CYE Summer Camps have been a major event for several years. Here you will find tips for future candidates who are interested in hosting this summer event.

Contents

Team

  • Try to have a large team, the more the merrier
  • Ask for help from people you really trust
  • Split the different work areas between the members of the team
  • Communicate with the team members (ask, suggest, discuss, updates…)

Planning

  • Dates, make a Schedule – keep in mind the times when you want to do the different things (open/close the registration, mailing, team meetings, updates…)
  • Try to have a balanced options of activities. Mix culture, nature, sports, party and also some free time
  • Keep in mind the cost of the activities so that you are not out of Budget
  • Keep in mind the planned schedule, you may need to go to the different places
  • Get involved in the activities during the camp (not just organising)

Sponsors

  • Create a official letter or a document explaining your project and all what it is all about. Then you can change things depending on who is going to read that letter
  • Ask your association for help with local brands and producers than usually work with them
  • Ask CYE for the list of sponsorships
  • Ask everyone for special fees or discounts (ex. Group prices, free entrance for organisers…)
  • Offer them things they can value (promotion, photos…)

Media Campaign

  • Create a Facebook Page for the event to keep people updated and excited about it
  • Create an email account for the camp to send any emails to all participants
  • If you can, a website is always a good idea

Participants

  • Pick 3-4 participants per country, those countries with more applicants should be randomized
  • Ask the participants for medical conditions they might have and other food requirements apart of coeliac disease
  • Remind them to bring their identity documents and European health card
  • Keep in touch with them during the months prior to the camp by sending useful information about the event (participants list, packaging list, agenda…)
  • Explain the importance of following the schedule and to respect timings

Meals

  • Try to have a menu for the week
  • Try to organise a meal out from the accommodation
  • Traditional food
  • Give participants fruit and snacks during the day
  • Give participants WATER everyday

Helpful Tips

  • Plan ahead
  • Good budgeting
  • Keep list of participants handy
  • Communicate, both with your team and participants
  • Create Team Activities
  • Ask for feedback
  • Do not take anyone for granted
  • Do not panic when things go wrong (ex. cancelled event, strike in a place you’re visiting…)
  • Do not oversleep or get drunk
  • HAVE FUN

The CYE Board or organisers of previous Summer Camps are always willing to help so do not hesitate to contact them.