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guide:resources [2018/11/02 13:14]
Camille [How to create a good partnership?]
guide:resources [2018/11/11 20:35]
Marina [Find creative ways to save money, look for good deals]
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 ===== A skilled staff with clear roles and responsibilities ===== ===== A skilled staff with clear roles and responsibilities =====
  
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 The success of the Tour strongly relies on the **relevance and efficiency of the organization team**. The success of the Tour strongly relies on the **relevance and efficiency of the organization team**.
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 Few weeks before the Tour begins, gather the whole team for a **simulation**:​ read the program day by day and **describe who does what and when**, with as many details as you can. Try to **anticipate problems** and to figure out how you could navigate through them, as a team. Few weeks before the Tour begins, gather the whole team for a **simulation**:​ read the program day by day and **describe who does what and when**, with as many details as you can. Try to **anticipate problems** and to figure out how you could navigate through them, as a team.
  
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 During the Tour, **take a moment at the end of each day** for a **staff meeting**. Debrief about what happened during the day, prepare the following one, and build on the acquired knowledge to improve your action. During the Tour, **take a moment at the end of each day** for a **staff meeting**. Debrief about what happened during the day, prepare the following one, and build on the acquired knowledge to improve your action.
  
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 These local partners should contribute to a minimum of 1 out the 5 following tasks: These local partners should contribute to a minimum of 1 out the 5 following tasks:
  
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   * **Take part in the design** of the Hetetoropia Tour that will occur in their area;   * **Take part in the design** of the Hetetoropia Tour that will occur in their area;
   * **Host the group** of participants,​ sharing knowledge and know-how with them, by offering interviews and/or leading workshops;   * **Host the group** of participants,​ sharing knowledge and know-how with them, by offering interviews and/or leading workshops;
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 A specific attention should be paid to the partners that will host the group on their land for a week or a few days. A specific attention should be paid to the partners that will host the group on their land for a week or a few days.
  
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 We recommend that you **contact them before making the temporary program** of your stay during the Tour. **Explain** all aspects of the Tour (topics addressed, learning process, target group, etc ) and **brainstorm** on possible trainings and/or interactions. You should make your best to earn their **trust** if you don't know them already: for example by inviting them to visit your site/blog, or to get to know the place you work in and your colleagues. Introduce them to the activities and the topics your organization is into. This may take more time than expected, but don't lose faith. ​ We recommend that you **contact them before making the temporary program** of your stay during the Tour. **Explain** all aspects of the Tour (topics addressed, learning process, target group, etc ) and **brainstorm** on possible trainings and/or interactions. You should make your best to earn their **trust** if you don't know them already: for example by inviting them to visit your site/blog, or to get to know the place you work in and your colleagues. Introduce them to the activities and the topics your organization is into. This may take more time than expected, but don't lose faith. ​
  
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 Keep in mind that a good partnership should both rely on **shared values and interests** and on **complementary resources, skills and experiences** and that there should be **no taboos** in your discussion. **Address all topics** and not only the "fancy ones". Talk about money, question the enthusiasm and expectations of the host from different perspectives,​ try to expose what is not-said, hidden or unconscious bias: whatever remains unspoken could become a fertile ground for misunderstandings or frustrations later on. Keep in mind that a good partnership should both rely on **shared values and interests** and on **complementary resources, skills and experiences** and that there should be **no taboos** in your discussion. **Address all topics** and not only the "fancy ones". Talk about money, question the enthusiasm and expectations of the host from different perspectives,​ try to expose what is not-said, hidden or unconscious bias: whatever remains unspoken could become a fertile ground for misunderstandings or frustrations later on.
  
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-{{:​guide:​heterotopiesc3pbl2-3.jpg?​220|}} +{{:​guide:​heterotopiesc3pbl2-3.jpg?​direct&220|}} 
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 At any point in the discussion, if you believe that in the end the partnership is not relevant or if something troubles you, don't give up! Explore other options, among the same or a similar group of locals, ask your network and **investigate** as much as needed. At any point in the discussion, if you believe that in the end the partnership is not relevant or if something troubles you, don't give up! Explore other options, among the same or a similar group of locals, ask your network and **investigate** as much as needed.
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   * the **length and contents** of the **support** provided to the participants before and after the Tour by the sending organization. ​     * the **length and contents** of the **support** provided to the participants before and after the Tour by the sending organization. ​  
  
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 You have to consider all those to **define your budget estimate** and **decide what you can afford and what you cannot**. ​ You have to consider all those to **define your budget estimate** and **decide what you can afford and what you cannot**. ​
 You will most probably have to **rule some options out** but it is part of the game. You will most probably have to **rule some options out** but it is part of the game.
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 So far in our case, most of the money needed to organize the Tour comes from **public grants**, and more specifically from the **Erasmus+ Programme** (Youth sector) but this is one way you can do it.  So far in our case, most of the money needed to organize the Tour comes from **public grants**, and more specifically from the **Erasmus+ Programme** (Youth sector) but this is one way you can do it. 
  
