UK Contingents Manager

UK Contingent Management Team 24th World Scout Jamboree

International Contingent Opportunities

UK Scout HQ volunteer roles

24th World Scout Jamboree USA 2019 Roverway 2018 - The Netherlands Applicant Information Pack

Contents

Introduction to the Jamboree and UK Contingent Team...... 3 Personal specification...... 4 2 Role Information...... 5 UK Contingent Management Team 24th World Scout Jamboree

This application pack is designed to provide information about volunteer roles. Further information about the Jamboree itself can be found online at http://2019wsj.org/

3 UK Contingent Management Team 24th World Scout Jamboree

Introduction to the Jamboree and UK Contingent Team

A World Scout Jamboree is a world Scouting event for young people aged between 14 and 18. The 24 th World Scout Jamboree will take place in USA during July and August 2019. The event is being hosted by the Boy Scouts of America, Scouts Canada and Scouts of Mexico. This is the largest event delivered by Scouting worldwide and over 30,000 young people and adult volunteers are expected to attend from over 150 countries. The Scout Association UK is planning to send a contingent the size of 10% of the total attendance at the Jamboree, exact numbers are yet to be confirmed by the Jamboree Organisers.

The Jamboree site is The Summit Bechtel Reserve in West Virginia and the dates of the event are 22 July – 2 August 2019. As a UK Contingent we will also be adding on additional post event experiences (for more details please see the post-event and HoHo role descriptions), exact dates to be confirmed.

Following the appointment of Caroline Pearce as Contingent Leader (UKCL), Andy Rosam, Jon Richards and Antony Streets as Deputy Contingent Leaders, there are now some exciting opportunities to join the Contingent Management Team (CMT). Members of the CMT will work in partnership with senior volunteers, the Events Team and other HQ staff to deliver this life-changing experience for young people and adults from all parts of the country.

The Vision for the UK Contingent to the 24th World Scout Jamboree builds on The Scout Association’s strategy: Scouting for all. Our vision is:

The UK Contingent Team will deliver a unique international adventure shaped by young people, where contingent members will develop personally and have a positive longer term impact on our Association.

Personal specification

Between them, Contingent Management Team members will need skills and experience in a range of disciplines. However, this does not mean that all members of the team need all the skills and years of experience, so applications are encouraged from leaders with any of the relevant skills and regardless of their length of Scouting involvement.

Any member of The Scout Association or Girlguiding aged 18 or over on Wednesday 14th September 2016 is eligible to apply for these roles.

During the application process you will be asked to demonstrate that: - You understand and believe in delivering the vision for the contingent as set out above. - You are organised and efficient; - You can manage multiple tasks simultaneously and meet deadlines; - You are able to build good relationships and work effectively with other volunteers and staff at UK HQ; - You are a strong communicator both in writing and orally: - You are skilled in using e-mail and other current communication tools; - You are self-motivated and able to use your own initiative, whilst recognising the limits of your authority; - You are excited about the experiences a Jamboree can offer young people and adult participants; - You can work in demanding conditions in a high pressure environment - You are able to work in a team or independently as required. - You are able to manage a team of volunteers directly and remotely. - Remain positive despite what challenges you may face during the project. - Always look for a solution to issues or problems. - You are fully committed to seeing the project through to completion which includes the production of a detailed written event report. - You have or you are willing to complete the relevant training for your role before attending the 24 th World Scout Jamboree. - You will take responsibility to ensure that you are physically fit enough to deliver your role at the 24 th World Scout Jamboree, taking into consideration the challenging terrain nature of the site.

Role Information

The Contingent Management Team, or CMT, is the core team of volunteers and staff who are responsible for shaping and delivering the Jamboree experience for the UK. Each member of the CMT has a specific area of responsibility. They are each supported by one of the three Deputy Contingent Leaders with the Contingent Leader having overall management responsibility.

The CMT reports into the Event Steering Group who are a body designed to provide guidance, support and governance to the Jamboree project. The Jamboree is also governed by the Association’s Operations Committee, to whom the Contingent Leader and Senior Events Officer will submit papers to for approval on the overall scope of the project.

