World Scout Moot, Iceland 2017

CMT Application Pack

Event Dates:25 July to 2 August 2017

Application Deadline: 17:0030 June 2015

Interview: 11 July at Gilwell Park

Contents

  1. Introduction1
  2. Moot Information2
  3. Roles Information3
  4. Timetable of Key Dates7

Appendix: Application Form

A. Introduction

The World Scout Moot is a World Organization of Scout Movements (WoSM) event for young people aged between 18 and 25. The event will take place in Iceland between the 25th July and 2nd August. We are looking to appoint a Contingent Management Team (CMT).

The CMT will be a small team lead by the Moot UK Contingent Leaderwhowith support and guidance from the International Commissioner and the Events and Contingents Team will deliver this life changing experience for young people from all parts of the country.

The CMT responsibilities will include:

  • Developing the concept for the UK Contingent’s Moot Experience.
  • Developing an event budget to be approved by UK HQ (and work within budget for the project).
  • Developing a project plan and working to this.
  • Working in partnership with UK HQ staff to plan, deliver and review the event.
  • Managing and reporting their specific work packages for the project.

Individual CMT members will take responsibility for key areas as follows:

  1. Communications (including media and marketing)
  2. Travel and Operations
  3. Contingent Support
  4. Change Agent

Many other smaller areas of work will also be allocated to individual CMT members.

This application pack is designed to provide information about the event and the CMT roles. Applications close at 17:00 30 June.

Interviews will take place 11 July at Gilwell Park.

If you have any questions about this role, please contact Emma Townson on 02084337100 or email .

B. Moot Information

The Moot 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:

The Moot program starts with an opening ceremony in the capital city of Reykjavík in the morning of 25th July. The next day the participantswill be transported to one of the tencampswhere they will spend the next four days. The camps will be in different locations along the southern coast of Iceland, with each location offering different program elements. The participants will decide their own Moot experience by signing up for the activitiesof their choice during registration, and that information will be used to form patrols and choose the relevant camp. This part of the Moot is calledThe Journey.

On Saturday, 29th of July, all the participantswill go to the Úlfljótsvatn Scout Centre for the third part of the Moot, which is calledAlthingi.The program at Althingi will include outdoor activities, workshops, roundtable discussions, challenges, campfires, diverse cultural activities and basically having a great time together.The Closing Ceremony of the15th World Scout Moot2017 will be in the afternoon of August 2nd.

In addition, the UK contingent may hold brief pre and post events, however the total time commitment will not exceed the twoweek period of Saturday 22 July to Saturday 5 August.

  • There Moot has are three main themes:
  • Motion and adventure
  • Community involvement
  • Nature and environment

Moot 2017 will be the fifteenth Moot, with the last being held in Canada in 2013. About five thousand young people are expected to attend from across the world and this will be the biggest WoSM international event of the year.

For participants, the UK Contingent will support the organisers theme of Change (Changer in French) through our own theme of being a ‘Changer’. Changers will be what the participants of the Contingent will become. Throughout their planning, fundraising and raising awareness, the Contingent members will be Changers; changing people’s perceptions of Scouting, changing their local communities and changing not only their own lives but also those of other participants through the experiences of the Moot.

C. Roles Information

The organisers are very keen that this should be a younger adult experience with a preference for International Service Team (IST) members to be under 30. They are also, uniquely, offering Contingent Membership Team (CMT) members the opportunity to take part in the programme when not carrying out other duties, which will also suit people closer to the participant age range. In addition, The Scout Association is keen to develop the pool of young adults taking upnational leadership and roles. This is a great opportunity which could be a launch pad for you to lead future UK international events or world Jamboree contingents for example.

We are recruiting a CMT to reflect this vision, please see role descriptions below.We are looking for people who have some experience of managing and leading and have skills outlined in the role description. We will also accept applications from people who are willing to use this opportunity to learn and develop theseskills with the support and coaching available. We strongly welcome applications from the widest range of people and backgrounds.

The role of eachCMT member is detailed below.

Summary of roles

  • Title:CMT member for the Moot UK Contingent
  • Duration:July2015 – January 2018
  • Reporting to:UK Contingent Leader, Moot 2017

Time commitment

The time commitment is fairly flexible, a few hours per week, with a view to this increasing in the weeks leading up to the event. You will need to be available to attend the event, Saturday 22 July to Saturday 5 August, one to two briefing events in the UK to attend and approximately two to three face to face meetings and a number of virtual meeting. Where possible technology will utilised such as Skype, conference lines and emails.

Individual role information

CMT – Communications

The Moot Contingent will be made up a maximum of 606 individuals. Whilst some may know each other through friendship groups or Network membership, the majority of these participants and IST will not know each other. The essence of this role is twofold: to drive internal communications to keep the contingent informed and motivated to participate as widely as possible and to keep external audiences such as the movement at large and the general public informed about the Moot ensuring maximum participation for the UK Contingent.

Duties will include:

Recruit a sub team of contingent members to support you in this work. Work closely with TSA Marcomms, Digital, Brand and Design teams to create a UK Contingent brand ensuring it complies with TSA’s policy, write the communications strategy and plan, coordinate bulletins and mailings and managing social media and a website. This role involves looking for exciting and innovative ways to get people to sign up and maintain engagement throughout the lifetime of the project.

As an individual you will have a high level of technical knowledge of social media and web based communication, the ability to communicate effectively with the 18-30 age range, the ability to lead a virtual based team to support you and the time and commitment to maintain the constant level of communication that social media demands.

