A N By Danae Matakou and Fotis Pastrakis This session was separated in two parts. In the first part of the Internal Working Plan, the trainers decided for the participants, to analyze ideas in order to solve one problem which came up from the SWOT analysis. The teams were the same with the SWOT analysis and everyone had a flipchart where they wrote the problem and the flipchart of every team was going to the next one in order to think some solution for every team's problem. The general opinion from the follow up was nice to analyze the ideas, but the solution for some teams were obvious. In the second part of the session, there was a simulation of being a board member. The participants from every team had to brainstorm in order to create the Strategic Plan for their Antenna. Some of them who were more experienced, designed the Strategic Plan monthly, the others just gave some beautiful ideas on how would be activated. The general opinion from the follow up was helpful but a bit boring for newbies.

5. A G O R A P R E P AR AT I O N By Danae Matakou and Fotis Pastrakis Step 1: “Preparation” According to the number of the participants write random names of locals (it helps the new AEGEE members if the names of locals are from the rest of the Focus Area) on post-it notes. Under each local write down one of the following: Delegate or D Envoy or E Visitor or V Observer or O Prepare also some extra and write on them Chair Person and Vice Chair for the trainers (if there are more then give the rest titles or make them CD members) Remember to write down the locals on a paper. Do not forget to put also 1-2 locals which you didn’t give to any of the participants. 14 | P a g e Autumn Network Meetings 2014 Results

Also two (2) more papers are needed. One green and one red (for the votes). If you cannot find any then use post it notes with those colours. The last thing that you will need is a flipchart board or a black/markerboard. Note: If the workshop is taking place with only a few members then give double post-it to Visitors and Observers. The second post it note can be Envoy or Delegate. Step 2: “Starting the workshop” Start the workshop by giving to each participant a random post it note and the two votes. (Give also the extra roles if the situation is as described at the Note of Step 1”. Then the introduction is taking place: What Agora means What AEGEE-Agora is Why the locals must participate After this point you are doing a pause and you explain the following: What a contact is What a contact antenna is What an AEGEE-antenna is According to the last part you explain why those locals have Delegates, Visitors, Envoys and Observers and also which are their rights. (At this point you can start asking your participants what is written on their post-it notes and what their rights are) Finally, you explain why CD and the European Level (E.L.) of AEGEE are envoys and why Chair Team does not have any rights. Before you start, do another pause and explain who is in the Chair Team and the CD members (with their roles). Explain that is important to know who is on the stage and the people that will appear more often on it. Step 3: “Starting the Agora” Start by asking the participants to find the rest of their local. Explain that they are at the Plenary room and then as a Chair Person present the program of the “Agora”. Skip the part of the real Agora where the Chair asks for verification! After the program explain to the participants that you will do a roll-call. Explain what they have to do and start reading the locals and pretend that you are putting “✓” (at the 1-2 extras put an “X”). After the roll-call one of the trainer goes on the “stage” and present him/herself as a candidate for an E.L. body. Then explain to the participants that they can make questions to this person (form a line,

15 | P a g e Autumn Network Meetings 2014 Results

having 2 minutes, etc.). Do not hesitate cut some people from the “questions line” or to stop some of them before they finish their sentence while they asking the candidate. Explain why you did it. Step 4: “Prytania” Explain at first what Prytania are (less delegates/envoys, easier to discuss, etc.) and the number of the delegates on them (one on each Prytanium). Then write this proposal on the board: “At the Agorae we must serve only pizzas” The proposal team (you or the rest of the trainers) explain what this phrase means according to the CIA and give your proposal: “At the Agorae we must serve only pizzas with cheese” Ask your members to express their opinion. Then ask them to vote if they agree or not with their green/red cards. Explain how this voting system is called. If no one proposed at the previous phrase something different you must do it: “At the Agorae we must serve only pizzas with jamon”. Ask them to vote again with the red and green cards. Attention: each card must be for a different proposal! Explain them why it’s important to understand what they are voting and which method is been used. Tell them now that the result is not clear (even if it is) and you are going to vote by Roll-Call (explain the “in favour/against/abstention” and do it). After the voting ask the participants to verify the decision by acclamation (explain what it is). Inform the participants that you are moving now at the Plenary room with the rest of the Agora. Then you are pretending the proposal team: «Dear Agora we asked to change the CIA and instead of “At the Agorae we must serve only pizzas” we proposed the “At the Agorae we must serve only pizzas with cheese”. We discussed and after the new proposal “At the Agorae we must serve only pizzas with jamon” we decided to keep the (mention what the participants selected at the last voting)”. At this point you explain why the result must go at the Plenary for verification. At the Plenary, as the Chair Person now, ask if anyone has an objection. If not then ask them to verify the new proposal by acclamation. Then re-do it with an objection and do all the voting systems again! Most of the participants will be confused at this point! Explain them that on the Plenary is the whole Agora so only there only the final voting counting. Do not forget to tell them that they have to pay extra attention at the Plenary now because the proposal can be referred with a different meaning or terms that it was in Prytania. At the end do not forget to mention also the online voting system.

16 | P a g e Autumn Network Meetings 2014 Results

Step 5: â&#x20AC;&#x153;Closing the workshopâ&#x20AC;? At the end of the workshop mention how the delegates are voting the candidates (Ballot Papers) and the importance of respecting the outcomes of the Agorae.

6. E U R O P E A N L E V E L E X P LAN AT IO N By Danae Matakou Participants were separated in two groups and they were given logos of European Level Bodies in order to match them with the names, which were written on two flipcharts for every team. Then, there was a presentation with the impact of E.L. Bodies and their work in AEGEE.

7. O P E N S P A C E S E S S I O N By Holger Schmitt There was a presentation about the opportunities that Erasmus+ Program offers to the locals.

17 | P a g e Autumn Network Meetings 2014 Results

NWM K HARKIV - AEGEE - YOUR DRUG FROM COMMONNESS By: Natalia Ivleva

S ESSIONS 1. NWM-Lâ&#x20AC;&#x2122; V I V F O LLO W

By Natalia Ivleva (Network Commission) In this session, given by Network Commissioner Natalia Ivleva with help of Anna Pykhtina from AEGEE-Kyiv, we reminded some important topics discussed at previous NWM which is took place in Lviv at the end of May. Most we talked about HR-Cycle presented at that NWM, how locals implement this strategy and how much successful was that strategy.

2. M O T I V A T I O N

AN D

E X T E R N A L A C H IE V E ME N T S

By Mayri Tiido (ComitĂŠ Directeur) This session started with a brief overview of what is AEGEE and presentation of history of AEGEE together with external achievements of all years while AEGEE exist. Also was presented the concept of celebration 30th AEGEE Anniversary. Last but not least the impact of AEGEE was presented. Participants seen how AEGEE had impact on members on different aspects of life - personal development, professional work and skills.

3. C O O P E R A T I O N

B E T WE E N L O C A L S

By Natalia Ivleva (Network Commission) At this session were presented renewed concept of the Netcom projects: 'Twin Antenna' and 'Mentorship System'. Also we were talking about other tipe of cooperation such as PTC, locals exchange and TSU organized by more than one local. At the end of this session participants were discussed what they can give to other local with these types of cooperation for strong, week or exual antenna and what they can achieve.

18 | P a g e Autumn Network Meetings 2014 Results

4. S HA R I N G

B E ST P R A C T IC E S

By Mayri Tiido (Comité Directeur) In case that not so many participants attended this NWM me and Mayri decided to change the format of that session. We just asked our participants to find common problems and brainstormed how can we solve this problems. The topic which were chosen for discussion is support from universities, government and other organizations. The main point which have to be realized is to work on it in cooperation and starting to promote AEGEE not only in local level but in regional also. That means that Antennae have to work not only with local organizations and Universities but from government. It's possible to achieve that only if locals will work togehter on this problem.

5. L E A D E R S

AND

L E AD E R S H IP

By Anna ‘Smailikova’ Pykhtina (AEGEE-Kyiv/SUCT) At this session Anna presented to participants different types of leaders. Told us about personal characteristics which is necessary to have for been a good leader and how to develop this characteristics by yourself. Moreover, we were talking about leaders whom we met in our life, why we identify them as leader and why we following them. Αt the end we were playing nice game which helped us to understand our main goals and achievements.

6. S T R A T E G I C P LAN

AND

A C T IO N A G E N D A

By Mayri Tiido (Comité Directeur) During this workshop participants got familiar with the current Strategic Plan and Action Agenda of AEGEE. They learned what is ACT and why it exists, and that each area in the Network Commissioner has its' ACT responsible, who is there to help them to implement AA. This session consisted from two part. First part was a game. Participants get papers where were written parts of all current Focus Areas and have to put this papers to find all names. During second part was presented the current Strategic Plan and Action Agenda.

19 | P a g e Autumn Network Meetings 2014 Results

7. E A ST E R N P AR T N E R S HIP P R O J E C T II By Natalia Ivleva (Network Commission) At this session were presented Eastern partnership project II. The presentation begins with short introduction of EaP project. There is an idea that stand behind the project written and then there are projectâ&#x20AC;&#x2122;s aims listed. Then there was several slides dedicated at describing the basics of EaP programme of the EU. At the end we talked about progress of every country of the Eastern Partnership for the last years.

8. O P E N S P A C E By Natalia Ivleva (Network Commission) & Mayri Tiido (ComitĂŠ Directeur) At the Open space session we continue our discussion about cooperation between locals, put a new goals for this cooperation and how can we achieve them. We were discussing idea to organize an event like 'Renove' or 'Stafeta'. Moreover we talked about possibilities to work on cooperation for makin AEGEE more influential for youth.

9. A G O R A S P E E D C O U R SE By Natalia Ivleva (Network Commission) That was a session where I was explaining some general information about Agora. I told about different roles of participants, explained what is the difference between 'delegates', 'visitors' and 'envoys'. Gave an explanation whot is Plehary, Pretanium, Workshops, Progress Meetings etc.

10. NWM-E V A LU AT IO N S At the end we asked our participants to gave us feedback about this NWM and about knowledges which participants get at this days.

20 | P a g e Autumn Network Meetings 2014 Results

NWM A ACHEN – B ACK TO THE B EARS By: Julia Fuss

S ESSIONS 1. S H A R E B E ST P R AC T IC E S Session by Andrea Schmelz During the Share Best Practices session, participants presented the results of their SWOT analysis outlining the Strengths, Weaknesses, Opportunities and Threats their antenna faces. Some common issues shared among antennae are fundraising, recruitment of new members, participating more in the European level and competition from other student organizations at their university. On the other hand, antennae profit from Erasmus work, are well connected with other antennae and have motivated members as well as older members who possess valuable AEGEE experience.

2. S E L F M O T I V AT IO N AEGEE

AN D

E X T E R N AL A C HIE VE ME N T S

Session by Holger Schmitt and Julia Fuss Instead of the basic „What is AEGEE?“ presentation, all participants were asked to reflect on their motivation to join and actively contribute to the work of AEGEE. After being given 15 minutes of reflection time, members then split into three groups to discuss their motivations. Afterwards, we shared some of AEGEE‘s influences on people‘s lives and offered the opportunity to also share their motivations in a video which can be included in a general AEGEE recruitment video. Some outcomes of the discussion included.... ... „I first joined AEGEE because of summer universities. But after a while, I noticed that it is also fun to organize events like exchanges to get to know other cultures“ ... „Being in AEGEE has helped me gain more self confidence and learn how to speak in front of people.“ ... „I am motivated to get youth more active and do more work in the political field.“ Building upon one‘s own motivation, the Network Director presented the results of AEGEE‘s impact assessment, highlighting the most developed skills of our members. To showcase that AEGEE‘s work extends beyond its internal structure, 21 | P a g e Autumn Network Meetings 2014 Results

a presentation was given on its external achievements, including its official partners, platforms and a video in which politicians recognized the importance of voluntary international youth work was also shown. Then, participants were challenged to put in order significant AEGEE events of the past onto a timeline. You can find more detailed information about our organization in the History Toolkit. Here you can access the power point presentation „Me, Myself and AEGEE“.

3. ACT?!? T HE I MP LE ME N T AT IO N

OF OUR

A C T IO N A G E N D A

Session by Katharina Krüll

Energizer: 15-20 min Presentation: 10 min Working with the AA: 20-25 min Presentation of ACT: 2-5 min Discussion panel: 10-20 min

3. 1 E N E R G I Z E R S Focus Scrabble We divided the participants into four groups (because there are four focus areas). We used four sheets of paper (one paper per focus area per group, 16 sheets). The participants stand in four rows separated a few meters away from a wall. One by one the members of the groups will have to write words related to the Focus Area on their paper hanging on the wall. 1st round: 1st group: ‘Spreading Europtimism’ 2nd group: ‘Youth Employment’ 3rd group: ‘Youth Mobility’ 4th group: ‘Civic Education’

the person in charge of the workshop will count every word related to FA and give 1 point for each. Outcome: People did what they were supposed to do but there was a bit of confusion on why they had to do so. Even though it was just the energizer. 3. 2 P R E S E N T A T I O N O F A C T I O N A G E N D A (A A ): http://prezi.com/c_sj3ridcnmw/copy-of-free-tip-of-the-iceberg-prezitemplate/ Understanding the presentation: The first part of the presentation is so that participants understand the way the Strategic Work of AEGEE was and is formed. With the three questions, we define where the Mission comes from, Vision and Means, a Strategic Plan and an Action Agenda. Outcome: The group was mixed with people who already new the AA and SP so they were bored. to improve this part we should separate the members into people who will work on the AA right away and another group who will explained the AA and SP. Once this is introduced, we answer the more specific questions: W H A T I S A E GE E? Defined by the Vision and the Mission, stated in the Statement of Principles and confirmed through the Means of the organization. It gives us a wide understanding of why we do what we do, and more importantly what defines our work. This definition, even though it might slightly change at the will of the members, is basically permanent and never profoundly changes. WHAT DOES AEGEE WANT TO ACHIEVE? Here is where the Strategic Plan takes action. Drafted every three years by the members of our organization, defines which general focus areas we will be working on for the upcoming years. The strategic plan gives a general idea of it, always related to and following the Vision, Mission and Means. H O W D O E S A E GE E W A N T T O A C H I E V E I T ? The Action Agenda is the document that defines the specific actions organized (or 'possible to organize') to fulfill our general aims, (Focus Areas in the Strategic Plan). These activities are therefore always related

23 | P a g e Autumn Network Meetings 2014 Results

to the Focus Areas.. This is the most important part, because every year, it provides the bodies with aims and objectives to all the bodies inside our organization, on what is to be implemented by the members. Once the three parts have been explained (slide by slide), it‘s ‘Action Time’. Here is where the next part of the workshop starts, with the help of the presentation and the materials. Outcome: The presentation was a bit confusing but we got through it alright. 3. 3 W O R K I N G W I T H T H E A C T I O N A G E N D A Divide people into as many groups as there are Focus Areas. Assign one focus area to each group. Every group should think about activities which they can organize in their locals and how (in which way) those activities could be linked to the Action Agenda. The event ideas should be ideas that could help to overcome the weaknesses of the locals (SWOT). Each group should shortly present their ideas to the others. The main goal is to show locals' representatives that with AA as a basis it is easy to come up with ideas for interesting and possible to organize activities and it doesn't have to take a long time. Outcome: The brainstorming started off a bit slow but there were some good ideas in the end. (20-25 minutes) Presentation of ACT:   

What is our goal What locals can get from us Contact info

Outcome: I think they understood what we are. (up to 5 minutes) DISCUSSION: What we can do to make AA known in locals? We would like to gather the participants’ ideas about how to efficiently reach out to all locals, not only to their boards but also to common members of AEGEE. Also it is worth to get to know how we could make them feel a need to implement the Action Agenda (make someone in the local say: 'let's do something that will be beneficial not only for our local but also to the rest of AEGEE: we should figure out how to implement Action Agenda'). Moreover it is worth asking how they imagine the contact between ACT members and their locals. Outcome: We discussed the questions above and it was a bit dull because people were tired. (10-20 minutes) Outcome: I am not sure if the WS really reached out to people. I liked the discussions and the ideas they were providing but nobody was really energetic about it. I tried to get through to everyone that the SP is actually not just work 24 | P a g e Autumn Network Meetings 2014 Results

but a useful tool. But at least people know who ACT is and will hopefully remember the AA.

