Organisers Call for Italian - powered by - European Youth Parliament
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Call for Italian Organisers powered by
Index The Call Page 4 The Session Page 6 The Organising Team Page 9 The roles Page 11 Questions Page 15 Contacts Page 17
Between April and May 2020, EYP Italy will be organising the 92nd International
Session of the European Youth Parliament, in Milan. This will be first IS in Italy after
15 years (Bari 2005) and will come back to Milan after 1995. Around 300 participants will
gather for 10 days to discuss topics under the theme “Circular sustainability: rethinking
today for shaping tomorrow”.
The organizing team is currently made up of the three Head Organisers Gloria Maria
Cavalieri, Elena Marro and Katerina Mucci, and the six Core Organisers Filippo Cretti,
Filippo Bertolini, Gaia Palma, Daniele Timpano, Elisa Cappa Bava and Giorgia Di Bello.
We are extremely excited to now share the first call and application form for Italian
organisers. We are now looking for as many enthusiast and experienced
Italian organisers as possible, and after this call we will proceed with a second round
in order to select international organisers as well.
The selection will be done by the Head Organisers and the Core Organisers.
The Session dates for organisers will be 11 days between the end of April and the start
of May 2020. We are also planning on having an Organisers Weekend around the end
of September 2019 and a Chairs Media Orga (CMO) Training during the first half of
December 2019; your presence at these events is strongly encouraged.
You can find the call on the Members’ Platform/on a Google Form following this link:
https://forms.gle/RzygcDvCicB5rdCW6
Take some time to read our vision for the session, the role you can play, and fill out the
questions in a way that truly reflects who you are.
The deadline for sending the application is Sunday 28th of April 2019.
The
Call
“Circular sustainability: rethinking today
for shaping tomorrow”
The Topic The City
The 92nd International Session Milan, the capital of Milano province and
aims at fostering in-depth of the region of Lombardy, is situated
discussions on the omni northern Italy. It is the leading financial
comprehensive concept of centre and the most prosperous
sustainability, proposing itself as manufacturing and commercial city of
an open youth platform to share Italy. Milan also sits on the main route
ideas, thoughts and best practices connecting Italy to the rest of Europe.
for a sustainable futurethrough The city is easily and cheaply reachable
the activation of an international by any transport mean, and public
network. transportation is broad, affordable and
More than 300 young people precise.
from all over Europe will have the The city is characterised by an
opportunity to confront themselves international and open minded
first hand with the urgent environment that will positively
challenge of sustainability intended welcome the Session on the level of its
in its most global meaning. The people, but also by its institutions and
issues dealt with will touch more sponsors. We have already had proof
areas of interest that can be of the approachability of the social
clustered in three areas: social, and economic fabric during the pre
economic and environmental. session work for NSC Milano 2018, NSC
Milano 2019 and RS Milano 2019, that
has answered with enthusiasm and full
support.
The
Session
The focus
Our mission is to create a strong impact on all participants making sure that the
theme of the Session is present in every organisational, academic and social element
of the event.
This is why we will be focusing our struggles on two main points:
• the implementation of the session theme;
• the pervasion of activism and the feeling of ownership.
Being sustainability and active citizenship the main focuses of the event, we aim to
both let the participants feel the the Session is truly sustainable and every person who
took part to it will become a different and more active citizen.
Often Sessions have a theme, but, sometimes, it is hardly internalized and carried
on during and after the event. In Milan 2020 we aim to shape every activity in such a
way that the theme is always remembered: a sort of fil rouge which bonds together
everything we do through a methodologically meaningful, organic plan.
On the other hand, we want the youngsters to feel they can have a real impact on
society; we aim at this non only by encouraging them, but also by giving examples,
opportunities and contacts to make them approach the world of activism.
This could be achieved by giving a strong print to every second of the Session, in such
a way that the themes are not only theoretical, but doubtlessly implemented, keeping
on the idea of active citizenship beyond the Session.
The
Organising
TeamThe team vision Who are we looking for
Since we took on this project we’ve For the organising team, we are now
started making big plans for the looking to find the right individuals that
International Session. Fundamentally, will carry the project with us being the
we want the session to be an exceptional minds and the hands behind every single
experience for all officials, from which detail of the session. You shouldn’t need
everyone can take home a bucket of new particular special skills to join us, but as our
memories to relive for months to come ideal candidate, we want you if you:
and a broad smile on their face. • are motivated to make Milano 2020 the
best session it can be;
We have translated this into a focus on: • are eager to deliver high quality work in
• inclusion in all aspects; every respect;
• a united officials team; • have a real passion for EYP and the
• high organisational standards. project, as well as the value it delivers to
all participants;
In terms of the organising team we have • play well with others;
also established a number of goals for our • are able to commit to this project for the
structure, working methods and style. next 12 months.