CMT roles may also have responsibility for line managing and overseeing the work of a number of the Contingent Support Team (CST). This is a larger group of volunteers focused on delivering the Jamboree vision created by the CMT.

The CMT responsibilities will include:

- Developing the concept for the UK Contingent’s Jamboree Experience - Developing an event budget to be approved by UK HQ (and work within budget for the project). - Recruiting a Contingent Support Team and overseeing the recruitment of all Contingent Members, either directly or indirectly. - Working in partnership with UK HQ staff to plan, deliver and review the event. - Delegating work packages to members of the Contingent Support Team (CST) and others. - Managing and reporting to the Event Steering Group on progress, including risks and issues. - Leading the Contingent in America - Preparing a detailed evaluation report

The CMT is managed by the Contingent Leader (Caroline Pearce) and then further sub divided into more specialist areas each overseen by a Deputy Contingent Leader.

Deputy Contingent Leader - Contingent Engagement (Andy Rosam) will work with the appointed CMT to deliver: - Youth Engagement - Communications - Pre/post event* - HoHo - Home hospitality/hosted hospitality* *Please note that specific deliverables of these roles are subject to these elements of the Jamboree Experience being approved by the Events Steering Group and subject to agreement with the Jamboree Organisers.

Deputy Contingent Leader - Contingent Development (Jon Richards) will oversee: - Personal development - Unit support (including mental and physical welfare) - International Service Team (IST) support - Developing a legacy from the event

Deputy Contingent Leader – Contingent Operations (Antony Streets) will oversee: - Travel - Equipment and on-site operations - Food House** - UK Pavilion** ** Please note we will be recruiting for these roles in 2017. They will have a dotted line of responsibility to The Event Steering Group and will not be expected to attend all CMT meetings

Individual Role Descriptions The following information provides an outline for each role. Detailed role descriptions will be developed between the appointed individual and the Contingent Leader/Deputy after the appointment has been approved.

1. CMT – Youth Engagement

The Scout Association believes in delivering adventure shaped by young people in partnership with adults. This contingent team will champion this by placing youth engagement at its centre and we are looking to appoint a member of the team to help us deliver on our vision of having young people at the centre of shaping their experience. This role will include: - Working with the UKCL/Deputy & staff to develop the contingent strategy (which compliments the Association’s Youth Shaped strategy) for delivering an event that is truly designed by Young People in partnership with adults. - Building upon the Association’s framework for Youth Engagement in order to apply this to the Jamboree to enable young people to play an important role in the decisions that shape their experience at all of the different levels of the contingent from CMT through to their local units. - To push the boundaries of Youth Engagement in large scale events - To work with the CMT member for communications to ensure that we are effective on delivering on our objectives of young people shaping their experience - To work with the CMT member for Post Event to ensure that we deliver on our vision for creating an experience shaped by young people.

2. CMT – Communications 21st Century Communications for the 24th WSJ, for Contingent and non-Contingent members; before, during and post Jamboree, including:

- Identifying the different information requirements for Unit Leaders, Unit Members, IST, CST/CMT and non- Contingent members both Scouting and non-Scouting. - Driving forward innovative ways to market and promote the event to potential contingent members. - Developing the methods to provide this information including the use of print, digital and social media - Working with the HQ Communications team to develop a contingent brand policy and identity, enabling the contingent to have an exciting and engaging brand and logo. - Working with the HQ Communications team to develop media opportunities including for example Scout Speak Up courses - Co-ordinating the contingent presence and programme activities at Gilwell Reunions/other events. - Working closely with the CMT member for Youth Engagement to deliver on the vision for enabling young people to shape their jamboree experience. - Working with HQ Media Team to identify and deliver media opportunities to promote The Scout Association to non-members - Contribute to the production of a Join in Jamboree programme for The Scout Association alongside the CMT – Personal Development.