4. A G O R A P R E P AR AT I O N Session by Andrea Schmelz Here you can access the power point presentation, as well as notes from the discussions of the Agora Preparation session.

5. T O O L K I T C AS E S T U D Y Session by Holger Schmitt and Julia Fuss The aim of the Toolkit Case Study was to familiarize participants with the toolkits which were created to support antennae in their daily functions. The toolkits are part of the Members‘ Manual which is uploaded in the Members‘ Portal, and can be found here. Participants were split up into three different groups and were assigned to plan a project using the toolkits. One group planned a Regional Training Course, another group planned a summer university, and the third group made plans for organizing a conference. The session was designed so that there was not much time to fulfill the tasks distributed to them, making the working conditions closer to reality. The tasks for example included: - Create a logo and PR strategy how you want to promote your conference; use the PR toolkit (you have 10 minutes) - Create a program for your Summer University, including session hours, breaks and a social program (you have 15 minutes) - Create a timeline from now until your RTC. Name all the tasks and goals you want to achieve each month. (you have 15 minutes) The outcomes of the planned projects were as follows: SUMMER UNIVERSITY „D IVE FROM EUROPE TO ASIA“ Travel Summer University organized by AEGEE-Athina and AEGEE-Çanakkale Dates: July 14 - 28 Places: Chios (Greece), Çesme, Izmir, Çanakkale (Turkey) Fee: 196€ Optional fee: 10€ (used for snorkeling and alcoholic city tour) Alternative program: beach games, city tour Number of participants: 30

25 | P a g e Autumn Network Meetings 2014 Results

Number of organizers: 5 from Athina and 5 from Çanakkale Sleeping places: Gym in Chios, Izmir, Çanakkale Cultural visits: New monastery of Chios, archaeological sites in Çanakkale, museum of Izmir City tours: Chios, Çesme, Izmir, Çanakkale Activities: scuba diving, hiking, archery, beach sports Workshops: history, Greek and Turkish language, dancing, cooking and more... Theme parties: sultan, toga party, European Night

CONFERENCE „DAVID HASSELHOFF AND HIS INFLUENCE ON COMMUNIST CULTURE“ This is a conference for 1000 people. This conference includes:   

panel discussions expert sessions work sessions

Aims:  

enhancing political education how media influences the perception of freedom

Target audience: students of political science and journalism, as well as lobbyists Location: in the broader Ukraine area Guests: David Hasselhoff, Pamela Anderson, Michael Gorbatschow, Rupert Murdoch, Mr. T

REGIONAL TRAINING COURSE Aim: to educate youth about how to behave in a formal environment Participation fee: 40 € Number of participants: 25 Location: Erlebnishof Mohorn Trainers: from AEGEE Academy Sessions: 

practice elevator pitch  formal dinner  learn the art of the handshake 26 | P a g e

Autumn Network Meetings 2014 Results

  

education on how to dress properly for business situations how to engage in small talk presentation and public speaking skills

6. D I P: B U I L D

YO U R O WN

D E MO C R AC Y

Session by María Arends During the session the participants got to learn more about democracy. Not through listening to one of my boring stories for 1,5 hours, but through an interactive session in which the participants explored their own democratic values. First, we came up with the possible actors in a democracy and the group was divided into four smaller groups: the government, the NGOs, the media, and the citizens. First, they had to define which they saw as their role in an ideal democracy. Later on, they had to define what they would need from the others in order to have an ideal democracy. The last stage was to negotiate with the other actors in order to fulfill their needs and to answer to the needs of the other actors. When they agreed, they had to write with a blue pen what they agreed on, and create a line with a strand of wool between the record sheets of both actors. The participants all stated that it was harder than they thought to negotiate. Also they mentioned that if it is hard to do it in a room where actually nothing is really at stake, it must be really hard to do it in real life. When I asked the participants whether they felt like it was important what they were doing or that it didn’t matter, all except for three participants agreed that while they were doing the activity, it was important and they did feel like they needed to get their needs through to the other parties. We also made the connection with human rights: the right to participate in government and free elections, freedom of information and expression, everyone has duties to the community. The participants came up with most of these rights by themselves. I am very happy and satisfied with the results, I hope the participants are too!

7. F R O M T O P D O WN

BOTTOM UP - HOW

T O B E C O ME A

SU C C E S SF U L A N T E N N A

Session by Andrea Schmelz and Julia Fuss This workshop was designed for board members wishing to improve upon the teamwork and organizational management of their antenna. The workshop was designed to foster group discussion in which participants could share their problems and best practices in order to support each other. Workshop Topics This session was structured in the following way: 1) Who am I? Why am I a member of AEGEE? What is my motivation to be active in AEGEE? 2) Who are the others? With whom do I work with? What do they want to achieve?

27 | P a g e Autumn Network Meetings 2014 Results

Participants were asked to draw their teammates and reflect on their motivation (raising awareness about communication within the team) 3) Organizational management Presentation and discussion about the different organizational cultures an antenna could be governed by.

4) Belbin Test The Belbin test helps you discover about different team roles.

28 | P a g e Autumn Network Meetings 2014 Results

Check out these links for further information regarding the Belbin test and some test questions to find out which role you play in a team: http://www.belbin.com http://www.belbin.com/content/page/8967/BELBIN%28UK%29-SelfPerceptionInventory+CompletionGrid.pdf Also, check out this tablefeaturing questions of the Belbin test. 5) Who is my local? What are the main focuses of my local? What do my members want?

29 | P a g e Autumn Network Meetings 2014 Results

6) Competitor analysis

7) Open space: How do I solve the problems in my local? 8) Feedback 

more time for workshop



sometimes it is necessary to state the obvious and it feels good to talk about it



it is helpful to write down the motivation of team members

Further Information The power point presentation can be found here. For more detailed information about the different organizational cultures, check out the Organizational Management toolkit: http://pjpeu.coe.int/en/web/youth-partnership/t-kit-1-organisationalmanagement#Sj83zqIuln6R

8. N E T C O M - T O

S ER VE AN D P R O TE C T

Session by Julia Fuss and Holger Schmitt This session featured a presentation about the work of the Network Commission, as well as a discussion concerning the cooperation between NetCom and antennae. The NetCom Presentation can be found here. Suggestions and Outcomes of the Discussion Establish database containing information of all dead locals in case someone wants to revive it (old bank accounts, registrations, former boards etc.) Database/list with people who are motivated to found an antenna complicated to maintain e-mail via AEGEE-L mailing list is better Big database with all (former) boards (President-Treasurer-Secretary) 30 | P a g e Autumn Network Meetings 2014 Results

NetCommies are supposed to be present (a lot easier to discuss over a beer) taking into consideration the huge number of antennae need for a Wordpress Manual, most important steps to create a website Suggestions: Board Manual work in progress! More efficient ways of communications; too many platforms/portals etc. If you are looking for a mentoring antenna you are welcome to send an Open Call

9. D E G R O WT H - S H AR IN G

C A R IN G ?

Session by Lida Deermann During the workshop “Degrowth – sharing is caring?” we started to discuss our current economic system which is based on growth. Due to the problem the resources of our earth are finite and cannot regrow in the time we extract them, we have to find alternative ways of living. The ecological footprint can be helpful to realize how “sustainable” we live (or don’t). So the question is how to reduce the personal ecological footprint as well as the one of AEGEE. Therefore we split the group in three to develop ideas for local, European and political activities. 9. 1 I D E A S F O R L O C A L A E G E E A C T I V I T I E S 

Saving Money Workshop



food sharing



flea market



demonstrations, flash mobs



punishment for unsustainable behavior of AEGEE members



invite other associations which deals with environmental issues (e.g. for giving presentations)



car sharing



biking tour



use ecosia instead of google



more sustainable PR strategies (e.g. think about flyers)



cooking event with only seasonal, regional food



more recycling



veggie running dinner



AEGEE Farming/Garden

9. 2 I D E A S F O R E U R O P E A N L E V E L A EG E E A C T I V I T I E S 

Using Social Media



Workshops at AEGEE events (SU, Agora, EPM, NWM)



Workshop at University events (actually a local activity)



Skype Meeting with discussion about sustainability topics



thematic training courses

31 | P a g e Autumn Network Meetings 2014 Results



drafting guidelines how to make your event more sustainable



collaborate with other NGOs and share results after impact measurement



proposal at Agora to set the guidelines as obligatory for statutory events

9. 3 I D E A S F O R P O L I T I C A L A C T I O N S I N A E G E E 

Ask CD to act as lobbyists for sustainability



official position paper of AEGEE about sustainability

Also, check out these links for some interesting information on this topic: www.sustainableman.org www.footprintnetwork.org www.atmosfair.de

10. A G O R A S I MU LAT I O N Session by Réka Salamon, Julia Fuss, Holger Schmitt, Katharina Krüll and Joris Veenhuis Participants were assigned to be delegates of random antennae. By means of a mock simulation of the Agora, delegates who will attend the Agora for the first time in Cagliari could learn about the different obligations and functions of delegates. After an official opening by the Chair team and roll call, three pretendcandidates for NetCom presented themselves and were asked questions on the stage during the plenary. Afterwards, delegates voted for their favorite candidate in a secret vote using ballot papers. Then, a prytanium took place to discuss the proposal concerning the Network Meeting reform. After the proposer accepted amendments proposed by delegates, the prytanium gave a positive recommendation to the plenary which was then voted upon via roll call. The outcome was that the amended Proposal was accepted by the Agora. Generally the Agora simulation gave a good example how the decisionmaking process works and is organized. The participants had many question to answer questions concerning the procedure which were answered on the spot. 32 | P a g e Autumn Network Meetings 2014 Results

Here you can find information about the Agora proposals. https://www.zeus.aegee.org/statutoryvote/jc/view_accepted.ph p Here you can find information about the Agora for Newbies.

11. P R O J E C T P LAN N IN G Session by Kristina Baitalow, Maria Arends and Andrea Schmelz During the project planning session, participants divided into three groups: to continue planning the refugee project (idea originated at NWM Bamberg), brainstorm possible recruitment strategies, and how to create better structures within the antenna. 1 1. 1 R E F U G E E P R O J E C T 

Maria Arends presented Democracy in Practice and a migration project she took part in



We did a lot of brainstorming and discussed mainly



Urgent problem especially recently!



Still need to clarify the difference between asylum seekers and refugees



Very controversial discussion, no real results but a lot of discussion, no compromise found yet



Main results: o

Problems: a lot of people don´t know the actual situation, many rules, don´t get a lot of support but many rules, no language courses, many forms, some people react negative (racist reactions)

Solutions: language courses and help with forms, leisure activities, informing people in our countries, improving living situation

o 

Important: make it long-term

Further procedure: o

Mailing list/ FB group

Research (law, situation, numbers, organizations)

Find partner/ mentor organizations, ask CD

Further time table afterwards (setting aims, first event and training, meeting people in person)

33 | P a g e Autumn Network Meetings 2014 Results

1 1. 2 H R & R E C R U I T M E N T S T R A T E G I E S Best practices: First contact 

send e-mails to returning Erasmus students (via International Office)



information evenings



presentation in courses (ask professors) o

first/2nd semesters

adapt to your audience (law students are more interested in EU policies, cultural students more in traveling etc.)

show videos instead of speaking (see video AEGEE-Ovideo for example, but there are many videos out there; maybe ask the AEGEEan or your NetCommie)

adapt to gender? Male-dominated antenna are looking for more girls to balance it out; a girl should be present as well; adapt even PR to gender? Discussion? Idea: traveling within AEGEE (e.g. AEGEE couch surfing) feels safer



exhibition/fairs at university etc.



SU/parties/traveling as PR topics



Only hand out flyers in combination with talking; distribute fun things (idea with cucumbers, bananas, something you can connect to an event or an idea)



Check out AEGEE Kyiv’s Facebook page



Good websites for initial recruitment (general information, dates to info evenings) and Facebook to keep them active (news update etc.)



Creative and fun ideas (Netherlands: paint themselves; flash mobs etc.)



European Day of Languages (end of November) as a tool to recruit and raise awareness; small language courses, cafés etc.



Open up your events to everyone, not only AEGEE!



Skype events (Skype with Ukraine in AEGEE Mannheim)

1 1. 3 S T R U C T U R E W I T H I N Y O U R L O C A L 

online form for membership



Spain: RENOVE, big event for new members gained by SU to make them active and show them there is more to AEGEE



Pool of SU participants -> activate them (e.g. RENOVE)



LTCs (Local Training Courses)



Give new members smaller tasks 

Weekly meetings

34 | P a g e Autumn Network Meetings 2014 Results



Buddy system (old member mentors new member); in AEGEE Athina called “Angel System”



Gain members via Buddy Program (Dresden): language tandems; also to gain local people instead of international people who leave they city after a period



After recruitment, plan first sessions of weekly meetings according to the needs of getting to know each other, including new members and show them what AEGEE is about; not too much information on the structures though!



European Schools to spark the Spirit



To keep: personal relationship to the new members; make them feel welcome



See also HR cycle & toolkits



Competition launched by the CD: Master of Recruitment

12. O P E N S P AC E Session facilitated by Julia Fuss 1 2. 1 E L E V A T O R P I T C H E S T O B R A I N S T O R M T H E M A T I C E V E N T S 

reliability of the media



informing high school students about European union institutions



(self-)motivation: AEGEE Spirits



Energy transition in Europe



Music event



Euroscepticism/ EU information



EurArab



Information technology



Cyber security



AEGEE Hogwarts



Brewery/Franconia (beer hike)



Stereotypes (Eastern)



Healthy life style & Sport



Refugees/asylum seekers



Wine tasting



Consumer behavior/ sustainability



One common European history



Happiness in different cultures: workshops in yoga etc.



Environment



Promoting AEGEE through art -> exhibition as output



Creative city tours through Franconia 

Different wor(l)ds – linguistic approach to culture

35 | P a g e Autumn Network Meetings 2014 Results

1 2. 2 E V E N T P R O M O T I O N European Calendar for AEGEE events 

Facebook Event page ‘AEGEE events’ to promote your event, alternatively Events-L and Portal)



We <3 EQAC, to help and support



Discussions on what EQAC can be used for, 3 months in advance is too long, not needed for everything



Application possible through intranet



Calendar for European AEGEE events



In Intranet or Calendar a distinction between EQAC approved events and non-approved events; maybe a Label? -> makes it able to use the Intranet News feed for everyone, e.g.

1 2. 3 E U R O P E A N N E W S B Y A E G E E. D E 

demand of locals to get feedback on their activity reports; see what locals around them do, get inspiration etc.



shutting down the Facebook page and put its input into the German-speaking locals group (originally we wanted a separation of internal discussions and using the Facebook page also as tool for PR)



Unwished side effects of nationality discussion



confusion between the aegee.de website as a PR tool and the Facebook page; maybe original mistake was to combine the two?



Google calendar has no commenting function which does not meet the demand for giving feedback



How to give feedback on activity reports? Maybe even on a network level?



Interactive map; listed events by types and tags: search engine with tags such as country, language, annual/weekly/monthly etc.



Topic should be solved on European level

1 2. 4 PR S T R A T E G I E S 

Not only serious, but show the fun side of AEGEE to attract as much people as possible; people will realize there is more to AEGEE than just SU



PR as a recruitment tool



Why people are joining AEGEE: Travel, SU, serious topics

1 2. 5 M E N T O R I N G /T W I N A N T E N N A 

Giorgos is motivated to re-establish the antenna of Nuremberg/Erlangen 

Will join Bamberg with its events 36 | P a g e

Autumn Network Meetings 2014 Results

13. F E E D B A C K Session facilitated by Julia Fuss 1 3. 1 H I G H L I G H T S ORGANIZATION: 

Great/amazing organization



NWM song



Very professional



Everyone simply loves AEGEE Aachen (summary of all comments :P)



Very welcoming spirit (train station)

CONTENT: 

Agora preparations with good discussions, helpful



Agora simulation as preparation



interesting topics



Board training



Toolkit case study + impressive presentations afterwards



Elevator pitch for thematic events



Degrowth session



Very flexible, but still organized during Open Space



Integration of topics people wanted to talk about



Open Discussions

PARTICIPANTS: 

Extremely high involvement of participants



Great group spirit



Knowledge exchange between the same board positions



Trainers could feel secure due to the good contributions and spirit within the groups



Engaging and supportive people

1 3. 2 L O W L I G H T S & S U G G E S T I O N S ORGANIZATION: 

More time for exploring the city, more information about it, more time for getting to know each other



Gym not available from the beginning on (not organizer’s fault)

CONTENT: 

Sharing best practices (SWOT) -> no direct discussion; better to

37 | P a g e Autumn Network Meetings 2014 Results

present common results and then split up in groups; communication beforehand could have been better (what it is about etc.) 