-On the French side, we used to ask for a participation from the French participants to cover **part of the costs of the support we provide them before and after the Tour** but not all organizations proceed that way+{{:​guide:​heterotopiesc2-6.jpg?​direct&​200 |}}
  
 +On the French side, we used to ask for a participation from the French participants to cover **part of the costs of the support we provide them before and after the Tour** but not all organizations proceed that way. 
 Each organization should make their **own choices according to their own ethics and special needs** (paid staff, equipment, agreements with local partners…). Each organization should make their **own choices according to their own ethics and special needs** (paid staff, equipment, agreements with local partners…).
 +
 Whatever the choice you make, we believe **the financial participation you ask the participants for should never prevent people to join**. The Heterotopia Tour should be **available to anybody**, no matter their financial capacity. ​ Whatever the choice you make, we believe **the financial participation you ask the participants for should never prevent people to join**. The Heterotopia Tour should be **available to anybody**, no matter their financial capacity. ​
  
 You can then imagine several ways for people to contribute in a less or non-monetary way, such as:  You can then imagine several ways for people to contribute in a less or non-monetary way, such as: 
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   * **adapting the fee** to people'​s income;   * **adapting the fee** to people'​s income;
   * **providing goods or services instead of paying** (lending a van for example);   * **providing goods or services instead of paying** (lending a van for example);
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 Good planning should help you reduce your expenses for most of the items. ​ Good planning should help you reduce your expenses for most of the items. ​
  
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 For example, regarding **food**, you can save money by **buying important quantities from one supplier** (an organic shop, a local cooperative,​ an organic farmer). From our experience, the best way is to **buy the dry supplies** from the city you are based in a organic shop beforehand. Throughout the Tour, look for **fresh food** (vegetables,​ fruits, cheeses, bread, etc.) produced by growers in the locations that the Tour is held.  For example, regarding **food**, you can save money by **buying important quantities from one supplier** (an organic shop, a local cooperative,​ an organic farmer). From our experience, the best way is to **buy the dry supplies** from the city you are based in a organic shop beforehand. Throughout the Tour, look for **fresh food** (vegetables,​ fruits, cheeses, bread, etc.) produced by growers in the locations that the Tour is held. 
 It is to be expected that, if you call the suppliers in advance and let them now the quantities you will need, you will get a better deal than what you may find in the shops. This way you will know in advance the exact prices, and **adapt your plan** accordingly. It is to be expected that, if you call the suppliers in advance and let them now the quantities you will need, you will get a better deal than what you may find in the shops. This way you will know in advance the exact prices, and **adapt your plan** accordingly.
  
-Regarding **transportation** (that might represent an important expense as the Heterotopia Tour usually takes place in rural areas devoid of public transportation) you can also reduce costs by **optimizing each journey**. Which car(s) should you use today (for the shopping or for driving a team to a specific venue) so that each seat is useful? Is there a bakery you can pick the bread from in the village where the activity will take place today? Are there shortcuts to reach the place you go to? Do all drivers know the way (provide them a proper itinerary) so they won't get lost on the way? Are there free roads available that will allow you to avoid tolls?  ​+Regarding **transportation** (that might represent an important expense as the Heterotopia Tour usually takes place in rural areas devoid of public transportation) you can also reduce costs by **optimizing each journey**. ​ 
 +  * Which car(s) should you use today (for the shopping or for driving a team to a specific venue) so that each seat is useful? ​ 
 +  * Is there a bakery you can pick the bread from in the village where the activity will take place today? ​ 
 +  * Are there shortcuts to reach the place you go to?  
 +  * Do all drivers know the way (provide them a proper itinerary) so they won't get lost on the way?  
 +  * Are there free roads available that will allow you to avoid tolls?  ​
  
 For each expense item, **look for good deals** and **creative ways to answer your needs**. If you do it correctly, you should save a lot of time, energy and money. For each expense item, **look for good deals** and **creative ways to answer your needs**. If you do it correctly, you should save a lot of time, energy and money.
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   * **support your local partner(s)** in their attempt to be recognized for their work by organizing a public event on their land in exchange of a workshop,​etc.   * **support your local partner(s)** in their attempt to be recognized for their work by organizing a public event on their land in exchange of a workshop,​etc.
  
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 **Be creative**, **think out of the box**: you might find a solution to most of the issues you are facing. And if you don't, just **reconsider your need** and look for another way: another activity that can meet the same objective, another technical or logistical arrangement... **Be creative**, **think out of the box**: you might find a solution to most of the issues you are facing. And if you don't, just **reconsider your need** and look for another way: another activity that can meet the same objective, another technical or logistical arrangement...
  
 When a door closes, it is not the end of the world, just a mosquito in your tent... When a door closes, it is not the end of the world, just a mosquito in your tent...
- +[[guide:​participants|{{ :​guide:​fleche.jpg?​50|}}]] ​
-~~DISCUSSION~~+
guide/resources.txt · Last modified: 2019/02/18 16:40 by Camille