3. CMT – Post-Event

As the UK Contingent we will add an additional few days onto the end of the Jamboree to give the participants the opportunity to see more of the hosting country other than the Jamboree site. This is usually lasts a few days and as this jamboree with be hosted by three countries could take place in America, Canada or Mexico. It will be within the remit of this role to present a proposal for the post event which fits within the vision of the event taking into account cost and logistical factors. The responsibilities of this role include: - Working with the UKCL/Deputy & staff, develop an exciting, educational and youth shaped post event proposal for approval by the Events Steering Group /Operations Committee. To include: a. Programme b. Educational objectives c. Legacy opportunities d. Accommodation, food and travel e. Unit preparation/training f. Budget - Delivery of the approved proposal - To work closely with the CMT member for Youth Engagement to ensure that we deliver on our vision of enabling young people to shape their jamboree experience. - To work closely with the appointed travel company to ensure that the proposal is feasible and can be delivered both in scope and budget.

4. CMT – Home hospitality/hosted hospitality

Home hospitality is the opportunity for young people to spend a couple of days living with a family in the hosting nation. It is regularly reported as the most loved part of the jamboree experience by participants and we therefore want to investigate the opportunities available to offer this as part of the Jamboree 2019 experience. This however is subject to agreement with the Jamboree organisers.

- Working with the UKCL/Deputy & staff, to identify home hospitality opportunities and develop a proposal which outlines an exciting cultural experience for Unit members for approval by the Events Steering Group /Operations Committee. a. Programme b. Educational objectives c. Legacy Opportunities d. Practical matters e.g. Safeguarding, communications e. Unit preparation/training f. Budget - Delivery of the approved proposal - Working closely with HQ safeguarding team to ensure the safety and wellbeing of the participants are met. - Working closely with the Jamboree organisers and host Scout councils to deliver this exciting aspect of programme.

- Work with the Travel CMT member and travel company on the logistical aspect of HoHo.

5. CMT – Personal development

As a Contingent Team, we believe that the Jamboree provides a unique opportunity to develop an individual’s confidence and skill set in a range of areas from budget management to cultural understanding. With this in mind we have created a CMT role specifically for personal development to harness the potential of the jamboree and allow every member of the UK Contingent to use this as an opportunity to challenge themselves and develop skills and experiences which will not only help them within their Scouting roles but also beyond.

Work with the UKDCL to ensure the UK Contingent to the 24th World Scout Jamboree develop personally during the Jamboree experience and return after the event to spread a Jamboree legacy through Scouting.

- Work with HQ staff to design and implement a new scheme for participants which will offer development opportunities to all participants, potentially in the format of an award or by another method. - Ensure that all adults on the contingent are required to and complete the appropriate training and development for their role. - Work closely with CMT for unit and IST support to help deliver the personal development scheme for the whole contingent. - Ensure the contingent are aware of the new skills they are developing and that they are directly transferrable outside of Scouting e.g. in employment or study. - Work with counties, areas and regions to promote and market the award locally to maximise take up. - Set up and manage a system in which the contingent can monitor the success of the personal development scheme. - Delivering a Join in Jamboree programme for The Scout Association in collaboration with the CMT - Communications

6. CMT – Unit support

As we anticipate that we will be taking a large contingent to the Jamboree, therefore ensuring that the unit leaders are provided with the support they need is essential to giving the young people the best possible experience. CMT – Unit Support will manage the relationship between the units and the contingent team, providing information, support and guidance as required. - Providing guidance to Counties (or equivalents) & Countries (and assistance where applicable) for the recruitment of leaders and young people. - Planning the programme of any UK Contingent led pre-Jamboree gatherings of Unit Leaders. - Developing plans and leading the CST to provide direct training and support to individual Units before and during all parts of the Jamboree Experience. - Providing support to Solidarity, Branches & Guide Patrols, in particular around integration with their Units. - Championing diversity and working with CMT - Youth Engagement to ensure Unit Leaders are also putting this at the forefront of their decision making.