Online surveys for the workshops beforehand and still be flexible (who will participate where?)



DiP: mislead by the title



During thematic workshops (Degrowth, DiP) -> what is the position of AEGEE?



Separate sessions for experienced members parallel to EL sessions



Self-motivation and external achievement & ACT



Do we need all the mandatory sessions?



‘formal’ part in the beginning does not contribute a lot



Missing energizers, ice-breaking games, name learning games



Stressful & tough programme, more breaks



More Open Space



Not enough time for the project planning sessions (but enough smaller parts throughout the NWM)



Maybe a space for knowledge exchange for the same board positions



Instead of plenary discussions have the same discussions in smaller groups, as you can be just as productive



Facilitation of discussions, setting rules from the beginning

PARTICIPANTS: 

Not everybody contributed during the plenaries

38 | P a g e Autumn Network Meetings 2014 Results

NWM Z ARAGOZA – Z NWM By: Carmen Maria López Banegas

S ESSIONS 1. S T A T E

O F T HE

R E G I O N (S HA R E B E ST P R A C T IC E S )

Session by Carmen María and La Tripulación During this session, participants presented the results of their SWOT/SWAT analysis commenting Strengths and Weaknesses of their antennae. All antennae of the area were asked to fill in a common ppt(1A) so all of them could share even if they were not present on the event, and with this we tried to focus the presentations and restring the time per antenna. Common problems like fundraising, human resources, lack of involvementwith European bodies and competition with ESN and other Erasmus organisations in some cities. After the presentation (recaphere - 1B) we pickedcommon weaknesses, formed 4 groups to brainstorm solutions which were later presented: EU RO P E A N B O D I ES *Not good KT from boards about what EL is: contact other antenna that has more knowledge. *Maybe we should stop using the term EL and start working and focusing in the concept of AEGEE. *Try to have a figure in each antenna from somebody (have a database with the name of the oldies to motivate you for EL: better call Netcom or Ancients) that can motivate you and tell you what suits best for you. PR *Using mailing list in Universities, talk to the Student councils. *Facebook (groups, pages) + web. *Welcome weeks: give flyers and write down the name of the people interested. *Different strategies for small and big cities. *Office Schedule. *THEY HAD NO TIME FOR DISCUSSING ABOUT RELATIONSHIP WITH UNIVERSITY AND YOUTH COUNCILS FR *Coca-Cola: bad for trying to get fundraising (even though Valladolid says they have a good relationship with them and get some stuff) Redbull: good *Better to get fundraising directly in products. 39 | P a g e Autumn Network Meetings 2014 Results

*FATF *LinkedIn *It’s not possible to have a common database because normally all we get comes from personal favours, but at least we can share the contacts just in case. *Put also in the database all the companies which we didn’t manage to succeed. HR *After SU: LTC *ERASMUS: could be active in a small Project and attract locals. *Keep memories of the events done and publish feedback from them. *Godfather or godmothers to help newbies. *HR AS A BOARD POSITION. *Keep contact with your local members.

2. M O T I V A T I O N

AN D

E X T E R N A L A C H IE V E ME N T S

AEGEE

Session by AntonijaParat A) Extrinsic Motivation: Present history and external achievements of AEGEE (presentation - 2) B) Intrinsic Motivation – keeping members (done by visualisation + writing things down + sharing. Created relaxed atmosphere: participants closed their eyes. Participants spoke about their motivation) - Why did I start in AEGEE? Why am I here and not chilling with my friends right now? - What did I achieve in/with AEGEE so far? - What’s next in AEGEE?

3. F I N A N C I A L R E P O R T By Esperanza Rodríguez How do finances work in AEGEE?What does the Financial Director do?What does a local Treasurer do?What does the Audit Commission do? (+MedCom)The AEGEE locals Financial Report. Why it’s useful & How to do it? (2 Types)What’s being checked?Examples of how not to do it.Planning BudgetsSU (or events) Financial Report. ExplanationPractical case(material here - 3)

40 | P a g e Autumn Network Meetings 2014 Results

4. A C T I O N A G E N D A C O O R D IN AT IO N C O M MI T T E E , A C T IO N A G E N D A , S T R AT E G IC P L A N By Ruben Navarro This session was really nice and people enjoyed it a lot. The structure as follows:

ENERGISER: FOCUS SCRABBLE Participants were divided into four groups (one per focus area) and stood in rows separated a bit from the wall where blank papers were hanging. One by one the members of the groups wrote words related to the Focus Area on their paper, changing the rowsâ&#x20AC;&#x2122; order after every member of the group has written something. The aim of the game was that all members of the groups had to write a word related to all Focus Areas.

PRESENTATION OF THE ACTION AGENDA: PREZI- 4 RubĂŠn explained the Strategic Work of AEGEE explaining where the Mission, Vision and Means, Strategic Plan and Action Agendacome from. - What is AEGEE?: Vision and the Mission, stated in the Statement of Principles and confirmed through the Means of the organization - What does AEGEE want to achieve?: Explained the Strategic Plan is drafted every three years by the members, defines focus areas. - How to achieve it?: Action Agenda defines the possible activities to fulfil the general aims, (related to Focus Areas in the Strategic Plan). Aims and objectives on what is to be implemented by the members.Mentioned Antenna Criteria.

WORKING WITH ACTION AGENDA: People were divided into 4 groups and assigned one focus area to each group. The groupsthought about activities they could organise in their locals and how they could be linked to the Action Agenda. Sadly, there was no time for each group to present their ideas to the others. We just have one FA available as follows: Brainstorming Spreading Europtimism: -Event with Democracy in Practice. (Objective 1 and 3) 41 | P a g e Autumn Network Meetings 2014 Results

-Simulations of the European Parliament/Commission etc. at universities and High Schools so people would understand what really is decided there and how the process works. (Objective 3). -Debates about EU policies (Objective 1). -Event with people from non-EU countries to share experiences, especially of other political/commercial unions. (Objective 2). -Event related to visa issues and a course on how to do the visa process for non-EU citizens. (Objective 2) -An event related to EU's history, with special focus on the conflicts that had been around Europe and that the creation of the EU has helped to solve. (Objective 2).

P R E S E N T A T I O N O F AC T: The goal / What locals can get from them / Contact info Informed participants that they can count on the support of ACT contacting the responsible for their Network.

DISCUSSION: Why AA is important? (common objectives) How to make AA known? (visibility, direct contact with antennae which is working great now) How to make sure the AA is implemented? (Giving clear examples of events/activities) What people want ACT to do in/for their locals? (definite examples and direct support)

5. P R E S E N T A T IO N E V E N T S Q U A LI T Y A S SU R A N C E C O M MIT T E E By Olga Rivero This session was supposed to be given by InanaNamet (member of EQAC responsible for our network area and subcommissioner of the new team) but unfortunately she could not join us in the end. Using the material prepared by EQAC she pleasantly sent us in advance, we explanained the Events Quality Assurance Committee, presented the changes of this bodye, how does it work now, explained that the new contactisInana. Etc.We talked a bit giving the example of how we followed the produce for this NWM (materials - 5)

42 | P a g e Autumn Network Meetings 2014 Results

6. E R A S MU S + By Esperanza Rodriguez Presentation of Erasmus+ and range of previous programmes integrated now in just one programme: YiA funded events (Y Vote, Conferences, Exchanges, CJE Events...) Erasmus, European Trainee/Leonardo, EVS. We talked about the main differences. Opportunities for AEGEE locals and members. Importance of being registered as association (PIC no.) Explaining the benefits of being a partner organization, organize events (as exchanges) send or receive (trainees, EVS) Some examples given as León, Alicante, Las Palmas… (EVS, exchanges, partner organization that open the possibilities to all AEGEE members from the same country, thematic projects and so on). This session was really useful for members to know how to use these opportunities personally and for their locals. Brainstorming about how to promote this and use it also as recruitment strategy (speaking about it during informative talks) how to use it as HR strategy (to motivate new members or those who were not accepted in a SU…) (materials - 6)

7. C O N SU L T A T IO N S E S SIO N . Y O U T H E MP LO YM E N T By Pablo Hernández The session was shorter than expected as finally we had 45 minutes. A proper consultation session should last at least one hour and a half to have a good structure and tackle all the aspects that should be consulted. The participants were very active and almost all of them stated their opinion in the places that were needed. Due to the lack of time I decided that it would be much better talk about one out of the three topics that were planned so we could complete the consultation of any of them.

THE RESULTS OF THE CO NSULTATION ARE: The slot 1 was purely informative but I noticed a bigger and deeper knowledge of the Policy Office and our tasks. The slot 2 took longer than I expected because we didn’t have the materials that we needed. The ideas were very concrete: 43 | P a g e Autumn Network Meetings 2014 Results

FEARS AND CHALLENGES WHEN LOOKING FOR A JOB: If you don't have a master, will you not get a job? We're developing a lot of skills in AEGEE that could be valuable in the job market, but putting that on the CV will not have any influence in the employers. Maybe being overeducated also doesn't help when you are looking for a job. If you are unemployed for too long why should employers hire you? Employers have the laws in their side because in some countries for the people who are entering the job market, depending on how long have they worked before. For example in Italy, if you have worked less, the employer has better fiscal advantages. Is the job that I’m doing right now going to be still interesting in two years? The salary doesn’t increase even if the employee is a hardworking person. Promotion in the working place is harder than before. In some cases, doing the same job and having the same responsibilities, some people earn more money so motivation decreases.

IS IT BETTER UNDEREMPLOYMENT OR UNEMPLOYMENT? Underemployment might be better and meanwhile you can find for a better job. Sometimes the society and the companies are having a big role when a lot of people are underemployed because they can take advantage of it. Some people are not working because for their social status it’s better to be unemployed than underemployed. Sometimes society might think that an underemployed worker is not actually underemployed when his vision is the completely the opposite. There could be a feeling of pressure.

ARE INTERNSHIPS STEALING JOBS? Sometimes they use internships as replacement of jobs in order to avoid hiring full rights workers. Internships are good as a tool to check if you like or not the area the trainee works on. Internships in general are good for companies so they can see the potential a worker has. Companies take advantage of internships; the learning part of the job must be implemented in the time of the internship. The laws are always in favour of the companies regarding the internships.

44 | P a g e Autumn Network Meetings 2014 Results

When the market offer and demand of jobs is very unbalanced, the companies can take advantage of it lowering the conditions of the jobs. Policies about internships can be improved. For instance, companies should have to hire at least a minimum percentage of interns. This could cause problems to companies in the case that none of the interns is good for the position but this could be also blamed on the HR work. Internships are good because they let you learn about a specific topic related to the studies.

8. C O N SU L T A T IO N S E S SIO N . G E N D E R E Q U A LIT Y By LĂŠa Charlet Only 6 persons were present so she couldn't exactly do what she planned, and we had in total 45 minutes sessions. We started discussion about some concept, giving some definition in order all to start from the same basics in terms of vocabulary.(Definition between sex and gender, for example.) We discussed after seeing the "genderbread men" (see in the ppt - 8) Then had some discussion about some topics: Which subject do they think we should tackle within AEGEE? Some of the subjects were: - Feminism is a men issue and we should involve men in AEGEE as well - Tackling the issue of double standards - Is it correct to have sex with someone falling on their feet? Discussion was quite good, people were really interested in the subject, and argumentative which is really nice. Everyone stated their opinions. It was a really nice session to facilitate, thanks to the participants. To go further: UN gender equality course for UN staff (you can follow as well) http://nswomennetwork.org/index.php/news-room/an-introduction-togender-equality

45 | P a g e Autumn Network Meetings 2014 Results

9. A U T U MN A G O R A C AG LI AR I F O LLO W U P By Pablo Ruiz We spoke about the proposals of Agora Cagliari, showing results and explaining a bit about each of them when needed. Just to inform some of the members who were not aware of these changes. Also discussed about the rejected proposal and thought a bit why and how could it be proposed differently in the future.

10. O P E N S E S SIO N S -La Federación (talked about the possibility to create a federation of Spanish antennae in order to get grants and help with general FR) -RedBull contacts in Spain (thanks to Bruno, A-Santander who later shared all the contacts with us) -AgorAsturiaspresentation– (10A) of the event and promotion. Call for helpers to join the team! Presentation of their Facebook page -BEST presentation(10-B) by Carlos Freire (partner association) Explanation about BEST similarities and differences with AEGEE (here) Strongly encouraged antennae to join some of their events and contact BEST (LBGs) if they are present in their cities for cooperation! -Other general topics (minutes as follows):

3 0T H A N N I V ERS AR Y Anna Gumbau from AEGEE-Barcelona and AnniTeam explains what this is all about. There are a lot of antennae interested in applying for hosting the event in our area, like A Coruña, Bilbao, Alicante, Santander… The first Open Call wasn’t sent in a very clear way, so antennae that had already started to work based on that may have had other idea than what is asked for and may have to start working from zero again. LéaCharlet from AEGEE-Paris and Anna say that it is very likely that the event will take place in May instead of March, and that deadline for submitting the Project will change to December if all the antennae want it. Carmen María says that if more than one antenna from our area is applying, it would be nice if in every case the event would be open to the whole area to cooperate. Eneko says that, on behalf of AEGEE-Bilbao, he has already said that that’s for sure.

46 | P a g e Autumn Network Meetings 2014 Results

LA N AV E TSU 2 0 16 Ander from A-Zaragoza explains the project. He will send to Subealanave (mailing list) a Word document with what he has thought: it’s about organising 4 SUs at the same time: one in the North of Spain, other in the South, other Mediterranean and another one in France so they all end up in Zaragoza for some thematic content.

PR O XY V OT I N G Rubén Navarro from A-Tarragona explains the proposal about proxy voting that is been developed for AgoraAsturias.

F E E DB A CK F OR O UR T EA M F OR WO RK I N G F OR M AT Carlos Freire from BEST says that he would put a big paper on the wall for this or pass some form along the Internet so it can be anonymous. Rubén Sanz A-Burgos says that, no matter what, NWMs should always be celebrated before Agora and that we should keep it in mind for AgoraAsturias. Carmen María explains all the rules that have to be followed for scheduling a NWM (not more than one NWM per weekend, two weeks before / after an Statutory event…). Mauro from AEGEEBergamo says that in Italy nobody thinks that celebrating NWM before or after Agora is so important. Related to this topic, Carmen Maríasays that everything that should be discussed before an Agora can be discussed through the mailing list. Bruno DiLorenzo from A-Santander suggests we could write a Proposal so it is possible to organise more than one NWM per weekend. Carmen María says that exceptions can already be made (in fact, this same weekend other 2 NWMs are taking place). Pablo Hernández says that, if needed, appointed members from CD could represent them in NWM (such as Policy officers). Léa says that it has already been done for other NWMs (she represented CD in NWM Salerno with Reka). Rubén Sanz A-Burgos talks about fixing regions topic: he says that we could make a new Proposal about it. Eneko says that in other areas of Europe this idea is not supported, but that we should stick together because we work really well. Pablo Hernández from A-Alicante says that one of the main problems is that Netcommie shouldn’t be able to decide on their own the way of dividing the whole Network, because it’s a quite unfair system. Rubén Navarro says that we should think about what would happen if two regions want the same Netcommie. Pablo Hdéz. gives as an example the situation for Agora Cagliari: there were two

47 | P a g e Autumn Network Meetings 2014 Results

candidates that had stated they preferred working with our area, and that the are that they wanted should have had the choice of stating which one of them they would have preferred. At this point, Cristina Bengoechea from A-Santander says that we are losing the point of the topic and that we should go back to the fixed regions one. María Sánchez from A-Alicante asks which pros and cons we see about fixing regions. Carmen María says that the main pros would be our proximity, our constant KT, our similar way of working based on tradition… Léa says that one important con would be to avoid nationalism in some points of the Network. One of the main conclusions is that for us it wouldn’t be a problem to be a fixed region, but for other areas it could be. Rodri from A-Valladolid says that for him fixing regions would be like stating borders, but Bruno and Eneko say that they donot see it like that and it’s more like a mental state. Léagives the example of imagining that France would have more antennae: maybe some of them would like to be part of the German area, so in the end it is all about adapting to each situation. Diego Coronado from A-Zaragoza says that if we changed the area each year we wouldn’t be that efficient but that he agrees with what Léa has said: we should adapt to what happens. Everyone decides to continue discussing about this in Subealanave (our area mailing list).

