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guide:resources [2018/11/02 15:09]
Caroline [A skilled staff with clear roles and responsibilities]
guide:resources [2019/02/18 16:40]
Camille [How to create a good partnership?]
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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.
  
 +{{:​guide:​heterotopiesc4pbl-6.jpg?​direct&​200 |}}
 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.
  
-{{:​guide:​heterotopiesc4pbl-6.jpg?​direct&​200 |}} 
 **Act and react as a team**, and never forget this basic rule: **Whatever happen, if the wrong information has been spread by one of your teammate** (and if this information does not put anybody in danger) **don'​t conflict with it ; follow it**. You will have the opportunity to discuss about it later, during your next team meeting. For now, **your role is to support the participants and your teammates** in their attempts to follow the course and to make sure the day goes on smoothly. **Act and react as a team**, and never forget this basic rule: **Whatever happen, if the wrong information has been spread by one of your teammate** (and if this information does not put anybody in danger) **don'​t conflict with it ; follow it**. You will have the opportunity to discuss about it later, during your next team meeting. For now, **your role is to support the participants and your teammates** in their attempts to follow the course and to make sure the day goes on smoothly.
  
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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.
  
 +{{:​guide:​13731684_10209936116390370_3714980348914463051_n.jpg?​direct&​200 |}}
 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. ​
  
-If it clicks between you and a potential partner, **visit their place** to discuss the project in person, at least 4-5 months before the Tour takes place. ​Get an idea on **timings** needed for people to get acquainted and to interact within ​the activity ​that will be held, ask what **living conditions** they want to offer your group (access to water, size of the camping area), define what **equipment** you need and the **results** that are expected to come up, find out if some people from the hosting project can speak some English so they can interact with the group (in case the Tour involves people from different countries). Stay in **regular contact** and get into more details each time you meet. This will enable your final program to include several venues and your experience to be a nice blend of what the area has to offer.+If it clicks between you and a potential partner, **visit their place** to discuss the project in person, at least 4-5 months before the Tour takes place. ​You must figure out together ​**how long your stay here should be** so the participants can get acquainted ​with the project ​and understand its purpose and take part in the activities ​that will be held. Ask what **living conditions** they want to offer your group (access to water, size of the camping area), define what **equipment** you need and the **results** that are expected to come up, find out if some people from the hosting project can speak some English so they can interact with the group (in case the Tour involves people from different countries). Stay in **regular contact** and get into more details each time you meet. This will enable your final program to include several venues and your experience to be a nice blend of what the area has to offer. 
  
 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.
  
-{{:​guide:​dsc_7439_-_copy.jpg?​220|}} +{{:​guide:​dsc_7439_-_copy.jpg?​direct&220|}} 
-{{:​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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 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. 
  
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 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.  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. 
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 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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 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|}}]] ​
guide/resources.txt · Last modified: 2019/02/18 16:40 by Camille