CMT – Travel and Operations

Getting 606 individuals to Iceland and back will be a major challenge as will managing and keeping in touch with the Contingent, particularly when it disperses for four days to ten different sites across Iceland. There are two key objectives of this role: to get the Contingent to Iceland and back, both safely and economically and to organise the CMT to effectively manage the Contingent during the event. You will also be responsible for the setting up and management of the UK HQ area on event. The Moot organisers are offering a travel package which you will assess, but if it is unsuitable, this role may include recruiting and relationship management of a travel agent.

Duties will include:

Recruit a sub team of Contingent members to support you in this work. Support the travel tender exercise (if applicable) and manage logistical relationships with the selected company. Ensuring appropriate travel arrangements are made within budget. Preparing the Contingent and CMT operations plan and ‘In Touch’ process and risk assessment along with the Contingents Manager. Managing the UK Contingent HQ on site, including sourcing necessary supplies and materials. Work with the CMT member responsible for Contingent Support with the delivery of any pre or post Moot experience (potentially two half days).

As an individual you will be process driven, with a passion for data management, systems and organisation. Previous experience of managing a travel operator is not essential; however some experience of selecting and managing a sub-contractoror logistics experience is an advantage.

CMT – Contingent Support

Selecting the right people - participants and IST - to represent the Scout Association abroad is an important job, as ultimately they represent us all. We are also keen to select people who will fully engage with the event as a personal development experience and embody the theme Changer. Making sure they have a great experience, whilst staying safe and well is also a key part the CMT’s responsibilities and effectively managing when things go wrong. The essence of this role is twofold; to create and implement a selection process for participants and IST and to create the best possible experience and support for those involved throughout all stages of the project.

Duties will include:

Recruit a sub team of Contingent members to support you in this work. Create and support the selection process for participants and IST. Manage any briefing events for the Contingent. Manage the selection, design and production of any personal contingent kit working with the relevant teams at TSA and Scout Shops Ltd. Create the contingent safeguarding and welfare plan, working with the relevant team. Provide pastoral support where necessary. Work with the CMT member responsible for travel and operations with the delivery of any pre or post Moot experience (potentially two half days).

As an individual you will probably be a ‘people’ person with excellent communication skills, particularly with those in the 18-25 age range, and people management experience with an understanding and experience of safeguarding, health and welfare management and conflict resolution. You will also have the personal relationship skills to be the natural ‘go to’ person for those requiring help and support from Contingent members.

CMT - Change Agent

The UK theme of the Moot is Changer and we are keen to encourage members’ personal development by engaging them as actively as possible in the event and exploring how they will change themselves and contribute to changing others by taking part. This role will explore how we can engage both participants and IST in this way right from the selection process, through the creation of thematic interest groups, implementation during the event and in creating a legacy for those that have attended and the association at large. The essence of this role is thinking differently and creatively about how the participants and the association can maximise the benefit from taking part in this event.

Duties will include:

Assisting with the creation of the application form and selection process to demonstrate this principle in practice. Recommending to the CMT (and potentially The Scout Association) a plan to realise this vision. Delivering the plan in practice, including the creation and management of any systems, processes or people put in place to implement this approach. Monitoring and evaluating the process for the future benefit of the Scout Association including leading the final evaluation.

As an individual you will be a creative thinker able to think ‘outside the box’ but also have the practical skills to be able to promote, create and deliver systems and processes to put your creativity to the test and measure the outcomes. You will work closely with the CMT member responsible for Communications so some communications experience would be useful. The ability to motivate, engage and enthuse people in the 18-30 age range to commit to something new will be essential to this role. Some experience of change management would also be an asset but not essential.

Further Points to note

  • The Moot is a world event for the 18 – 25 age range.
  • The UK Scouting Contingent to the most recent Moot, in Canada in 2013 was 206 people in total. We aim to send a much larger Contingent to Iceland. We can take up to 500 participants and 100 IST plus CMT.
  • The organisers have expressed a preference for a majority of IST in the 25-30 year old age range who will have the opportunity to take part in the programme
  • CMT members will also have the opportunity to take part in the programme, particularly during the ‘journey’ phase
  • Early tasks for the CMT to consider:
  • How will we promote and market the UK Contingent to ensure maximum take up?
  • How do we implement the theme of ‘Changer’?
  • Do we include pre and post event options?

D. Timetable of Key Dates

Applicants for the Contingent Management Team roles should note the following dates and be available to attend the events marked with an asterisk (*)

  1. Closing Date for Applications: 17:00 30 June.Late applications will not be accepted.
  1. Interview: 11 July at Gilwell Park
  1. Moot 2017: 25 July to 2 August 2017*. Commitment no more than 22 July to 5 August

Appendix: Application Form

This form should be completed by 17:00 30 June. It should be returned to: posted to: UK Contingent Events, The Scout Association, Gilwell Park, Chingford, London E4 7QW.

If you have any questions about the position, please contact Emma Townson for an informal discussion on 02084337100.

Name
Email
Address
Telephone / Daytime / Evening / Mobile
Scout Membership number (if available)
Date of Birth
Group / District / County/Area/ Region
Applying for the role of:
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 details of your experience of working in a team and building relationships?
Please provide further information that will support your application?
Please provide a reference from a County Commissioner or equivalent supporting your application
Referee Name:
Referee Role:
Membership Number (if known):
Signature / Date

Please return the form by 17:00 30 June 2015 to or post to: UK Contingent Events, The Scout Association, Gilwell Park, Chingford, London, E4 7QW.

Please do not submit your application without a supporting reference.

Interviews will take place on 11 July 2015 at Gilwell Park.

Role-Pack-UKCMT-WSM-2017.v1.03Version Created: 14/05/2015