48 | P a g e Autumn Network Meetings 2014 Results

NWM N IJMEGEN – D ISCOVER E UROPE T HE D UTCH W AY ! By: Lia Tuska

S ESSIONS 1. S H A R I N G B E ST P R A C T I SE S By Boudewijn Steenhof Step 1 (5-10min): Explain what SWOT Analysis is in general and how can it help every Antenna. (A very small presentaion could be helpful) Explanation of SWOT: Strengths: factors that give an edge for the organization Weaknesses: factors that can be proved harmful Opportunities: favorable situations which can bring a competitive advantage. Threats: unfavorable situations which can negatively affect the organization. SWOT tool has 5 key benefits: Simple to do and practical to use; Clear to understand; Focuses on the key internal and external factors affecting the organization Helps to identify future goals Initiates further analysis. Example of SWOT analysis for small NGO (optional if the crowd has further questions) STRENGTHS:  We are able to follow-up on this research as the current small amount of work means we have plenty of time  Our lead researcher has strong reputation within the policy community  Our organisation's director has good links to the Ministry WEAKNESSES:  Our organisation has little reputation in other parts of government  We have a small staff with a shallow skills base in many areas  We are vulnerable to vital staff being sick, leaving, etc OPPORTUNITIES:  We are working on a topical issue  The government claims to want to listen to the voice of local NGOs  Other NGOs from our region will support us THREATS:

49 | P a g e Autumn Network Meetings 2014 Results

 Will the report be too politically sensitive and threaten funding from sponsors?  There is a pool of counter-evidence that could be used to discredit our research and therefore our organisation. The NGO might therefore decide, amongst other things, to target the report to specific patrons in the one ministry, use their lead researcher to bring credibility to the findings and work on building up a regional coalition on the issue.

Step 2: Divide the crowd in teams of 3-4 people per team and write down the questions of every section (Strengths, Weakness, Opportunities, Threats). The questions could be written on the sheet like this: Starting the analyzing 1)Listing the organization’s key strengths and weaknesses 2) Identifying opportunities and threats For every element of the SWOT analysis, the trainer has to check every team’s answer in order to figure out if they are right or wrong. In the meantime, trainer has to help every team asking further questions if he/she watch that representatives can’t figure out or they don’t have any idea of what they are going to answer. Step 3: Every representative of his/her antenna has to give an answer in every question and come to a result for the improvement of his/her antenna in the end of the analysis, if he/she won’t the trainer has to help him to combine all the factors and come to a result. Step 4 (Optional, if there is time): Also as teams they can figure out a general result for the antennas in order to be improved,by trying to find common SWOT elements, following the same model

2. E U R O P E A N B O D IE S By Svenja van der Tol, Lia Tuska and Holger Schmitt Svenja presented the Key to Europe and AEGEEan. Lia presented Democracy in Practice Project and EQAC. Holger and Lia presented the Network Commission.

E Q AC The Events Quality Assurance Committee (in short, EQAC) was born from the former Events Committee: the main goal of the Committee is to focus more on the quality of events, and to implement non-formal education (learning by doing) to AEGEE-related activities. EQAC helps in organising events, producing guidelines to organisers, making standards to reach for locals, and, checking the content, budget and logistics of events that are submitted – so in general, supporting antennae in organising events. EQAC also emphasises following on the Action Agenda, and their 50 | P a g e Autumn Network Meetings 2014 Results

members set quality indicators and also evaluation forms to help organisers make their events even better, and to receive objective feedback from participants. The process of organising an international AEGEE-event is the following: first of all, locals have to send application 2 months in advance by filling in the Event Assessment Submission in Members Portal. After successfully filling in the form, the EQUAC responsible for the area will contact you about your event, and may ask for additional information, or approve the event. As soon as the event is approved by EQAC, you can start uploading it to Intranet, and promote it. After the event, locals will have to ask participants to fill in an evaluation survey, and also organisers will have to fill in the Event Evaluation Form on Members Portal to submit information for EQAC. The 10 step-model for organising events is the following: 1. Objectives 2. Content 3. Methodology 4. Resources 5. Sustainability 6. Skills 7. Preparation 8. Communication 9. Feedback 10. Evaluation

The NetCom Presentation can be found here.

3. M E , M Y S E LF

AN D

AEGEE

By Holger Schmitt Instead of the basic „What is AEGEE?“ presentation, all participants were asked to reflect on their motivation to join and actively contribute to the work of AEGEE. After being given 15 minutes of reflection time, members then split into three groups to discuss their motivations. Afterwards, we shared some of AEGEE‘s influences on people‘s lives and offered the opportunity to also share their motivations in a video which can be included in a general AEGEE recruitment video. Some outcomes of the discussion included.... ... „I first joined AEGEE because of summer universities. But after a while, I noticed that it is also fun to organize events like exchanges to get to know other cultures“ ... „Being in AEGEE has helped me gain more self confidence and learn how to speak in front of people.“ ... „I am motivated to get youth more active and do more work in the political field.“

51 | P a g e Autumn Network Meetings 2014 Results

Building upon one‘s own motivation, the Network Director presented the results of AEGEE‘s impact assessment, highlighting the most developed skills of our members. To showcase that AEGEE‘s work extends beyond its internal structure, a presentation was given on its external achievements, including its official partners, platforms and a video in which politicians recognized the importance of voluntary international youth work was also shown. Then, participants were challenged to put in order significant AEGEE events of the past onto a timeline. You can find more detailed information about our organization in the History Toolkit. Here you can access the power point presentation „Me, Myself and AEGEE“.

4. S T R A T E G I C P L AN /A C T IO N A G E N D A By Svenja van der Tol Energiser: 15-20 min Presentation: 10 min Working with the AA: 20-25 min Presentation of ACT: 2-5 min Discussion panel: 10-20 min ENERGISER: Focus Scrabble: We divide the participants into four groups (because there are four focus areas). Then the person conducting the workshop will use four sheets of paper (one paper per focus area per group, 16 sheets), and he will make the participants stand in four rows separated a few meters away from a wall, where the papers will be hanging and will be changed to a blank one every round. One by one the members of the groups will have to write words related to the Focus Area on their paper, changing the rows’ order after every member of the group has written something. 1st round: • 1st group: ‘Spreading Europtimism’ • 2nd group: ‘Youth Employment’ • 3rd group: ‘Youth Mobility’ • 4th group: ‘Civic Education’ 2nd round: • 1st group: ‘Civic Education’ • 2nd group: ‘Spreading Europtimism’ • 3rd group: Youth Employment • 4th group: ‘Youth Mobility’ And so on. 52 | P a g e Autumn Network Meetings 2014 Results

The aim of the game is that all members of the group have to run to the wall and write a word related to the Focus Area, and give the pen to the next member in their group as fast as possible. At the end of all rounds, the person in charge of the workshop will count every word related to FA and give 1 point for each. Rules: • words must be connected to the FA, for each word we give 1 point (in case a word is irrelevant it’s ignored) • only one person from the team is writing at the same time, • the second person has to run to the paper after giving a high five to the person who came back, • words can't be repeated for the same Focus Area (one paper), • the teammembers are allowed to help eachother thinking of words, • in each round, teams can get from 0 to 3 points (the fastest 3, the slowest 0), • the winner is the team with the biggest amount of points after the 4th round (prize for the winner: an applause from others), • There are words in the name not allowed, and this ones are the direct derivatives of the Focus Areas’ names. Ex: Youth Employment (youth, young, employment, employer,...), Youth Mobility (move, young,...). Words that would count: Youth Mobility (exchange, travel,...), Civic Education (democracy, rights,...). Example: team 1 was the fastest but wrote no relevant words - 3 points for being the fastest; team 2 (5 members) was the slowest but all of the words they wrote are relevant - 5 points for words P R E S E N T A T I O N O F A A: http://prezi.com/c_sj3ridcnmw/copy-of-free-tip-of-the-iceberg-prezitemplate Understanding the presentation: The first part of the presentation is so that participants understand the way the Strategic Work of AEGEE was and is formed. With the three questions, we define where the Mission comes from, Vision and Means, a Strategic Plan and an Action Agenda. Once this is introduced, we answer the more specific questions: - What is AEGEE?: Defined by the Vision and the Mission, stated in the Statement of Principles and confirmed through the Means of the organization. It gives us a wide understanding of why we do what we do, and more importantly what defines our work. This definition, even though it might slightly change at the will of the members, is basically permanent and never profoundly changes.

53 | P a g e Autumn Network Meetings 2014 Results

- What does AEGEE want to achieve?: Here is where the Strategic Plan takes action. Drafted every three years by the members of our organization, defines which general focus areas we will be working on for the upcoming years. The strategic plan gives a general idea of it, always related to and following the Vision, Mission and Means. - How does AEGEE want to achieve it?: The Action Agenda is the document that defines the specific actions organized (or 'possible to organize') to fulfill our general aims, (Focus Areas in the Strategic Plan). These activities are therefore always related to the Focus Areas.. This is the most important part, because every year, it provides the bodies with aims and objectives to all the bodies inside our organization, on what is to be implemented by the members. Once the three parts have been explained (slide by slide), it’s ‘Action Time’. Here is where the next part of the workshop starts, with the help of the presentation and the materials. WORKING WITH ACTION AGENDA: Divide people into as many groups as there are Focus Areas. Assign one focus area to each group. Every group should think about activities which they can organize in their locals and how (in which way) those activities could be linked to the Action Agenda. Each group should shortly present their ideas to the others. The main goal is to show locals' representatives that with AA as a basis it is easy to come up with ideas for interesting and possible to organize activities and it doesn't have to take a long time. It is worth mentioning that the locals are not obliged to organize everything by themselves. In case of any event, which implements AA they can count on the support of ACT. Moreover it is highly possible that the project a local comes up with is largely associated with ideas of different locals or/and Projects or Working Groups. In that case they can cooperate with each other which is beneficial for both sides. Another thing worth mentioning is that there are no stupid ideas. Every project can be modified to make it fit for the AA as much as it is possible. In case they (locals) have concerns or doubts about their projects/ideas, they can always contact the ACT member responsible for their Network. From our side we will answer all questions and give them our opinion about the activity. P R E S E N T A T I O N O F AC T: • • •

What is our goal What locals can get from us Contact info 54 | P a g e

Autumn Network Meetings 2014 Results

DISCUSSION: •

What makes AA important in your opinion?

By asking this question we would like to know how participants imagine the role of AA in AEGEE, what makes it actually important and most of all IF AA is important in their opinion. • What we can do to make AA known in locals? We would like to gather the participants’ ideas about how to efficiently reach out to all locals, not only to their boards but also to common members of AEGEE. Also it is worth to get to know how we could make them feel a need to implement the Action Agenda (make someone in the local say: 'let's do something that will be beneficial not only for our local but also to the rest of AEGEE: we should figure out how to implement Action Agenda'). Moreover it is worth asking how they imagine the contact between ACT members and their locals. • How can we make sure the AA gets implemented in locals? (in case locals organise an activity) Gathering ideas about how ACT can measure the AA implementation, how they imagine ACT collects information about the AA implementation (reports from activities or maybe they prefer to ask an ACT observer to participate) •

What would you like ACT to do in/for your locals?

We want to know how boards imagine the general cooperation between ACT and locals and if there is something specific they would like us to do in locals/for locals

5. A G O R A O U T C O ME S By Boudewijn Steenhof The results of the Agora were presented. Participants that attended the Agora explained in more details the proposals that were approved. Informing some of the members who were not aware of these changes. After that, there was a game with “proposals” and how much someone agrees or disagrees with them and more discussion about why they agree or disagree.

6. F A I R By Lia Tuska The participants presented their locals and informed about upcoming events.

55 | P a g e Autumn Network Meetings 2014 Results

7. I N T E R N A L W O R K P L A N /F O L LO W -U P By Lia Tuska Participants discussed their localsâ&#x20AC;&#x2122; actions that follow the Strategic Plan and Action Agenda for the next six months and there were discussions about possible collaborations between locals.

8. HR

WO R K S HO P :

F R O M T O P D O WN

BOTTOM UP - HOW

T O BE C O ME A SU C C E S SF U L AN T E N N A

Session by Julia Fuss This workshop was designed for AEGEE members wishing to improve their teamwork and communication skills. The workshop was designed to foster group discussion about their experiences in team work, reflect critically on their teams and practice those skills which were taught in theory. Workshop Topics This session was structured in the following way: 1) Belbin Test

56 | P a g e Autumn Network Meetings 2014 Results

The Belbin test helps you discover about different team roles. Check out these links for further information regarding the Belbin test and some test questions to find out which role you play in a team: http://www.belbin.com http://www.belbin.com/content/page/8967/BELBIN%28UK%29-SelfPerceptionInventory+CompletionGrid.pdf Also, check out this tablefeaturing questions of the Belbin test. 2) Who are the others? With whom do I work with? What do they want to achieve? Participants were asked to draw their teammates and reflect on their motivation (raising awareness about communication within the team) 3) Organizational management Presentation and discussion about the different organizational cultures an antenna could be governed by.

57 | P a g e Autumn Network Meetings 2014 Results

58 | P a g e Autumn Network Meetings 2014 Results

4) „Cheese Bread Challenge“ Participants were asked to explain how to create a cheese bread. Afterwards they reflected on the most effective ways to communicate.

5) Four Sides Model 6) Marshmallow Challenge Participants were split into groups and challenged to use their learned skills to build the largest freestanding tower made out of spaghetti. 7) Feedback interactive workshop, good structure applying theory to marshmallow game good presentation skills and level of energy useful to draw motivation of team members (pax didn’t think about this before) Having an observer in the group to make notes of team roles and structure a practical workshop Suggestions for improvement: have participants fill out Belbin test to find out which team role they have according to the test model of communication was a bit random…most people already knew it (don’t explain things which are not put into practice) group observers should be experts on team roles and group structures instead of being participants who just heard about these concepts for the first time Belbin test seems a bit abstract, especially when the results of the test are put at the beginning of the workshop

Further Information For more detailed information about the different organizational cultures, check out the Organizational Management toolkit: http://pjpeu.coe.int/en/web/youth-partnership/t-kit-1-organisationalmanagement#Sj83zqIuln6R

59 | P a g e Autumn Network Meetings 2014 Results

60 | P a g e Autumn Network Meetings 2014 Results

NWM S KOPJE – S KOP YEAH! VOL 2 By: Ana Potočnik

S ESSIONS 1. W HA T

AEGEE

A N D WH AT I S

NWM? – I N T R O D U C T IO N

AND CHANGES

By Ana Potočnik During this interactive session we made an overview of what Network meeting is and what participants can expect from it. We collected expectations from all participants and questions or concerns they had, to make sure all question were answered and all topics discussed till the end of the NWM. We also introduced 3 “brainstorming posters” on which participants wrote ideas throughout whole NWM for: Local activities, Cooperation with other locals, European bodies or NGO’s and for improving organizational work of locals. th

We also focused on 30 Anniversary of AEGEE-Europe, its history, new AEGEE-Europe projects and AEGEE’s Identity. Together we discussed how Identity is implemented in locals and what they can do to bring work of different European bodies closer to its members.

