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Good Practices

in Organizing Activities

The purpose of collecting Good Practices is to bring together any lessons

learned during various EGEA activities that can be usefully applied to

future projects. Lessons learned should ideally be captured at the end

of each phase of the project (planning, implementation, evaluation anddissemination). At a minimum, a note should be made of any good or

bad points that arise during the life of an EGEA project.

The data shared here should be applicable to various different contexts,

therefore, try to describe the projects environment, state the issues and

problems you identified, describe the method(s) you followed to resolve

them and the solutions given. It would also be valuable to provide

possible scenarios for future organizers in the form of recommendations.

All input will be reviewed by the EGEA Activities & Events Committee

on its quality and will be combined into a Good Practices Report.

Individual project information will be kept confidential and good/bad

practices will be presented anonymously. At the start of a new EGEA

project, previous Lessons Learned should be considered on how they

could be applied to the project.

For any questions, contact us on:

Activities & Events Committee

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I. Project IdentityProject Name:

Project Size

Participants:

Organizers:

Supporting Staff:

Workshop Leaders/Trainers:

Project Type

Congress:

Small-scale event:

Exchange:

Organizational Meeting:

Project Contact Info

Contact Person:

E-mail:

Instant Message (Skype, MSN, Yahoo!):

Project Website:

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II. Preparation PhaseDescribe the projects environment, state the issues and problems you identified,

describe the method(s) you followed to resolve them and the solutions given. It would

also be valuable to provide possible scenarios for future organizers in the form of

recommendations. Expand the provided space accordingly.

A.Managing the Team of Organizers & WorkshopLeaders/Trainers, Task Division and Monitoring Progress

[Preparation Only]

B.The Theme of the Event (where applicable)

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C.Programme Planning (Plan of Everyday Activities)

D.Finances (Fees & Costs) and Fundraising

E.Visibility (Project Promotion & Promotion of EGEA)

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F.Project Venue (Location, Accommodation, Facilities, Food)

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III.Implementation PhaseDescribe the projects environment, state the issues and problems you identified,

describe the method(s) you followed to resolve them and the solutions given. It would

also be valuable to provide possible scenarios for future organizers in the form of

recommendations. Expand the provided space accordingly.

A.Managing the Team of Organizers & WorkshopLeaders/Trainers, Task Division and Monitoring Progress

[Implementation Only]

B.Communication with Participants & Feedback

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C.Finances [Implementation Only]

D.Transportation & Logistics

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E.Icebreakers Energizers - Trainings

F.Workshops Workshop Excursions Results Presentation

G.Lectures Plenary Discussions Small seminars

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H.Plenary Excursions & Leisure Activities

I. Parties & Beer Drinking Contest

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J.Attendees Welcoming & Registration

K.Opening Ceremony

L.Cultural Fair & National Tables

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M. National Night (Hosting Country)

N.Organizational Meeting(GA/Regional/Committee/BoE/CP)

O.Closing Ceremony

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IV.Evaluation & Exploitation PhaseDescribe the projects environment, state the issues and problems you identified,

describe the method(s) you followed to resolve them and the solutions given. It would

also be valuable to provide possible scenarios for future organizers in the form of

recommendations. Expand the provided space accordingly.

A.Event Evaluation (Pre-, During, Post-)

B.Dissemination of Results (in/outside EGEA)

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C.Exploitation of Results