- Planning and ensuring delivery of appropriate medical advice and support for the contingent. - Working with CMT for Personal Development to ensure smooth delivery and monitoring of personal development scheme. - Supporting the Contingents pastoral requirements. - Developing plans and leading the CST to provide support to units before and throughout the entire Jamboree Experience.

7. CMT – IST support

A “Champion” for IST before and during the Jamboree and ensuring all IST are aware of the post jamboree opportunities available to them and providing them with the support as appropriate.

Providing guidance to regions (and assistance where applicable) for the recruitment of IST.

- Planning the programme of any UK Contingent led pre-Jamboree gatherings of IST. - Developing the IST strategy to ensure they are an integral part of the UK Contingent. - Provide support to the IST before the jamboree and onsite. - Helping to raise any IST issues throughout the Jamboree Experience with the Jamboree organisers. - Working with CMT for Personal development to ensure smooth delivery and monitoring of the personal development scheme. - Looking at the quality of experience for the IST members throughout the Jamboree Experience.

8. CMT – Travel To manage the travel agent and to ensure the best quality travel experience for UK Contingent members whilst recognising logistical and or financial restrictions. To work with the travel provider to provide travel: a) To and from UK airports (where applicable) b) From the UK to USA/other countries c) Within USA, and other countries if required, for all members of the Contingent (including a range of options for IST) - Work with lead staff member to ensure travel stays within budget and project scope - Support for members of the UK Contingent who require visas and / or other entry requirements

9. CMT – Equipment and on-site operations - Working with Scouts Shops Limited to manage the procurement, quality and process of ordering equipment suitable for the Contingent, including: uniform and other personal kit, optional personal kit, tents if applicable. - Identifying, sourcing and shipping any equipment required by the UK Contingent onsite - Working with UKCL/Deputy & staff to develop and provide onsite logistics for the Contingent, including: a) The set up and coordination of the UK Contingent office b) Developing communications for the UK Contingent onsite between CMST, units and IST c) Staffing rotas 12 UK Contingent Management Team 24th World Scout Jamboree

d) Setting up the In Touch process and working with the lead staff member on incident management procedures

Practical Points There are a number of more practical considerations to bear in mind before applying for this role. A summary of this is provided below: - You will need to commit a significant amount of time to pre-event planning and meetings. These will amount to approximately 8 weekends a year in 2017 & 2018 and 10 weekends in 2019, as well as significant periods at other times throughout the life of the project. - CMT members may or may not be required to visit America/other countries in advance of the Jamboree. - You will need to commit to attending the Jamboree itself and will be out of the country for approximately three weeks in late July and the first half of August 2019. - The current assumption is that members of the Contingent Management Team will pay full fee equal to the IST fee (highest travel inclusive option)

Application Process

To apply you will need to complete the application form and send it to [email protected]. You are able to specify a preference for up to two roles. Applications close at 12 noon on Wednesday, 14th September and shortlisted candidates will be informed during the week commencing 19th September. Interviews will take place at Gilwell Park on 15th& 16th October. If you have any questions or would like to talk to someone about any of these roles in more detail then please email [email protected] or call the Info Centre on 0208 4337 100 and ask to speak to Rachel Stockey in the Events Team.

If you are successful, dates for your diary will include: e) Evening 4th – approx. 5pm on 5th November 2016 f) 6th-7th January 2017 g) 10-12th March 2017 h) 29th April 2017

The Scout Association are currently also recruiting for a Contingent Leader for Roverway 2018 in The Netherlands. Interviews will be held alongside Jamboree CMT interviews on the weekend of 15th and 16th October at Gilwell Park. Candidates are able to express interest in this role on the same application form. All information regarding this role is below.