More about AEGEE you can find on Members’ portal. To have basic overview of what you can find on the Portal and why it is relevant for you as local board, Ivan Bielik (Human Recourses Director) prepared this introduction video. Here is also a link to History toolkit, which will present to you all the important events in AEGEE’s history – from our first steps to updating our Identity last year. You can find explanation of AEGEE’s Identity and suggestions how to implement it in your local in the Identity toolkit. Results of “brainstorming posters”:

LO CA L A CT I V IT I ES  European Night Thematic evenings (movie nights, cooking workshops, discussions, dancing workshop…) with one of the countries AEGEE is present in as the main topic. The ideas are limitless, in the link below you can find AEGEE’s movie 61 | P a g e Autumn Network Meetings 2014 Results

library prepared by Cultural Working group, there you can find suggestions for more than 80 movies for movie from countries AEGEE members come from. http://www.wg.aegee.org/cwg/?page_id=797  Organize Local Training Course (LTC)  Organize thematic discussion/conference  Running dinner This is nice teambuilding idea, where members get to know each other and try different dishes from different countries. Divide members in 2-3 groups. Each is preparing one part of the dinner (one dish). Groups visit each other and present what they cooked.  Karaoke night, sports (bowling, paintball, ice skating…)  Humanitarian action (collecting toys, blood donations…)

CO OP E R AT I O N W I TH OTH E R LO C ALS , EUR OP E A N B O D I ES O R N GO ’S  Small weekend exchanges with nearby locals  AEGEE-Sofia is preparing “Peace Culture” event. For more information you can contact them ataegee.sofia@gmail.com  Conference about LGBT and how we can change the situation of LGBT community in our city – invite LGBT organizations from your city (they can take care of thematic and AEGEE can take care of logistics, cooperating with other NGO’s can bring discussion on higher level and make your work easier)  Presentation of Mobility programs and presentation of AEGEE (presentations togheter with ESN, AISEC...) I M PR OV I N G OR G A N I ZA T I O N AL WO RK OF LO CA LS  Teambuilding for board members/working groups/teams  Regular evaluation meetings, where boards can check the progress of implementing their Activity Plan. Most of the suggestions on this poster were about HR and PR, so you can find them under those two topics.

62 | P a g e Autumn Network Meetings 2014 Results

2. S H A R I N G B E ST P R A C T IC E S By: Ana Potočnik and Tsveti Stoycheva Sharing best practices was one of the obligatory sessions for all Autumn NWMs. Each local presented their SWOT analysis. SWOT stands for Strengths, Weaknesses, Opportunities and Threats, where the strengths and weaknesses have an internal origin, and opportunities and threats are external elements, from outside your AEGEE local. Making a SWOT analysis of your local gives you greater insight into what can be improved in your local, but also makes you realize in what aspects your local is strong and how you might be able to help other locals. Together we identified 4 biggest problems locals had, those are: -

PR – How to attract students?

HR – How to keep members?

Fundraising

Other student NGO’s – How to turn “threat” into opportunity/how

to cooperate with other NGO’s

PR – H O W T O A T TR AC T S TU D E N TS?  “Tea party” – Create posters with tea bags inviting people to introduction evening of AEGEE. In a nice relaxed atmosphere, explain what AEGEE is, how students can get involved and share you AEGEE story.  Create video about your local (https://www.youtube.com/watch?v=lgKQUunnvf4)  Organize weekly events and promote them on faculties  Be present during introduction week  Be creative This topic was discussed also during PR session, where we tried to recognize the main problems local are facing when promoting AEGEE.

63 | P a g e Autumn Network Meetings 2014 Results

H R – H OW TO K E EP M E MB E RS?  Give members possibility to participate in events and help you organize them  Make sure new members have place to develop their skills, organize trainings  Implement Mentorship program  Listen to your members and organize activities they are interested in  Organize exchanges with different locals

F UN D R A IS I N G  Cooperate with other student organizations and use their facilities  Organize small events (e.g. international dinner party), where you can raise money.  Ask University for support  Contact your municipality  Don’t be focused only on getting money, fundraise goods  Apply for grants (more on Erasmus + grants, you can find here)  Make sure company understands what AEGEE is  Use the language used in Identity  Don’t give up, write emails and call Many more ideas you are written in FR toolkit you can find here.

OTH E R ST U D E NT N G O’S – H O W TO T UR N “ TH R E AT ” I N T O OP P OR TU N I TY /H O W TO C O OP E R AT E W ITH O TH ER N GO ’S  Contact other organization in many cases they are working on similar things as AEGEE is. Gather your knowledge and resources and create quality trainings/other events.  Organize parties  Invite them on your local events  Cooperate in organizing different discussions – many NGO’s have a strong thematic focus, which can enriches your events  Organize exchange with other AEGEE locals 

Take part in NetCom projects (Twin antenna, Mentorship antenna

– more about this you can read here)

64 | P a g e Autumn Network Meetings 2014 Results

4. N O H A T E S P E E C H

AND

D E MO C R A C Y

P R AC T I C E

By Andrea Ugrinoska and Milos Rostovski (Centre for Intercultural Dialogue) Andrea presented two projects – No Hate Speech Campaign and Democracy in practice The No Hate Speech session was about basic principles for recognition of Hate Speech and its presence in our everyday life. You can find more about this campaign here. The second part of the sessions was aimed to present Democracy in Practice project. This project aims to raise awareness among young people about the importance of human rights as the basis of a healthy democracy, in order to promote social and political participation of young people in their local, national, and European environment. Here you can watch a video about human rights. If you are interested in Democracy in Practice project you can take a look at their Members’ portal page or follow them on Facebook.

5. P O L I C Y O F F IC E R S

AND

LGBT P O S IT IO N P AP E R

By Teo Šarić (Policy Officer) During this session Teo presented the work of Policy officers and Position papers they are working on. After the theoretical introduction we opened a discussion together with a guest from organization Subversive front – Antonio Mihajlovabout the position of LGBT in different parts of our Network

65 | P a g e Autumn Network Meetings 2014 Results

6. ACT S E S S I O N By Marijn Scholte (Action Agenda Coordination Committee) Based on our basic principles, ideas and the AEGEE identity, we define who we are. In this sense, the Strategic Plan was developed for the upcoming 3 years 2014-2017. Here the thematic focus areas and priorities are stated to define what we want to achieve in the next three years. The Strategic Plan serves as a basis to develop the Action Agenda that contains concrete actions as well as small steps to fulfill the Strategic Plan. AEGEE strives for a democratic, diverse and borderless Europe, which is

socially, economically and politically integrated, and values the participation of young people in its construction and development AEGEE empowers students and young people in Europe to take an active role in society. It creates a space for dialogue and learning opportunities as well as acts as their representative towards decision-makers. Moreover, AEGEE strengthens mutual understanding and brings Europe closer to young people. The focus areas of the Strategic Plan for the upcoming 3 years are   



Spreading Eurooptimism: Reconnect young people to the European project and create solidarity among them. Youth Employment: Reconnect young people to the European project and create solidarity among them. Civic Education: Increase the civic competences of AEGEE members, enabling them to become responsible citizens. - Put civic education on the political agenda on all levels. Youth Mobility: Identify, reduce, and remove barriers to youth and student mobility. Together with ACT member we brainstormed on possible activities local can organize to implement Action Agenda. Here are the Guidelines created by ACT, where you can find additional explanation of each focus area and find ideas for different activities and events.

66 | P a g e Autumn Network Meetings 2014 Results

7. PR By Tsveti Stoycheva and Ana Potočnik In the first part of the session we tried to recognize main obstacles locals are facing when promoting AEGEE. Those were: -

Lack of human resources No having a target group Complicated language when presenting AEGEE and using a lot of “AEGEE expressions” (e.g. NWM, LTC, HRC, Agoras…) Lack of finances Not being able to attract the attention of potential members Lack of strategy and more

In the second part of the workshop we tried to focus on solutions how to overcome the above mentioned problems. Participants shared best practices from their local and brainstorm on short presentations – elevator pitches. More information about PR strategy you can find in PR toolkit.

8. HR By Miljana Vulevic The human resources is defined as a set of individuals which are building up the organisation, thus their presence and added value to the organisation mean the existence of the local. This is why it is really important to pay attention to the development of the members which is in correlation with the constant improvement of your local. Developing your members is also an investment: you need strategy and tools for it but the outcome will be not only long-lasting but it will also have a huge, positive impact on your local! During this session we discussed each step of HR cycle and brainstorm on the possible activities for each step and the importance and benefits of organizing Local Training Course (LTC)

67 | P a g e Autumn Network Meetings 2014 Results

Recruitment

Ferwell and Alumni

Integration

Maintenance

More about each step, the ideas and Mentorship system you can read in Human Recourses toolkit.

9. E X T E R N A L R E P R E SE N T AT IO N By Antonija Parat Antonija Parat, Secretary General of AEGEE-Europe, introduced the work of ComitĂŠ Directeur. What their everyday looks like, on which topics they are working on and why is it important for AEGEE to have its representatives present in Brussels. She took us through partner organizations of AEGEE-Europe and topics AEGEE is working on together with them. You can read more about external representation in the links below: AEGEE presentation Policy and Advocacy toolkit

68 | P a g e Autumn Network Meetings 2014 Results

NWM S ANKT -P ETERSBURG – N ORDIC W INTER M AGIC By: Maria Arends

S ESSIONS 1. LWG E N G LI S H P R O JE C T By Network Commissioner María Arends (AEGEE-Groningen/AEGEETarragona) This session started with a brief introduction about the Language Working Group of AEGEE and the viewing of the video ‘the Chaos’: https://www.youtube.com/watch?v=y51qdpA0WoA After this, the English project idea was introduced and the participants were asked for their opinions. Almost all of them liked the idea and gave suggestions, such as organising sessions before the Agora (just like the Agora for Dummies session). Also, a participant mentioned that we sometimes overcomplicate things in AEGEE (e.g. Europeacismism). After this, we had a short ‘fishbowl discussion’ with the statement ‘When you communicate in a language that is not your native tongue, you always have a language barrier’. It was noticeable that it was the first session and the participants still needed to warm up, but there was a nice discussion after all. The outcome was that most people disagreed with the statement. We continued with testing our own level of English. You can find both the test and the results sheet attached  We finished watching another nice video: https://www.youtube.com/watch?v=Vt4Dfa4fOEY

2. N E T C O M & EQAC By Network Commissioner María Arends (AEGEE-Groningen/AEGEETarragona) The session started with the Events Quality Assurance Committee (EQAC) presentation. It was a short, but interesting presentation which was provided by the EQAC. The participants did not have many questions. After that we continued to brainstorm what the NetCom is and I explained what I do. After that we created small groups in which the participants discussed what the NetCom should do. There were ideas such as sharing events from other locals and help locals to get in touch with each other when one local is experienced in something another local struggles with (e.g. London and Helsinki are both very expensive cities to host events, so AEGEE-Helsinki could help AEGEE-London by giving them advice and exchanging practices).

69 | P a g e Autumn Network Meetings 2014 Results

3. B E ST P R A C T IC E S By Network Commissioner María Arends (AEGEE-Groningen/AEGEETarragona) The best practices session started with short presentations of SWOT analyses. The session started with an energiser and then the presentations. After this, we picked some common weaknesses and started a world café. After that the participants drafted concrete ideas to implement in their locals. The problems and solutions they came up with are:  Lack of active members: o

Let the European level of AEGEE be more active in approaching universities, because they have more credibility as representatives of our organisation than the locals themselves

Make new AEGEE ‘departments’ in each local university (shell structures)

Local events/ activities

More interactive presentations

Organising Euro-dinners (with all new members cooking + eating together)

Engaging newbies into activities

Motivation sessions (e.g. languages and new skills)

Blackmail friends into joining AEGEE 

Be open to new members

Mentorship system

Give responsibilities to members – make them feel useful

Create a team-structure and have events only for members of those teams, so people want to become active in them

 Limited budget o Fundraising: governmental + private sector o Fundraising LTC or Fundraising European School (lack of knowledge) o Write a grant application o Financial planning (use money wisely) o Membership fees – find the best price & make sure people pay them o Find sponsors – how do you get them? o Visibility & good PR (= credibility and the ability to give something back) o Promote AEGEE more (makes FR easier) o PR & HR  how do you get members to attend e.g. FRES? o Membership cards o If you have fundraised stuff in kind and it can expire, give it to another antenna so they can use it for their event 70 | P a g e Autumn Network Meetings 2014 Results

o Crowd fundraising for new members  PR & brand recognition o Have a clear identity o Walk around the campus wearing an AEGEE costume o Flashmobs o Promote on universities (radio, open days, fairs, newspapers, info boards etc) o An online shop o Webpage – content management o Conferences - additional activities (for example language courses) o Elevator pitch o Public event for everyone o Giving away promo-materials o AEGEE-Europe needs to make a strategy to rebrand AEGEE in Europe so that locals will have to spend less time explaining who we are and what we do o A very provocative campaign to raise interest and awareness o Posts on social networks o Videos o Blogs, articles, newspapers, magazines o Advertising on milk and beer  Cooperation with university and other organisations o Spreading AEGEE in different universities than in base ones o Try to get a representative for AEGEE in the university student council o A strategic plan needs to be made by the European level in order to promote AEGEE and assist locals in their recruiting o More events from local students o Popularisation: different universities among international students o Shell structuring (branches of AEGEE in different universities) o Contact the smaller university, because maybe they have no other organisations connected to them o Local working groups or contact person of each uni to keep in touch o Give something back, e.g. helping with exchange students and holding speaking clubs etc. o European level needs better PR & should give assistance in approaching unis in order to gain credibility o Research needs to be done on the impact of AEGEE in students’ lives. So that we can show credible data to the uni’s. o Grab every opportunity to approach bodies in the university and promote yourself (first SU, later AEGEE itself)

71 | P a g e Autumn Network Meetings 2014 Results

4. M E ,

M YS E L F , AN D

AEGEE

By Comité Directeur member Mayri Tiido (AEGEE-Tartu) This session started with a brief overview of what AEGEE is. Participants had a chance to describe on their own different parts of AEGEE such as committees, commissions, projects etc. After that a brief history of AEGEE was presented together with external achievements throughout the years. Read more here: http://www.zeus.aegee.org/portal/wpcontent/uploads/publications/toolkits/History_Toolkit.pdf) As this year AEGEE celebrates its 30th birthday, the concept of the celebrations was also introduced. Last but not least the impact of AEGEE was presented. Participants could see how being a member of AEGEE has had impact on people on different aspects of life - personal development, professional work, skills.

5. O P E N S P A C E /

F O L LO W - U P O N

B E ST P R A C T IC E S

By Network Commissioner María Arends (AEGEE-Groningen/AEGEETarragona) During the Best Practices session people started drilling next door, so unfortunately we had to stop the presentations and played games which did not involve too much speaking instead. When the drilling was over, we continued the presentations, but lacked time to continue with the world café. That’s why the participants chose to continue this session during the open space session that afternoon.

6. A G O R A F O LLO W - U P By Comité Directeur member Mayri Tiido (AEGEE-Tartu) In the Agora follow-up session important decisions and changes were presented. For example the Network Meeting reform was presented and what changes it will bring, Also Members Portal (www.aegee.org/portal) was briefly introduced as a place for members to find all the latest and important information about AEGEE. Next to that participants were encouraged to join the discussions in the relaunched Forum (www.aegee.org/forum) which will serves as a discussion platform. One of the important changes from the Agora was the deletion of the Visa Freedom Working Group, which had controversial opinions in the Network. What is more, the deletion of the VFWG has also increased the

72 | P a g e Autumn Network Meetings 2014 Results

importance to change something in the functioning of all the working groups. Process of improving the working groups is ongoing. Last but not least the proposed Human Resources strategy for training and learning was introduced. Some questions were raised and answered. You can find this document here: http://www.intranet.aegee.org/group_file/view/3/5061 (you need to login with your Intranet account).

