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EYP Austria Orga Workshop AlumWE 2013

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by

Georg Krenn

on 2 August 2013

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Transcript of EYP Austria Orga Workshop AlumWE 2013

Organising
Lia Pachler

Georg Krenn



... und was wir uns erwarten...
Wer bin ich und wenn ja wie viele?
Mehr als "Coffee Breaks" organisieren?

Teamwork - der Schlüssel zum Erfolg

Organisers, just another committee?
(Head-)Organising
Workshop
Ich
Organisieren
EYP
Wir
Session
Delegates
Officials
Resolution
Eurovillage
Coffee breaks
Challenge Nr. 1
"Organising" =
max. 30 Wörter
Organising ist die zielgerichtete Durchführung von Aktivitäten zur Beschaffung, Disposition, Verwendung und Koordination aller benötigten Ressourcen, um einen bestmöglichen Sitzungsablauf und die Zufriedenstellung aller Beteiligten zu garantieren.
Eigeninitiative
Pünktlichkeit
Freundlichkeit

Listen to your HO!
Charakteristika Organiser / HO
What is "fundraising"?
Experiences
Why does EYP need fundraising?
Fundraising is the process of securing funds and in-kind gifts to benefit the organization and it's mission.

Fundraising is planned approach for reaching individuals and groups to gain their financial support for your organization.
Definitions
People give to people.
People don‘t generally give unless they are asked.
People give money to charity because it serves their self interest.
Fundraising is about relationships more than about money.
Anyone can do fundraising.
Fundraising Principles
Statement of need
List of "targets"
Approach strategy
Time allocation for fundraising
Documentation and evaluation
Guidelines
What is EYP?
What is the impact of EYP programs?
What is so special about EYP?
Why should anyone support your activities?
How can donors and sponsors help?
FAQs
Public relations / investing in the community
Corporate Social Responsibility
Visibility / good publicity
Tax-benefits
Benefits to a Sponsor
Do research
Make an approach strategy
Be informative, brief, accurate when communicating with sponsors
Use professional materials
Follow-up activities
Approaching Sponsors
Treat each sponsor like they are the most important donor.
Be honest, be fun, even be informal, but never lose sight that you represent EYP's image. Always be professional.
Learn about your sponsors.
Always be honest.
Building Relationships
Create urgency and are compelling.

Don't beg for money.
Are short, simple, precise.

Make the donor feel important for making a contribution.
Appeal Letter
Use a personal, emotional or compelling story.
Address only one subject in the letter.
Repeat, repeat, repeat.
Create urgency without crisis.
Highlight or bold important sections of the letter.
Test your letter to a small sample group for feedback.
Tips & Tricks
Public sector
Potential Sponsors
EU - Youth in Action
Bundesministerien - BMUKK, BMWFJ
Landesreferate - Jugend, Europa
Stadtämter
Politiker
Private sector
Unternehmen
Stiftungen
Vereine - JEF
Use your contacts!
07:00 – 11:00 Delegates arrival and registration
11:00 – 12:15 Lunch & Transfer
12:45 – 15:30 Teambuilding outdoors
15:30 – 16:00 Coffee Break (2 shifts à 15 min)
16:00 – 18:15 Teambuilding
18:15 – 18:45 Transfer to accommodation
18:45 – 19:15 Room check-in
19:15 – 19:45 Preparation Austria Village
19:45 – 21:45 Austria Village
22:00 – 23:00 Committee / Topic Presentation
Session Programme
Friday, 27th April 2012
Projekt Management
Arbeitspaket
Aufgabe, Verantwortlicher, Mitarbeiter, Start- und Endzeitpunkt
Meilenstein
Status, Zeitpunkt, Szenarien
Projektplan
chronologische Reihenfolge von Arbeitspaketen und Projektplan
Plan your session!
Dropbox
Google Docs
Doodle
Skype
Facebook-Gruppe
Technology for Organisers
EYF Tulln 2012
EYP Days
EYPonSki 2013
NSC Salzburg 2013
Alumni Weekend 2013
International Forum Graz 2013

oder deine eigene Sitzung?!?
Tequila & Zimt - wohin damit?
Warum? Wer? Was? Wann? Wo? Womit?
Hausverstand!
Organising Workshop
Alumni Weekend 2013
Introduction
Organising ?!?!
Session Types
Head Organising
Session Planning
The session itself
Additional Info
Fundraising
Your trainers: Lia Pachler & Georg Krenn

Our trainees?
Expectations?
Topics?


What is
ORGANISING?
The Life
of a SESSION
PLAN your session
ORGANISE your event
REVIEW your event
ACT to improve
Head-Organisers
Organisers
Mentor
Board
JEF
Coffee-Breaks
Teamwork
Committee
Lead (chair) the organising team
Communication with Mentor / Board
Co-operation with President
Final responsibility
Coach, motivate, advise the HOs
Share experiences
Agree on deadlines
Approves public materials

SPOC (single point of contact)
"Voice" of the Board

Listen to your HOs.
Co-operate with your co-organisers

Be aware of yourself and your impact.
Be friendly, initiative, punctual, proactive
Whatever happens: stay calm.

Field responsibility
Common sense!
President: Jakob Etzel
VP, International Relations: Jelena Stevanović
VP, National Coordination: Raphael Bek
Human Resources: Teresa Stadler
Fundraising: Patrik Bruschek
Treasursing & Members: Sarah König
Public Relations & IT: David Rauch
Dimensions
Content
Organisation
People
Academic quality
Session theme
Topics
Programme
Venues
Assets: materials, money, know-how

Officials
Delegates
Guests
Session Types
EYP Day
Regionals
Nationals
Fora
International Sessions
Other Events
Characteristics???
Lead
Start
Session concept
Infosheet
Logo
Preliminary programme
Budget, potential sponsors
Project plan: activities, deadlines, "green light"
Call for Organisers
!Use TEMPLATES from EYP Austria!
Session Concept vs. Infosheet
Audience:


Purpose:



Content:
potential partners,
sponsors, press

executive summary



EYP, date, theme,
city, participants,
patrons, sponsors,
partners

Board


Present your
session ideas,
apply as HO

Session type, date,
theme, people, city,
venues, highlights
JEF = young European federalists
Umbrella organisation
Close co-operation for events
Key to public funds
Orga Skype meetings
all vs. team meetings
Time management
Preparation
Orga Weekends
Teambuilding
Masterplan
Project plan
Orga fields
Sponsoring revision
Public name & shame
Socialising
Aims & deadlines
YOUR
EVENT?

Fundraising
Venues
People: President, Editor(s), Chairs, Journos
Call for officials / delegates
Selection of officials / delegates
Welcome booklet
Preparation kit

How to plan?
Activity
Task, responsible person,
involved people, materials, deadline
Milestone (Deadline)
Status description, date/time, scenarios
Project plan
Activities and milestones in chronological order
Hands on!
Q&A Session
Full transcript