Roverway, Netherlands 2018

13 UK Contingent Management Team 24th World Scout Jamboree Contingent Leader Application Pack

Event Dates: 23rd July to 2nd August 2018 Application Deadline: 14th September 2016 Interview: 15/16th October 2016

Contents

A. Introduction B. Roverway Information C. Role Information D. Timetable of Key Dates

Appendix: Application Form

15 UK Contingent Management Team 24th World Scout Jamboree A. Introduction Roverway is an event for young people aged between 16 and 22, jointly hosted by WOSM (World Organisation of the Scout Movement) and WAGGs (World Association of Girlguiding). The event will take place in the Netherlands during the summer of 2018. The International Commissioner is seeking to appoint a UK Contingent Leader to head the Scout Association’s participation in this event. The Contingent Leader will work in partnership with the Event Manager / Events Officer and others to deliver this life changing experience for young people from all parts of the country. This will include:  Implement and work to a robust project plan, including key milestones with reporting to the Project Board against this.

 Implement and monitor a risk register with reporting to the Project Board against this.

 Create educational objectives for the UK Contingent.

 Ensure that each package of work remains on budget and in scope.

 Create a programme or experience package for the UK Contingent that is educational, informative and complies with the educational objectives.

 Provides regular reports and updates against specific work packages.

 Managing and reporting on progress including risks, finance, issues and objectives.

 Provide on event support and complete a full evaluation.

 Working within boundaries and guidelines expected of all national volunteers.

 Report to the Operations Committee and Finance Committee when required.

This application pack is designed to provide information about the event and the role. Applications close at midday on 14th September and shortlisted candidates will be informed during the week commencing 19th September. Interviews will take place on 14/15th October at Gilwell Park or via teleconference. If you have any questions about this role, please contact Rachel Stockey on 0208 433 7100 or email [email protected].

B. Roverway Information Roverway aims to provide young people from across the World with an adventure that will inspire and prepare them for the future. More information is available on the event website: https://www.scouting.nl/roverway2018-english Up to 3,000 young people aged 16 - 22 will participate in the Roverway, coming from across Europe. The participants will be divided into international teams, called Tribes, with whom they will collectively take part in the Path of their choice. The Paths are located across the length and breadth of the Netherlands and will each have a different theme reflective of the area. The participants will spend several days on their Paths, taking part in community projects and learning more about the culture and history of the country. After completing their Path, the participants will travel to International Scout and Guide Centre Zeewolde for a jamboree style camp, the central camp will take place for the last part of Roverway. During the event, young people from all over Europe will come together to work on shared projects and learn more about themselves, the environment and others. This Roverway will focus on the personal development of the participants so they can understand their role in society. The Roverway will provide the environment in which young people can share experiences, knowledge and ideas. This exchange of experiences will be encouraged through educational objectives, which all centralise on a better society and intercultural learning.

Other points to note are:  Participants must be born between the dates of 2nd August 1991 and 25th July 1999 and be an active member of The Scout Association.

 IST members need to be born on or before 1st August 1991 and be an active member of The Scout Association.

 The theme of this event will be Opposites Attract

 In 2016 the Roverway takes place in France. Previous events have been held in Finland, Iceland and Italy.

C. Role Information The role of UK Contingent Leader is a national position reporting directly to the International Commissioner and will work in partnership with the Events Team who are based at Gilwell Park. UK Contingent Leaders are appointed only for World and European events such as the World Scout Jamboree, the World Scout Moot and Roverway. Role Summary  Title: UK Contingent Leader, Roverway 2018

 Duration: August 2016 – January 2019

 Reporting to: International Commissioner

 Responsible for: UK Contingent Management Team, Roverway 2018

 Function: To lead the UK Scouting Contingent to Roverway 2018 in the Netherlands as defined in the introduction to this document, including supporting the Contingent during the event.

 Feedback: To produce interim reports in the build up to the event, including to the Events Steering Group, Operations Committee, Finance Committee as well as a feedback and conclusion report to the following Roverway to be used by future Contingent Leaders.

Personal Circumstances

The successful applicant for this role will:  Be available to attend all the events marked with an asterisk in section D of this document. This includes the event itself in summer 2018.

 Be able to commit to attending meetings for a minimum of 12 days or weekends in addition to the events in section D between August 2016 and January 2019.

 Be prepared to work remotely using a variety of techniques to remain in touch.

 Be capable of spending two weeks under canvas, working in the outdoors.