7. ACT By Action Agenda Coordination Committee member Monika Duda (AEGEE-Zielona-Gora) My workshop was divided to four basic parts: energiser, presentation, work with current Action Agenda and discussion. I will write down small report to each of this parts. 1. Energiser â&#x20AC;&#x201C; the whole group was divided into four smaller groups, each group had to write a word connected to all current Focus Areas (FAs), and the best group won nicely printed version of the Guidelines. The main aim of this part was to wake the participants up and make them a bit more familiar with the topic. I think all groups had fun and everybody remembers what current Focus Areas in Strategic Plan of AEGEE are. 2. Presentation - during this part I was trying to bring the participants more knowledge about what Action Agenda (AA) and Strategic Plan (SP) are and why they actually exist. I presented the current Strategic Plan and Action Agenda, explained what the Action Agenda Coordination Committee (ACT) is and why this committee exists. In the end I presented the Guidelines - a guide for locals about 'how you can implement AA'. 3. Work with current AA â&#x20AC;&#x201C; again the participants were divided in 4 groups, each group got a page with one Focus Area, all aims and all objectives to this FA written on it. Their task was to come up with an idea for an event in which would implement AA and they can organise in their locals. 4. Discussion - 4 main questions were asked: why do you think the AA is important? How can we measure if the AA is implemented by the locals? How we can make the AA more popular in locals? How can the ACT help locals? The main aim of this part was to get more information about the locals' needs and how their work/want to work with the AA, all of that in order to improve ACT's work in the future and bring AA closer to common member of AEGEE Summing up: during my workshop the participants got familiar with the current Strategic Plan and Action Agenda of AEGEE. They should know what is ACT and why it exists, and that each area in the Network Commissioner has its' ACT responsible, who is there to help the locals if it is about AA and SP and about that ACT members created special 73 | P a g e Autumn Network Meetings 2014 Results

Guidelines for them, to show them how they may implement AA. Moreover from last part (discussion) I draw some conclusions about that what ACT should do to make AA more popular and known among the locals, what are locals' expectations from ACT and how members imagine AA's implementation measurement. A bit more information about ACT: http://www.zeus.aegee.org/portal/committees/action-agendacoordination-committee/about/ Here you have a link to the Guidelines: http://www.intranet.aegee.org/group_file/view/3/5145

8. V I S A

D I SC U S SIO N

By Anna Smirnova & Regina Slovesnaya (AEGEE-Sankt-Peterburg) The Visa session was quite lively and interesting. This topic was easy to discuss because each of the participants had his or her own experience with visa. Everybody was sharing details of a procedure, problems or good results. Divided in two groups, participants discussed and after presented their arguments “for” and “against” the need of visa and borderless countries. There were many interesting points. We didn’t give much information about visa system in the presentation, because such knowledges are very specific and without going deep in the issue they appeared to be quite useless. Much more precious for us was this active discussion about results of our work as visa responsible. It was useful for everybody, because organizers could make some conclusions about their work to improve it in future, while participants dived dipper in this topic, feeling its importance. Summing up session points, we understood that there was no general system in obtaining visa. Many situations of our participants showed that there were lots of things depended on a human factor. That’s why in the end of the session we remembered participants about past existence of Visa Freedom Working Group and encouraged them to join new visa project of AEGEE to fight with difficulties of visa procedures.

9. R U S SI A & E U R O P E By Comité Directeur member Mayri Tiido (AEGEE-Tartu) The session about Russia & Europe started with an introduction about how this topic was chosen by the Agora as the topic of the European Planning Meeting (EPM). When this was clear, we played some games and

74 | P a g e Autumn Network Meetings 2014 Results

the participants were divided into small groups. The task for the group work was to fill twelve hours of content for the EPM. The participants came up with many nice ideas, such as -

different perceptions of conflict roots caused by different media,

common history of Russia and EU, increase mobility,

human rights in Russia and in Europe,

what do closed borders mean for young Europeans?,

stereotypes in Europe and Russia,

borders of NATO vs. borders of Europe,

Russia is Europe! (or not?),

what you didn’t know about Russia,

general Russia-Ukraine overview,

should AEGEE have an official opinion?,

science in Russia vs. Europe,

transparency,

international love moving and migration,

antennae in Russia (where does the European part of Russia end?),

stereotypes,

Russia entering EaP?,

the European attitude against Russian immigrants

10. O P E N S P AC E By Comité Directeur member Mayri Tiido (AEGEE-Tartu) and Network Commissioner María Arends (AEGEE-Groningen/ AEGEE-Tarragona) In the open space session people were attending the topics they thought th

were interesting. Mayri had discussions about the 30 Anniversary and the Members’ portal, Maria had discussions about founding antennae and the Membership Growth project. A participant gave the suggestion to change the structure of how we call our contacts, as right now it is (for example) ‘Contact of AEGEE-Europe in Manchester’, while it would in his opinion be more effective to have ‘AEGEE-Europe/ Manchester contact’. For brand recognition it is important that ‘AEGEE’ comes first.

11. C L O SI N G C E R E MO N Y By Subcommissioner Dina Sharanova (AEGEE-Sankt-Peterburg) and Network Commissioner María Arends (AEGEE-Groningen/AEGEETarragona) The closing ceremony was a short session where all the participants had

75 | P a g e Autumn Network Meetings 2014 Results

the opportunity what they liked most and least of the Network Meeting and comment on the overall organisation. Furthermore it was the time for saying our thank-youâ&#x20AC;&#x2122;s.

76 | P a g e Autumn Network Meetings 2014 Results

NWM B UDAPEST – G O F EU RTHER By: Tekla Hajdu

S ESSIONS 1. O P E N I N G

AND

E X P E C T AT IO N S

By Tekla Hajdu (Network Commissioner) and Brigitta Puskás (Network Commission Assistant) In the Opening ceremony, participants were greeted by the Network Commissioners in the area, and the schedule and the main rules for the event were explained by Brigitta and Tekla. Following the Opening ceremony, participants were asked to share their expectations to the trainers, organisers and the Network Commissioners for the area. The main points that were covered by participants are the following: 

Learn a lot, exchange of good practices – especially in the field of

recruitment 

See how the Network Meeting will work out, bring back stories



Learn more about Public Relations



Make friends



Gain knowledge of working with other antennae



Learn more about Fundraising



See how other antennae work



Gather tips for Human Resources management, finding the

descendants 

Action Agenda - how to implement it



European Bodies implementation

2. W HA T

AEGEE

By: Beata Matuszka (trainer, former Comité Directeur) One of the core sessions of many events is the What's AEGEE, which enables the participants to be brought to the approximately same level of understanding of the association. This session provides general knowledge of AEGEE, both about the local and European bodies. During this time given at NWM Budapest, the spotlight was on the

77 | P a g e Autumn Network Meetings 2014 Results

participants as it is important to reflect on how do members look at the structure of AEGEE. The participants were grouped during the session and in the first part their task was to define given bodies and positions which were handed to them and explain it to the rest of the groups. The task of the others was to find out what can be behind the definition and add further information whenever it was necessary. In the second part, we were focusing on the creativity: flipchart papers and colourful markers were handed out and the participants were supposed to draw how the structure of AEGEE looks like for them. It was amazing to see how the creativity was flowing!

3. S T A T E

O F T HE

R E G I O N I-II.

By: Ana Potočnik (Network Commissioner) and Tekla Hajdu (Network Commissioner) During this session, participants were asked to gather with the rest of the participants of their local and prepare a SWOT analysis. SWOT stands for Strengths, Weaknesses, Opportunities and Threats, where the strengths and weaknesses have an internal origin, and opportunities and threats are external elements, from outside your AEGEE local. After preparations, the locals had to present their Strengths and their Weaknesses as thexy would be at a dating site: they had to”sell” their strengths, and “look for” a potential partner who could help in their weaknesses. This creative way of presentation helped locals grasp their own situation and seek potential aid from other antennae, thus enhancing cooperation. In the second part of the Session, 6 main weaknesses were identified: FR, PR, Activating Members, Recruitment, Project management (international events) and Local Events. Participants were divided into 6 groups, and each topic was written on a flipchart for sharing ideas. The groups rotated around the topics, and each group could add to each topic. The results of the group work are the following:

ORGANISING LOCAL EVENTS 

Make a structure



International Dinner (European Night, but open to everyone)



Cooperation with other antennae and organisations

78 | P a g e Autumn Network Meetings 2014 Results



Birthday of the antenna (AEGEE-Moscow, dinner)



Cultural events (theatres, cinema, exhibitions)



Pub quiz (every month) - question form, the team with most

correct answers wins 

Fun events VS. serious events

INTERNATIONAL EVENTS 

Tools: Facebook, WhatsApp, Skype, cloud-based technologies



Responsible: content, food, logistics



Topics: European School, political conference (Europe VS Russia,

etc.), HR conference (Prague – Spring), SU, Erasmus+, Agora 

Team: Core team, helpers, organisers



Budget: fee, sponsorship, other support (University)



Motivation: goals (why you do it, meetings, learn from past

experience, learn from experienced members) 

Support from European Bodies



Evaluation and follow-up for the organisers



Share the training materials in the Network

PR 

Social media, webpage, newsletters (regularly refresh)



Local radios, newspapers (articles and interviews after local

events) 

Youtube videos



Stickers (merchandise), flyers, posters



Presentations



Blog



Career fairs  connect with other companies



Creative ways (T-shirts, hoodies, carton, handmade stuff)

79 | P a g e Autumn Network Meetings 2014 Results

FR 

Look for the product



Learn more about and contact the sponsor



Cooperation with the state



When you do it (companies’ budget making dates)



Ask the experienced members who to contact



Informative e-mails



FR European School



Share brand and sponsor opportunities between antennae

(international companies)  AEGEE-L 

Go at the right moment (budget planning)

ACTIVATING MEMBERS 

Meetings



Small tasks and responsibilities for the Newbies



Invite them to events



Knowledge transfer



Send them to international events



Games (rope course)



LTC



Use the potential members



Make WG-s, Commissions, Committees



Variety of events (sports, theatre, etc.)



Individuality

RECRUITMENT 

Social media



Promotion



Use the communication channels you have fun and informative



Student fairs, workshops, introducing yourself before lectures



1st week of the year 80 | P a g e

Autumn Network Meetings 2014 Results



Flyers – people do not want to take them



Matter of approach - change the approach, if needed (picnics,

brunch, etc.) 

First attract them, and then make an event to them



Golden circle (Why, How, What instead of What and How)

4. H I ST O R Y , M O T IV AT IO N

AN D

A C H IE VE ME N T S

By Ioana Duca (Comité Directeur) In the first part of this session, the participants were divided into two groups, and they had to make a timeline of important AEGEE events by putting them in the right order, date and time. In the second part of the session, we discussed what AEGEE’s doing today by reviewing AEGEE’s Advocacy and Policy. Advocacy is when organisations put pressure on stakeholders and politicians, and AEGEE is actively taking part of this process in other Europeam forums. AEGEE is a member of European Movement International, European Youth Forum, EUCIS-LLL, European Civic Forum, and Eastern Partnership Civil Society Forum, and AEGEE has a consultative status in UN, OSCE, Youth-Jenuesse, and the Council of Europe. The organisation’s external recognition has been rewarded by 2 Charlemagne Youth Prizes: one for YOUrope Needs YOU! in 2009 and one for Europe on Track in 2013. Structured dialogue : how to implement it to AEGEE The key actors for Sturctured Dialogue are: Agora (defining the future of the organisation), EPM (defining options on important topics), Comité Directeur (external representation, coordination of policy and advocacy), Policy Officers (defining positions internally, representing them externally) Liaison Officers (linking AEGEE with relevant international organisations),Pool of Representatives (external representation) At the end of the second part, together with the participants Ioana showed the results of AEGEE’s impact (the data from the surveys), and they could discuss these results. For the third part of the session, AEGEE and you, participants were asked to reveal their reasons of joining AEGEE and to show their plans for the future in the organisation. The following questions were asked:  

Why did you join AEGEE? What made you stay in AEGEE? 81 | P a g e

Autumn Network Meetings 2014 Results



What you have achieved in AEGEE so far?



What you want to achieve in AEGEE in the future?

At the end, participants could compose a letter to their future self in AEGEE to motivate themselves, and Ioana will send the letters in half a year.

5. P U BL I C R E L AT IO N S By Zsofia Komaromi (Academy trainer)

INTRODUCTION It’s often not easy to communicate why your organisation exists, what values it’s built on and what it does. The reason is that the work of an NGO is intangible – unlike a product that people take off the shelf in a store. It is also highly challenging to explain the benefits, as they vary from person to person and often cannot be clearly defined, or communicated in a short and concise way – similarly to for example a university’s programmes. This complexity and the challenges it generates were the reasons we looked into how we could make AEGEE’s communication more effective. THE GOLDEN CIRCLE At the session we looked at the concept of the Golden Circle, a theory developed by Simon Sinek, and how it can be used in the communication WHAT EVERY ORGANISATION ON THE PLANET KNOWS WHAT THEY DO. THESE ARE PRODUCTS THEY SELL OR THE SERVICES THEY OFFER.

HOW SOME ORGANISATIONS KNOW HOW THEY DO IT. THESE ARE THE THINGS THAT MAKE THEM SPECIAL OR SET THEM APART FROM THEIR COMPETITION.

WHY VERY FEW ORGANISATIONS KNOW WHY THEY DO WHAT THEY DO. WHY IS NOT ABOUT MAKING MONEY. THAT’S A RESULT. IT’S A PURPOSE, CAUSE OF BELIEF. IT’S THE VERY REASON YOUR

of organisations. According to this theory, most organisations start with ORGANISATION EXISTS.

what they do, why revolutionary organisations start with why.

82 | P a g e Autumn Network Meetings 2014 Results

According to Sinek, this is all rooted in biology. Our newest, outer layer, homosapien brain, encompasses the “what” portion of the message. This is the rational level. This is where language is rooted. This is where logic stems. Then there’s the limbic brain. This is where feelings like trust and loyalty are born. This is where “gut” feelings come from. This is the “why” portion of the message. Sinek wants organisations to appeal to our inner brains, our more primitive selves before the outer layer. Watch the TED talk about the Golden Circle on the below link:

http://youtu.be/u4ZoJKF_VuA 6. EQAC (E V E N T S Q U ALIT Y A S SU R AN C E C O M MIT T E E ) By Ioana Duca (Comité Directeur) The Events Quality Assurance Committee (in short, EQAC) was born from the former Events Committee: the main goal of the Committee is to focus more on the quality of events, and to implement non-formal education (learning by doing) to AEGEE-related activities. EQAC helps in organising events, producing guidelines to organisers, making standards to reach for locals, and, checking the content, budget and logistics of events that are submitted – so in general, supporting antennae in organising events. EQAC also emphasises following on the Action Agenda, and their members set quality indicators and also evaluation forms to help organisers make their events even better, and to receive objective feedback from participants. 83 | P a g e Autumn Network Meetings 2014 Results

The process of organising an international AEGEE-event is the following: first of all, locals have to send application 2 months in advance by filling in the Event Assessment Submission in Members Portal. After successfully filling in the form, the EQUAC responsible for the area will contact you about your event, and may ask for additional information, or approve the event. As soon as the event is approved by EQAC, you can start uploading it to Intranet, and promote it. After the event, locals will have to ask participants to fill in an evaluation survey, and also organisers will have to fill in the Event Evaluation Form on Members Portal to submit information for EQAC. The 10 step-model for organising events is the following: 11. Objectives 12. Content 13. Methodology 14. Resources 15. Sustainability 16. Skills 17. Preparation 18. Communication 19. Feedback 20. Evaluation In the first group work of the session, participants were divided into 5 groups, and each group had to explain 2 categories of the 10-step model. For the second group work, the same groups had to go to Members Portal, check the Event Application Submission form, and evaluate the form itself. The following comments were made about the form: 

All letters are in capital letters  make it more visible, looks

unprofessional? 

…necessary RESOURCES: the question is not clear, doesn’t match

the answers, people will just click on everything, what about bigger grants? 