The team functioning will be effective, Note that age, skills and experience are not
and focused on the goal of an amazing part of this list. If you bring the mindset,
session. energy and work ethic, we will provide
you with the tools and frameworks needed
Our aim is to be open and candid within to succeed as an organiser! At the same
the team, while holding ourselves to high time, EYP experience and in particular
quality standards. This means working organising experience will help you
on being comfortable together, and succeed as organiser, but we are conscious
everyone in the team feels free to openly that it’s not just this.
share their different thoughts and ideas. On the other hand, one requirement is
In addition, despite a structure that that you are able to participate in the
incorporates core team members leading Organisers Weekend (end of September)
smaller teams, everyone will treat and the CMO Training (first half of
each other as equals. This opens the December).
opportunity even to very experienced The organisers will be expected to devote
EYPers to embark on this journey being 7-15 hours a week to their respective
sure that their position will never be of roles which will include fortnightly team
inferiority, but that their presence will be meetings as well as working in smaller
a strong and valued asset for the session. teams. This will not be a nine to five job
The structure of the departments will and some weeks will be busier than the
not be the basis of you involvement others you will be expected to prioritise
in the organisation because we are and take full responsibility for your role. An
planning on giving ownership of a part ideal candidate will also actively contribute
of the session to each organiser that is to strategic decision making, will be able
interested in carrying out the details and to work independently and take on a
the organisation of a specific part. leadership role.
Please note that the department you will
be working in before the session does
not define your role during the IS itself,
for which we will be making sure that
everyone works in different areas and has
different tasks.
Lastly, we aim to create an organisers
team that is not only effective at
producing a good session, but one that
has fun too. Look forward to a light
atmosphere, ample social events and a
good work-fun-life balance.
The rolesThe application will give you the • Keeping track of the budget and of PR & Communications - Daniele • Calculating transfers
opportunity to express your preference the expenditures Timpano • Securing transports
for one of the departments, led by • CMO Training organisation
the Core Organisers. Please note that Description: this department will have Tasks:
the preference is not binding for the one big goal, convincing people of the • IT & Design: managing all visual Description: The Venues & Logistics
selection and that the department will goodness of our project. There is a whole aspects of the session, devising department is in charge of defining
be confirmed to you at the moment of range of firms and corporations that layouts, layouts documents and and tailoring the environment where
the selection; this means that we will will be contacted in order to gather all booklets, the design of FB posts and delegates and officials will live their IS
try to collocate you in the favourite area, the necessary funds for the Session. all public announcements experience. From cozy hotels and fancy
but we will need to adjust considering Main activities will involve, email writing, • Promotion of the event on social GA venues to transportation and night
other applicants. Also note that the networking and Phone calls. media channels events, the V&L department will take care
department you will be working in before Skills: A perfect fundraiser should be • External communication with the of the logistical aspect of the session.
the session does not define your role a great communicator, good with press: securing external media
during the IS itself. interpersonal relationship and with the outlets, reaching out newspapers, TV Skills: Hard work and team spirit are the
desire to learn to be a perfect salesperson; channels, radios and magazines two qualities I am most prominently
We are looking for 2/4 organisers for the organizer for this portfolio really need • Press releases looking for. Besides, pragmatism,
each of the following departments: to be persuasive and able to develop • Press clippings: going through all flexibility and a problem-solving attitude
strategic thinking. Last but not least our publications and cutting out the are encouraged for this role. Knowing the
Grants, Welfare and participants department will cover all the financial articles for both papery and online city is preferable, but not necessary!
support - Filippo Cretti prospects and documents the Session outlets
will need so a basic knowledge of Excel is Catering & Utilities - Giorgia Di Bello
Tasks: welcome. Description: As part of this department,
• Delegates Wellbeing and Support you will commit yourself at making Tasks:
• Officials’ Teams Wellbeing and the session unforgettable for all the • Catering: granting session with food
Support Institutions and guests - Gaia Palma participants, while ensuring the public and beverages
• Insurance for the event exposure of such an ambitious project. • Organising Committee Dinners and
• Hospital and emergency Tasks: On the one hand, you will be involved Delegation Dinners
• Special needs (including religious) and • Experts and Guests: inviting and in the production of booklets for • Materials: supplying session with all
inclusion communicating with committee sponsors, participants and institutions. necessary equipment and materials,
• Grants: applying for grants by experts, inviting and communicating On the other hand, you will deal with stationery, printing
foundations and institutions with all invited guests the management of our social network • Welcome bags and merchandise
• Patronages: drafting letters and profiles and website, making sure • Sponsoring in kind
Description: This department has two reaching out potential patrons, staying that every sponsor and stakeholder is
main tasks: Grants and Participants’ in touch with them, follow up included in the pre-session and post- Description:The department is structured
support. For the first phase of the • Embassies: contacting embassies for session output. Moreover you will need around two main branches.
Session Preparation, the main activity funding, support and institutional to reach out newspapers, TV Channels Taking into consideration the length of
will be writing grants and planning the presence and magazines to carry out multiple the event, the catering should be able to
support, meaning giving to everyone the • Defining and organising the Teachers’ press releases. Last but not least, you will offer variety to its participants. Catering
possibility to enjoy the session the most Programme cooperate with the other departments mainly concerns food and beverages and
and the wellbeing, namely preserve the making sure that each and every how to implement the session’s vision on
psychological and physical health of the Description: As part of this department, core organiser is provided with the a daily basis: from planning the meals to
participants during the Session, plan that you will be involved in contacting communication materials needed for the contacting the caterings, from arranging
will be put in action in the event itself. potential institutions and guests, fulfilment of their tasks. the coffee breaks to finding in-kind
inviting them to ISMI 2020 as experts, sponsors.