Skills and Experience The successful applicant for this role should:  Demonstrate an ability to inspire and lead young people aged between 16 and 22.

 Demonstrate an ability to plan projects strategically and to provide a clear vision.

 Understand the multi-cultural nature of World Scouting and demonstrate sensitivity and openness to all, regardless of background, ethnicity, religious or sexual orientation.

 Be able to work in partnership with staff members to shape and develop the Contingent.

 Innovative thinking, coming up with fresh ideas to positively progress the project.

 Ability to build and maintain relationships with stakeholders, volunteers and staff members alike.

 Accept direction and guidance in order to progress the project.

 Ability to work well in a team and encourage cohesiveness.

 Be an excellent communicator both verbally and in writing.

 Remain positive despite what challenges you may face during the project.

 Always look for a solution to issues or problems.

 Be able to manage and lead a team.

 Have experience of a major international Scouting event. Experience as a member of the International Service team or a Contingent Support/Management Team would be an advantage.

 Be a member of the movement and ideally have experience of Explorer Scouting and/or The Scout Network section.

Must be able to support and deliver using TSA’s approaches, which are:

 Results-focused

 Partnership and collaboration

 Evidence-based

 Sharing and celebrating success 18 UK Contingent Management Team 24th World Scout Jamboree

 Innovation

 Youth-shaped

 Using digital technology

Further Points to note  Roverway is an event jointly run by WOSM and WAGGS. The Scout Association will be taking a Contingent of Scout members to Roverway 2018. Girlguiding UK will be taking a separate contingent to the event.

 It is expected for there to be a high level of interaction between the TSA and GGUK CMT teams including some meetings and shared events if practical.

 The UK Scouting Contingent to travelling to Roverway in France this summer is approximately 210 people. We aim to send a much larger Contingent to The Netherlands.

 Early tasks for the Contingent Leader will be to establish: o Working relationships with, events staff, the event organisers and the International Commissioner. o The outline concept for the event. For example, will travel be included? Will there be pre- or post- event activities? o Recruit a team to manage delivery of the project. o A budget and the UK Contingent fee in agreement with The Scout Association. o Ensuring that this project links to the Scouting For All strategy.

D. Timetable of Key Dates Applicants for the position of UK Contingent Leader should note the following dates and be available to attend the events marked with an asterisk (*)

1. Closing Date for Applications: Midday 14th September 2016. Late applications will not be accepted.

2. Shortlisted Candidates invited to interview: Week commencing 19th September.

3. Contingent Leader Interview: 15th and 16th October-Gilwell Park*

4. Head of Contingent Visit: TBC – probably summer 2017*

5. Roverway 2018: TBC – probably late July / early August 2018*

19 Appendix: CMT Application Form This form should be completed by 12 noon 14th September 2016. It should be returned to: [email protected] or posted to: Events Team, The Scout Association, Gilwell Park, Chingford, London E4 7QW.

If you have any questions about any of the positions, please ask to speak to Rachel Stockey for an informal discussion on 02084337100.

Address

Daytime Evening Mobile Telephone

Scout Membership number (if available)

Date of Birth

Group District County/Area/ Region

Role 1st Preference

Role 2nd Preference (if applicable) Would you also like to be considered for the role of Roverway Contingent Leader?

Please tell us why you are interested in joining the Contingent Management Team for the 24th World Scout Jamboree? UK Contingent Management Team 24th World Scout Jamboree

1st role preference relevant skills and experience. Please provide details of any relevant professional and voluntary experience from either inside or outside of Scouting that would make you a good candidate for this role.

2nd role preference relevant skills and experience. Please provide details of any relevant professional and voluntary experience from either inside or outside of Scouting that would make you a good candidate for this role.

Please provide further information that will support your application?

Signature Date

Please return the form by 12 noon on Wednesday 14th September 2016 to [email protected] or post to: Events Team, The Scout Association, Gilwell Park, Chingford, London, E4 7QW.

Shortlisted candidates will be invited to interview the week commencing 19th September.

Interviews will take place on 15th and 16th October 2016 at Gilwell Park.