If other, please explain – in one question, it is if yes, please explain

 it’s not clear 

Evaluation is not mandatory (they can say yes or no)? with no

option, they shouldn’t proceed, instead of yes/no, ask how to evaluate, if no, why you do not plan to evaluate 

No number of organisers is asked  for bigger events, it would be

necessary to know if they have any members 

No explanation for European Bodies question

84 | P a g e Autumn Network Meetings 2014 Results



Give a number to the questions



Very active people have problems with impact measurement 

this question should be in evaluation, or more explanation should be used 

Strategic Plan and Action Agenda should be put in

7. F U N D R A I S I N G By Luca Bergamini (trainer) DIFFERENT KINDS OF FUNDRAISING: -Food/GoodRaising: more like a category, with this activity you are going to ask directly for prepared goods, such as food, medical/cleaning products, public transport subscription and so on, instead of liquid cash. This will definitely help you to tackle off some outcome voices from your budget; -Corporate Fundraising: this branch of fundraising revolves on asking for financing from private corporations, regardless on their size. You are going to stipulate contracts with them, where they will be eager to offer you money, products or services in exchange of something from your part. This is probably the hardest, yet more rewarding field of action of FundRaising; - Institutional Fundraising: it is never a bad idea to hit the institutions to score some money! Institutions such as municipalities, national agencies and universities might be willing to concede a certain sum of money or services if they realise that you are going to meet their needs with your events: usually the channel of communication is the Public Grant, to which you will have to submit a application where you highlight the generalities of your organizations, a synthesis of your program, and how you are going to match their criteria of selection; it is not impossible, however, that non-monetary services might be obtained simply by asking directly to the right person on charge (think about getting a public gym to lodge your participants into: this is totally a fundraising activity) - Crowdfunding: it is possible to gather resources without a direct contractor: with crowdfunding you are broadcasting your project, stating that this project is still incomplete due to money needing. Then, what you do is asking for “donations”: people will love and support your idea, rather than taking a commercial commitment with you. In order to increase the number and the consistency of donations, it is permitted (and adviced!) to offer something in return for the support of the viewers of your project: it could be anything, related and not to your project, from a big virtual “thank you!”, to a series of awesome pictures an HD video from your project, and so on: since in our case you would be asking to support an AEGEE's event, offering “deluxe versions of the good” or “VIP access” might be a little complicated to reach.

85 | P a g e Autumn Network Meetings 2014 Results

8 GOLDEN RULES - People give to people. [TRADES] We are not going to reach the ultimate perfection of the event on yourself, sadly: contracting with others is inevitable. But the fact that we are an association of volunteers MUST NOT bring us to think that we are asking for favours, or for charity. We are offering TRADES. We are bringing in OPPORTUNITIES, which are most convenient for all part. Because... - FR is all about needs, not money. [NEEDS] Whenever you face a task, no matter of what kind, you are bound to think “what do i need to do”, or similar. Because needs make us move from point A to point B and makes us squeeze our brain like a lemon to find a comfy result. That's where we pop in. As i said, we are not asking for favours or charity (NEVER play the “b-b-bbut we are an NGO” card), we are offering trades. People, enterprises, institutions have all necessities. More customers? More advertisement? A better image? You are going to provide all of that, in exchange of what you need, in order to bring to light your event. But first, you should... - Open heart and mind, then open the wallet. [RESEARCH] Before anyone moves a finger, you must be 110% sure you know of everything you need, this including material resources, services, and manpower, and everything you can offer. Trade is, by definition, an exchange between two or more parts: what is it that you offer? And plus, are you sure that you are actually meeting the needs of the other part? You are going to get your funds only when the exact offer meets the exact demand, with the exact communication code. You will need to perform a full research of all available resources within your antenna, of all potential partners who could be willing to trade with you, as well as their mission and way of communication (keywords, slogans, mottos, etc). To do everything, it is necessary to make a list of Selling Points of your association and your event, which are the “something special” that you are going to offer for trade. Which is not the cutest of the members, should you wonder that; it is what makes you interesting in the eye of the contractor. So to say: you are a group of traveling, international student (age? Branch?) which is going to meet (where? Is it an economically interesting area?) (when? Can it be of some influence?) to do something (what? Social activities? Sport? Culture? The topic of your project will unquestionably have weight on the decision making of the contractor. That said, what is it that you offer? Advertisment( flyers, booklets, internet visibility, pictures&videos...)? The possibility to hold some kind of commercial stand? Interviews? Maybe you are going to give a reputation to an institution who needs it (“The University of Nowhere welcomes a big branch of students from all around Europe!”), with the help of a nice interview with the president and the project responsible?. Oh, and don't forget that even providing email addresses for commercial mailing list has an economical value: remember to ask permission to the mail owners though! All of this can be put to place only and only after a deep analysis of what 86 | P a g e Autumn Network Meetings 2014 Results

makes you special: strengths, weaknesses, threats and opportunities of your whereabouts, which must be compared to the image that the enterprise/institution gives of itself: its goals, its needings, its field of action...things that pop up even with a simple, yet fundamental, research on the communication channels of the counterpart. You will then craft your offer, deciding what to offer in exchange of what, creating products which will grant to both of the parts what they are looking for, and exposing them in an appealing way (ex, something like a menu or flyer with all products offered). Then we start with the hard work... - Start from emotions. [EMOTIONS] The first impression will make a difference between a failure and a hint of success, so build up a top class presentation of your where you will present yourself not just as any student organisation (which might sound childish to the ear for super professional entrepreneurs), but as the financial responsible/fundraiser director/ president of the marketing sector of AEGEE/whatever, and you are there with a wonderful opportunity to expose. Make your way through secretaries, â&#x20AC;&#x153;substitutesâ&#x20AC;? (who will talk to their bosses and communicate their first impressions, which will also modify your chances of succeeding), and get the phone number/email address of the ringleader of the fundgiving office, then keep moving toward the ultimate goal of having a rendez-vous head to head! Showing yourself to be dedicated, professional and full of enthusiasm, as well as being able to hold a proper code of communication, will lead you to success and payday! - Storytelling is important! [COMMUNICATION] Think about all the tasks that await you: you are going to say the same thing, to send the same message, through hordes of different listeners. Different in a meaning of identity, but also in different positions and situations: you are for sure going to say a speech different from the one stated in your presentation mail/letter, and you are much likely to speak with the secretaries in a different way than the biggest of the bosses...also because the environment and the timing will be much different (ever heard about Elevator Pitch? ]start explaining what it is]). I personally find this aspect of Fundraising very rewarding, and self improving: you get to face multiple situations, to achieve your ultimate goal. You are going to become aware of what you say and how people see you, thus you will feel safer and better able to express yourself in every situation, and in the end, you will feel better and stronger. - Turn complaints into supports. [LISTENING] Explaining it like this, fundraising might sound less frustrating than it actually is. Getting an appointment with the CFO of an enterprise is a long process without warrant of success; public workers might take a very long time to actually analyze your project and erogate the grant's funds on time; the crowdfunding strategy might turn to be less rewarding than expected, so arriving to the final act of actually receiving the fund should not be considered an easy goal. You are bound to be turned down many many times, and the only thing that you can do about it is to hoard a treasure out of this experiences. What did go wrong? Maybe an unfitting word? A disastrous communication code? (who can give me a word about communication 87 | P a g e Autumn Network Meetings 2014 Results

code, in enterprises?) or simply, you picked up the wrong partner, or what you offer does not actually match the needing for that sector. Keep everything recorded, take notes, and never lose hope: what happened was not actually a failure, rather a little step to perfection: you simply did not fail, you learned one of the MANY ways that are not correct for your action, and next time you will totally make it better! That's how masters are born ;) - Fundraising goes a long way. [FORESIGHT] So, you actually manage to receive the funds and bring them in the coffers of your antenna. You managed to provide all the necessary resources, and the event could go well without accidents. You should feel proud of yourself!! However, fundraising does not stop here. You have established a advantageous link with the corporation/institution, and have proven to be a trustworthy partner. It is now time to think about the Follow up: you should not let this partnership fall into oblivion, cancelling all opportunities for a future, profitable partnership. Keeping contact with your partners will, in fact, send the message that you have, to begin with, a good memory and you don’ forget about the “good old business times”; more seriously, keeping a good image of yourself will, without doubt, give you a privileged starting point for your next FundRaising campaign. Nothing particularly magnificent: everyone loves a Christmas card or present, and maybe a particular company or CFO has a certain taste for something in particular. So remember about your friends! Keep an agenda with all contacts, records of communications and all particular elements which emerged during your research or appointments! - Share problems and successes. [SHARING] It is clear that unsuccesses and negative feedback are actually a golden resource which will provide a priceless help in order to reach the bestest of the performances. At this point, it is even more useful to remember one, too obvious, thing: we are a group, a family, a clan. We are AEGEE, and every AEGEEan, within and outside your working group, is a brother or sister with your same needings and issues. Don't be afraid to share. THIS, is indeed a golden rule. If you make effort to reach and share 1, and 100 people does the same, we all get a treasure of 101 with a much lesser effort. You will never start from zero: i personally hope that, by participating to this little session and not falling asleep during it, you will feel a bit, even just a tiny bit, increased your amount of knowledge about Fundraising!

5 PRINCIPLES - Believe in what you sell. [BELIEF] Your external communications will be built entirely on your project, and the way you sound and behave (never forget the body language part of communication!) will send an additional message to the interlocutor: you are more or less serious, you are more or less dedicated, you are reliable or not. The first step for an effective emotional communication is to put your heart in the project: make it yours, actually see it realised in the 88 | P a g e Autumn Network Meetings 2014 Results

future, give it a nickname if it helps you. This will also help preventing memory flops such as missing dates or mistaking names or mixing up/losing written communications from different interlocutors. - Never Lie. [TRUTH] It is said that lies have long nose and short legs, and you know why? Your potential partners will double, probably triple check what you say before handing over a single coin: if it turns out (and, in case, it will) that your statement are based on the false, you will be marked as a totally unreliable person, and this will not only jeopardize the project, but possibly all your external communications for quite a long time because, and never forget that, enterprises and institutions keep data of their contacts and communicate with each other, so if you get a fucked up reputation, you can rest assured that you will remain infamous for quite a time. - Failing to plan equals planning to fail. [PLANNING] Fundraising is, just to use a euphenism, complicated. You will need a budget, in order to predict all kind of expenses and incomes, from the drafting of your project to the very end, in order not to find yourself with nasty amounts of money missing from expectations and that will need and emergency coverage. You will have to make a lot of research for potential partners, get into contacting them, hold interviews and actually deliver what it is agreed in exchange of funding. Also the chances of success might be risen by collaborating with a team: this will require additional leading/supporting work. Without counting all middle steps between these milestones, it becomes of crucial importance to have a clear schedule of activity and to follow it strictly. Do not rely on case or luck (which will be omnipresent in your work, of course), for remaining without a single coin of fund raised is actually much easier than achieving your result. If it can help keep in mind that, the more you prepare, the luckier you become. - Be creative. [CREATIVITY] What is creativity for you, my wonderful people? (*wait for a couple/three answers) We are basically invading the field of philosophy, so I would rather give my own opinion, and encourage you to craft yours. I believe that with creativity you are digging deep into the well of your imagination and your own personality, in order to find a new way to solve a question or a problem. How to get funds? Well, that is quite a big question. But why is creativity a fundamental factor of Fundraising? For a simple reason, actually: you will squeeze your brain, your own brain, in a very unique situation where you are perfectly related. By craving for a creative solution, you actually arrive to craft a creative offer in a creative way: corporations LOVE fresh and productive mind, and you are going to impress them! You will show that you will find a most exquisite way to meet their own needing in a most convenient way! Being dull and without ideas might, on the other hand, send the message that your project is actually non-consistent, and thus unworthy of attention or investments. - I hear and I forget. I see and I understand. I do and I remember. [PRACTICE/PATIENCE] 89 | P a g e Autumn Network Meetings 2014 Results

Practice, as well as mistakes are fundamental in order to carve well in your mind any kind of teaching. I expect you all to (later) get out of this room with a fresh batch of optimism and plans for your antenna and, most importantly, FOR YOU! You will make practice, and you will find that you are perfectly able to perform fundraising, and this will be a teaching that you will never ever forget Everyone was divided into 5 groups. They had to perform a full campaign of FundRaising with a few, selected big big corporations (Microsoft, Adecco, Grom, GoPro, Apidura) People had to share tasks, craft a sound strategy and write it down on a flipchart.

FEEDBACK AFTER THE PR ESENTATIONS: 

Don’t make it too long: be clear, don’t ask for money, give

something in return, give more time to the company to react, use their language 

Be flexible and adaptable



Have the key points for the presentation, stick to the facts



If you talk on the phone, be very concise, because you are not

going to get a contract right now 

Ask when you should call if they are not focusing, or ask for a

personal meeting 

Tell your position when you introduce yourself (“I am the one who

knocks”) 

Questions should arise from curiosity



Best approach for FR: it depends on the cases – send the e-mail

first, face-to-face, if no time for face-to face, then phone call and ask for face-to-face; sometimes direct approach is the best 

How to make offers: I am eager to offer the Facebook page to put

on an advertisement, and I value it for 500 € (quantitative offer) - include it in the mail, use something which expose creativity, and attracts attention

90 | P a g e Autumn Network Meetings 2014 Results

8. ACT

AND

A C T IO N A G E N D A

By Ana Potočnik (Network Commissioner) and Suzan Dilara Tokac (Summer University Coordination Team and ACT) In this session, we discussed the Strategic Plan 2014-17 and the Action Agenda 2014-15. The three questions that were the main points of this session were: What’s AEGEE, what does AEGEE want to achieve and how can AEGEE achieve these goals. AEGEE strives for a democratic, diverse and borderless Europe, which is socially, economically and politically integrated, and values the participation of young people in its construction and development. AEGEE empowers students and young people in Europe to take an active role in society. It creates a space for dialogue and learning opportunities as well as acts as their representative towards decision-makers. Moreover, AEGEE strengthens mutual understanding and brings Europe closer to young people. The focus areas of the Strategic Plan for the upcoming 3 years are: 

Spreading Eurooptimism: Reconnect young people to the

European project and create solidarity among them. 

Youth Employment: Reconnect young people to the European

project and create solidarity among them. 

Civic Education: Increase the civic competences of AEGEE

members, enabling them to become responsible citizens. -

Put civic education on the political agenda on all levels.



Youth Mobility: Identify, reduce, and remove barriers to youth and

student mobility. The Strategic plan is revised every 3 years on the Planning Meetings. How AEGEE implements the Mission and the Vision is the Action Agenda, which contains the goals AEGEE wants to achieve in 1 year. The Action Agenda Coordination Committee’s job is to control the implementation of the Action Agenda, gather information from the locals for getting ideas to implement later, motivate locals to work with the other European Bodies and Projects, spread the Action Agenda and Strategic Plan to the Network, and to provide guidelines.

For the teamwork in this session, participants were divided into 4 groups,

91 | P a g e Autumn Network Meetings 2014 Results

and each group had to find out the aims and objectives of each topic, and give ideas how to implement them in local level.

LOCAL PLANS CURRENTLY IN PRACTICE 

exchanges, workshops about European elections, reusable cups

(Aachen) 

incorporate last year’s Action Agenda – wheelchair racing (Leiden)



parliament visit in Brussels, going to Hague to see Dutch politics,

own Action agenda, own committee to work on that (Utrecht) 

exchange, political discussions, against hate speech (Bratislava)

SPREADING EUROPTIMISM 

go to the European Parliament



explain it in a funny way



debates, follow the news of the European Parliament



movie night – play those films who won a prize from the European

Partilament (movies who display European values) 

Erasmus+ opportunities

YOUTH EMPLOYMENT 

fairs in high schools, every semester



workshops for students in cooperation with employees



training courses for soft skills and non-formal education for

everyone 

connect those who have been there before, and they can share

their experiences as a tutor/mentor YOUTH MOBILITY 

exchanges



another antenna to cooperate  twin, coorganiser, SU, courses

(cooking) 

promote mobility programmes (Erasmus+, Erasmus Mundus)



language courses (introduction in own languages)



buddy programmes for students



organise hitchhiking events

92 | P a g e Autumn Network Meetings 2014 Results

CIVIC EDUCATION 

workshops



Y Vote (project) events



lectures from professionals (professors), etc.

9. O P E N S P A C E The session allowed the participants to bring the issues they want to solve or discuss. The participants' active participation is ensured by forming the topics themselves. The flow is facilitated by topic leaders and the shared information was noted by the minute takers. The discussed topics were Public Relations and Human Resources management, Fundraising and crowdfunding, European Bodies and Thematic Events and Erasmus+.

OPEN SPACE: ERASMUS+ In this session, we were discussing Erasmus+: what opportunities do organisations have, what categories can they choose, important dates, the process, and much more. You can find the details in the bullet points below. 

Why are people interested: they don’t know Erasmus+, grants, how

to use it for AEGEE activities, is it possible for Ukraine, what is in Erasmus+ 

Erasmus+ is a fund  7-year programme, replacing the previous

programmes (Erasmus, Youth-in-Action, DaVinci, etc.) 