Skills: Skills which are extremely patronages or guests. Our goal is to Skills: The ideal organiser for this Concerning Utilities, from the arrival till
important for the multifaceted work involve personalities who are connected department is a well-organised, the departure, the department should
are: a good level of formal written to the general theme of the session, thus cooperative and hard-working individual. be able to offer the needed materials,
English for grants applications, the raising the academic quality of the event, While being creative and passionate, the offered gadgets and the long lasting
main activity of pre-session work, any as well as to make the session more the organiser needs to know the basics memories.
progress experience in this field is appealing for potential sponsors and of Media and Communication, involving
highly valued. The ability to be both media partners. softwares such as Illustrator, InDesign, Skills: The ideal organiser for this
lucid and emotionally comprehensive, Last but not least, the department Photoshop, Premiere and Lightroom. department should be able to merge
fundamental for ensuring the wellbeing is in charge of defining the teachers’ Advanced knowledge of all these is not his/her previous experience within the
and for giving the right support to the programme, with the aim of ensuring a essential, but the willingness to learn, network with his/her innovative ideas.
participants; finally, creativity, since constructive and enjoyable experience for try and strengthen his or her skills is a The person should also be motivated,
Wellbeing is a new and flexible cluster in all participants. fundamental requisite. passionate and eager to work both on
International Sessions. his/her own, when needed (e.g calling,
Skills: The ideal organiser for this emailing..), and with the team. Being able
Finances & Fundraising - Filippo department is passionate about the Venues and Logistics - Elisa Cappa Bava to think outside the given perspective is a
Bertolini session’s theme, has good writing skills fundamental tool in order to implement
- formal style will be required for most Tasks: the session’s vision in the everyday life, in
Tasks: contacts, knows EYP and is able to • Granting session with must venues for order to offer a 360 degree experience of
• Public fundraising represent the association in an adequate all events and program elements Milano 2020 to its participants.
• Private fundraising manner, has creative ideas to implement • Searching and confirming venues
• Contacts with sponsors and follow up in the session’s programme.Questions
Here you can find a preview of the
questions you will be asked to answer
Contacts
in order to participate in the selection.
Please remember that you do not have Department-specific questions
to send your application via email,
but you can find the application form 1. Select the department(s) you would
following this link: https://forms.gle/ like to work in. Please note that the
RzygcDvCicB5rdCW6 preference is not binding for the
selection and that the department
The deadline for sending the application will be confirmed to you at the
is Sunday 28th April 2019 moment of the selection.
2. Why do you think you are the right
person to work in the selected
Personal Details department(s)? (max 200 words)
3. If you want further elaborate
• Name and Surname your preference for a specific
• Date of birth department(s) you can answer the
• Gender corresponding question(s) (please
• Nationality note that the following questions are In case you have any question or doubts you can
• National Committee not mandatory): contact us emailing:
• Session History • Grants, Welfare and participants milano20@is.eypitaly.org
• Spoken languages support: A delegate is having an
emotional breakdown the morning of Filippo Bertolini
the General Assembly, due to stress
General questions and little sleep. What would you do Fundraising, Finances and Event Coordinator
and/or say to make him/her recover in finance@is.eypitaly.org
1. Please put the names and contact time for the first debate? (max 150)
details of no more than 2 references • Finances & Fundraising: You are Gaia Palma
that we can contact. together with a world class CEO Public Relations and Event Coordinator
2. What motivates you to become a part at a cocktail party, how would you
of this session? (max 250 words) introduce yourself in the shortest time guests@is.eypitaly.org
3. Why should we pick you as possible? (Be memorable) (max 150)
organiser?(max 250 words) • Institutions and guests: If you could Filippo Cretti
4. Please detail your availability for the choose anyone as a guest for the Welfare, Grants and Event Coordinator
next 12 months. Include studies (which session, who would that be and why? welfare@is.eypitaly.org
phase/year are you in, what do you What activities would they be involved
study), jobs & internships, significant in? (max 150)
holidays, summer school, et cetera. In • PR & Communications: Think of the Giorgia Di Bello
particular, detail your availability for movie that most influenced and/or Catering, Utilities and Event Coordinator
the last two weeks of April and the surprised you in your life, then think utilities@is.eypitaly.org
first two weeks of May 2020.* of an EYP Session. How would you
make sure that the media output
contributes to making the session Elisa Cappa Bava
unforgettable? (max 150) Venues, Logistics and Event Coordinator
• Venues and Logistics: Around 320 logistics@is.eypitaly.org
people will participate in the event.
What challenges could such number Daniele Timpano
pose and what strategy would you
adopt to overcome them? (max 150) PR and Communication
• Catering & Utilities: Environmental media@is.eypitaly.org
sustainability is one of the three main
clusters and a key point to take into
consideration for the department.
Please describe how you would
envision the execution of a ‘Wasteless
Wednesday’, during Milano 2020. (max
150)You can also read