Youth Mobility Key Action 1



5 categories: key action 1 – mobility, 2 –partnership, 3 – policies,

4 – Jean Monnet actions, 5 – sports (directly Europeans) 

Separation: 2 factors  who can apply



a) Youth – youth associations



b) Education – institutions



Who do you apply to: a) European-wise - Brussels b) nationally –

National Agency 

3 opportunities - key action 1 has the most types of mobility – th

Erasmus, trainings, exchanges; 4

February, 30th April, 1

October,

projects have to last 6-12 months (preparations included), not the activities  5-21 days

93 | P a g e Autumn Network Meetings 2014 Results



NGO-s: organise a program (you are the applicant), be a partner

(of another organisation) 

Organiser: schedule, how your actions are connected to the

European Union, URF manual, PIC number (register your organisation in the European Union Portal  fill in the PDF), fill in the application online (you can also find your National Agency online), you have to get at least 1 partner from another country (EU & EaP countries + Switzerland, Lichtenstein, etc.), but it is better to have at least 5 

Mandate: partner organisations give it, rules of Erasmus+ and

contact details, include it in the programme, send a number of participants (members of the organisation!!!), obligatory to send participants from them 

Funds: travel expenses (original tickets, calculate back everything

to EUR), documentation, fixed amount according to the distance (distance calculator: put in the city, you get a fixed amount, no cars or taxis)  participants have to cover their own tickets, and it will be reimbursed – cost must be shown on the ticket, and they have to return to the same city!; material costs (calculated automatically, based on the number of participants, 38€/participant  food, lodging, etc.), include all the receipts and invoices!!! (under 60000€, they do not check it thoroughly, over 60000€, you have to prove that you are able to handle that much money) 

Results: within 2 months (1 month in theory)



Agora is eligible? Yes, in Key Action 1, but it would be very

complicated to collect 800 participants’ travel expenses 

No1 activities: exchanges



Topic: has to be related to the European Union  how it is

connected 

A lot depends on your National Agency (there are national

priorities and criteria) 

Participants have to arrive just for the event, and leave

immediately after the event, or it is not going to be reimbursed  in the Erasmus+ guide, there is no regulation about that, it depends on the National Agencies, check before!!!!

94 | P a g e Autumn Network Meetings 2014 Results



Explain to your partners what your National Agency expects, and

for how long can they travel 

Trainers: you can cover their costs, but you have to calculate it in

the substantial costs (count them as participants), National Agencies have their pool of trainers, you can choose from there as well 

Keep in mind what you need for your project – what are the

objectives, what can be connected to the European Union, your vision, etc. 

Priority projects: in the webpage, on the guide – research them,

and use them, is possible, how the activities prove your objectives (impact measurement) 

How to choose the partners: you have to state in the application

how old are your participants 

Include in the application how to plan a multiplying effect of your

project  how to share the results, how to make the outcome of your project known to the organisations 

Different applications for different projects



2 must documents: bank account, legal representative, who has

to registrate the account 

Your partners also have to have a PIC number!

OPEN SPACE: PUBLIC RELATIONS AND HUMAN RESOURCES MANAGEMENT The HR and PR session was held together for various reasons: aside from time (as a factor), we discussed them together, because they are very much related, there isn’t one clear definition for them, and smaller antennas don’t even have the resources to deal with them separately. Instead of minutes, this document is more a structured report in which we tried to put the outcomes of the discussion together ina logical order, and summarize the main points and ideas. 1. H R WHAT IS HR? Different points of view on the main purpose of HR: team-building, recruiting, organizing activities for members. WHAT’S THE SITUATION OF HR (+PR) IN THE PARTICIPATING LOCALS?

95 | P a g e Autumn Network Meetings 2014 Results

Aachen: responsibles often changed lately, trying to optimize the structure – they used to have a HR-responsible board member + a WG, but now it’s a WG which has a Speaker and the Vice-Speaker is the board member. This at the moment seems to work and Aachen is doing pretty fine in HR terms a.t.m. Also, there is another similar, rival student association in Aachen that is similar to AEGEE, called INCAS. They are more serious and professional, while AEGEE is friendlier, but people tend to mixed them up with each other. They organize international dinner nights as well, so AEGEE cannot really do the same. Sometimes, therefore, the antenna has to be more party-orientated to attract less ambitious people. London: struggling with recruitment. Members are older, usually exmembers of other locals having moved to London, who are already working full-time - no energy for it, no office, difficulties. Pécs: struggling with recruitment. Young people at Pécs University changed a lot in the past few years: student organization membership is nota s attractive anymore, and old ways (flyers, info nights etc.) that used to work before, became kind of a cliché now which doesn’t attract that much attention. Those who appear (out of the lot who register) at the info nights DO join, but the problem is the amount of people. Debrecen: They agree that students have changed: no matter what they do, recruitment is extremely difficult. They even paid for a Facebook ad which had a 10000 ppl outreach, no effect whatsoever. They also got 300 people to register at the uni fair, however the number of joiners does not increase and the amount of people who actually appear at any AEGEEorganized program, is totally unpredictable. Budapest: even if the number of members is high, recruitment seems to get harder every year - in 2014 they got less SU applications than the previous year. Many reasons – not sure which one is the actual explanation: 

big competition at the host university which gives the majority of

the members 

higher education financing changed in the past years: a lot of

people now have to pay for their education – they are more likely to want to work or study really hard to be able to finance themselves, they don’t want to travel 

not many innovative solutions in promotion in the past years



the composition of members is mixed – not all people want the

96 | P a g e Autumn Network Meetings 2014 Results

same things from HR – unique selling point (what you can get from AEGEE as a member) is not defined Most participants of the session agree that, for the first sight, it is hard to „recognize” AEGEE, and students tend to care less and less to distinguish between different student associations ->>> it is essential to express a clear message of what AEGEE is and what it offers: try to train people who are selling AEGEE (at info-points, info nights, newby events, introduction parties etc.). Ljubljana: the old methods aren’t working for them either. This year they had to skip the international fair because of the lack of human resource who could have represented the organization. There was also a huge fall in SU applications this year and no one knows exactly why. It could be the crisis, insufficient promotion etc. Valencia: also facing a lot of problems. Out of 30 SU applications this year, nobody really stayed in AEGEE, the amount of human resource is extremely low, they don’t even know who will be in the next board. They are taking care of the FB page, but it is not useful at all – she has not yet a clear idea of what exactly to use it for. HOW TO IMPROVE HR IN ANTENNAS? Event organization Aachen uses templates (in Budapest, they are called „itiners”) to make it easier for newbies and not very experienced organizers how to make an event happen. It is updated from time to time, ideally each time the same event happens. For example, in Budapest, they have a „Freshman’s Camp Itiner” which summarizes the experiences of previous main organizers and since the Freshman’s Camp usually happens the same way, they just add their extra ideas to it after the camps every semester. These should probably be collected and maintained (distribute them and also give instructions to the organizers to update them) by the boards. Organizing team It is a crucial question for small locals to find people to manage these projects (promotion and local events. How do antennas do it? Aachen: bigger events (Members Weekend) have main organizers who usually gather a team, info-nights are usually organized by the SU outgoing responsibles. They also organize regular meetings during which members can brainstorm about possible events and activities using postits, then they vote for the best one and decide who will organize it.

97 | P a g e Autumn Network Meetings 2014 Results

However, most antennas present agree that it is really hard for small antennas to sound convincing and original when no one is there and it is apparent that the local has very few members…  Mentoring Mentoring new members can be a great way to make them stay within the organization. In some antennas, it works in 1-1 couples, but it can be better to assign more newbies to one mentor (in Budapest it’s 1-3, Moscow it’s 1-10), because this way it’s possible to avoid awkward silences, build teams and groups of friends within AEGEE. It is also a good idea to set up chat/whatsapp groups to maintain regular communication. Budapest holds regualr mentor-mentoree nights during which the newbies can meet and get to know other couples or groups in an informal way. They also organize a „Best Mentor-Mentoree Award” which goes to the most active and (by the end of the semester) successfull MM couples. 2. P R HOW TO BOOST THE NUMBER OF MEMBERS? Budapest: they had a rough spring semester in 2014 (few new members, dramatic fall in SU application numbers, lack of human resource at some events). They decided to organize a lot of exchanges in the autumn semester --> during the summer period they prepared them, so that during the big promotion in the beginning of the year, they will be able to offer not only AEGEE-Europe events, but actual travelling opportunities via AEGEE-Budapest. The result was at least 15 new members who became members so that they can participate in the exchanges with Belgrade, Barcelona and Ljubljana. You also have to make sure when promoting AEGEE to present possible activities once the respective individual becomes member: offer many small responsibilities that also can be well done by complete newcomers (for instance, party responsible, city tour responsible, badge reponsible, flyer reponsible). This way they can feel that they actually do something here and that their work as active members is visible and valued. Otherwise, even if they like the idea of AEGEE, they will lose interest, and fall „out of the bracket”. Aachen: when they needed a huge amount of people in a very short period of time for Agora Aachen, they needed to be creative with solutions, and this is how the AEGEE-Aachen polar bear was invented. The

98 | P a g e Autumn Network Meetings 2014 Results

bear originally ran around in university rooms before classes trying to engage people to become organizers at the Agora. HOW TO PROMOTE AEGEE IN A CREATIVE WAY? 

There is another student organization in Aachen which offers

waffels on the uni grounds to passers-by for free and while they take it, they talk about the organization. Waffle is great because it’s easy to make, cheap in ingredients and smells irresistable. 

AEGEE-Pécs used to offer mulled wine during breaks at the uni as

part of the promotion. 

AEGEE-Ljubljana asked professors to let them in before classes,

and they presented themselves in front of a classroom of student several times. 

They also used to promote free YiA events to which people can go

via AEGEE. But this can also be counterproductive, because, according to Balázs, „some people are smart, but assholes” :D 

AEGEE-London is thinking about doing a kind of flashmob-info-

point, standing out to Victoria or some other frequented spot with boards saying stuff like „I don’t have money cause I spent it all on travelling” to make people ask and be able to present themselves. 

AEGEE-Moscow, not having enough money for expensive PR

materials, once went to a study fair with very creative decorations: they put up their AEGEE T-shirts from different events to ropes, and the rest of the box was decorated with cardboard used for hitchhiking with different destinations on them and another one in the middle stating „We don’t have money for fancy decoartion cause we spent it all on travelling.”. They agree that promotion is really not the question of resources but more of creativity. 

They also organize regular SU experience-exchange nights and

post stories of „AEGEEans before and after AEGEE” to the school magazine. 

The participants agree that beside trying to attract new members,

it is equally important to try to find a way to engage old and passive ones as well, in order that they become active. Asking them to share their AEGEE experiences could be a great way. SU PROMOTION SU is most important project of AEGEE – can be the most attractive thing for many because of which they join AEGEE. How to promote SU successfully? (ideas from all) 

Send information about them to all possible university mailing

lists/newsletters >> collect contacts not only at the host university but in other ones as well (also in other cities where there is no other antenna) 99 | P a g e Autumn Network Meetings 2014 Results



Appear on all possible interfaces used by students online (e.g.

party websites, city guides) 

Promote SU on Facebook too, but it should definitely NOT be the

only place, because we all know the amount of offers we are bombarded with every day – it might not stick in people’s minds 

Go after the previous participants! Remind them to apply again

and try to also include them in the promotion. A lot of inactive members and ex-members feel gratitude towards AEGEE, even after years – you can ask them to present about their SU’s and afterwards you might be able to involve them further in the promotion. This can also easily be intergrated in the mentoring system, if there is one. In Aachen, a passive member was asked by a guy to present his SU the previous year; he agreed to do it, then the guy became his „AEGEE father”, invited him to further events and gradually made him become active. 

Setting up info-points at the university corridors/yards, if possible,

is a useful and productive method. Tables with a few fliers, SU maps, and some „summer items” (maybe also some music is possible) put together in a creative way, can look attractive and interesting enough for students passing by. 

According to most, students don’t regularly check pinboards – if

the budget is limited, instead of posters, spend money on more useful things ONLINE PRESENCE OF THE ANTENNA: It has to be clearly stated what channel the antenna is using for which purpose, and each channel HAS TO have a purpose. It only leads to a waste of time and decentralization of attention if you post the same material, for instance, to all groups, pages, events and mailing lists. The boards must discuss in the beginning of their term what they will use and for what. Budapest: the Facebook page is used basically only for promotion purposes – it is to show what they do and did, where they appeared and what possibilities AEGEE holds for newcomers. They use different Facebook groups to communicate with each other - this is why they need to pay extra attention to write things in the correct place in order to reach people. If you post too much in a group, people will just turn off the notifications. It is also necessary to communicate about the existence of these channels: summarize them and make the summary available for new people (how to reach the FB groups, how to subscribe to which mailing list etc.). TIMING

100 | P a g e Autumn Network Meetings 2014 Results

It is also important to plan what is to be posted when: Aachen has a wellpolished schedule of information submission and events as well. For example the LTC (members’ weekend) is 2 weeks after the info-night, so that interested participants don’t yet forget about AEGEE by the time anything happens. AEGEE-Budapest organizes a Freshman’s Camp every semester (a weekend in the country with old and new AEGEE members and lots of fun) before which they also organize many info-nights, at different universities, if possible. In order that new members don’t lose interest in AEGEE after the camp, they organize a „Sangria Night” the following week at which they make free Sangria for everyone, and it’s a good opportunity for people to talk, and get to know each other better. It is also good for those who could not come to the Camp. This year they had a record number of participants at the SN there: 90 ppl were present!

OPEN SPACE: FUNDRAISING AND CROWDFUNDING In this session, following the FR workshop some topics were expounded, and the participants had another chance to ask questions and ask for tips directly. The topics that were discussed are institutional and corporation FR, Crowdfunding, ethical needs and extraordinaries. KICK-STARTING IDEAS: How to create the offer, what to put in the letter, what to propose first. First you think about your event, what do you need for it. A-Bratislava: they wrote a mail and they asked for inkind support directly. You should go to the companies before they plan the budget because many multinationals are having separated money for charity / CSR. You can write in your offer that you pick up the inkind support. Offer: presentation, budget, programme There should be a shared group e.g. on Facebook where they can share not only best practices but name of companies which are approachable. The offer should not be too long www.gofundme.org (project founding, personal trips, events, etc.), every donation goes to you

OPEN SPACE: EUROPEAN BODIES AND THEMATIC EVENTS During this Open Space we haven’t discussed much. Participants expressed a wish to know more about European Bodies, their work and how to get involved. You can find information and contacts of all European Bodies on here: http://www.aegee.org/about-aegee/the-structure-of-aegee/ and on 101 | P a g e Autumn Network Meetings 2014 Results

Members’ portal (under STRUCTURES), where you can also find latest updates and open calls: www.zeus.aegee.org/portal/ Don’t forget that you can always contact Bodies you are interested in for any kind of information. Sometimes you will need a lot of self-initiative to get active in one of the Bodies, but don’t give up. If you need any help, you can always contact your NetCommie (even if you are not a board member!) or Project and Communications Director of AEGEE-Europe, Mayri Tiido: mayri.tiido@aegee.org

10. F O L L O W - U P By Beata Matuszka (trainer, former Comité Directeur) The importance of follow up is essential. Since the autumn and spring Network meetings should be built upon each other, it is vital to assess the knowledge learned during the event. The participants received a sheet with leading questions and timeline to reflect on what do they want to bring home from the discussed issues, what can they discuss with their board and their local and what actions would be put into practice and how. GANTT chart and resource planning was also essential part of the template. This session shall enable the preparation of the actions which shall develop the locals in the upcoming months and also, the preparation for the next term's Network meetings.

11. E V A L U A T I O N By Tekla Hajdu (Network Commissioner) and Brigitta Puskás (Network Commission Assistant) In the last session of the event, the participants could share their opinion about the whole event to the trainers, to the organisers, and to each other. In general, participants were satisfied with the event and the organising as well, but there were some highlights which should be considered for organising similar future events. 

Good organising and trainings in total



Food and accommodation was OK, within walking distance with the training rooms



Provide more information for the social programmes



History session was a bit boring

102 | P a g e Autumn Network Meetings 2014 Results



FR session’s first part was confusing



Most useful was PR session and FR session



ACT session was very useful for understanding European bodies



Participants in general got inspiration and motivation



Share ideas from other antennae

103 | P a g e Autumn Network Meetings 2014 Results

104 | P a g e Autumn Network Meetings 2014 Results