2019 Programme Variable Recommendations

Transcription

1 The Global Programme Hosting Plan is predominantly about hosting numbers. But, there are a few variables in addition to hosting numbers that are also important to coordinate. For Seminar Camp, Step Up and Village, the additional variable to consider is programme season. For Youth Meeting, there are three variables: age group, duration and programme season. From recent invitation request trends we learn that some programmes do not fill easily based on the above variables. For example, if we host programmes that National Associations (NAs) struggle to find participants for we risk ending up with unfilled programmes. And if we do not host programmes that would have filled easily, we do not meet the invitation demand. So to help us host programmes that will fill easier, this document provides recommendations for Seminar Camp, Step Up, Village, and particularly Youth Meeting. Ideally, each region considers these recommendations before or at the Regional Meeting and coordinate their offers before all NAs confirm their host offers on 1 June (for the following programme year). This will hopefully avoid (or reduce) the need to adjust and negotiate host offers after 1 June something that can be frustrating to host NAs and also delay Round 1. An effective way of reducing the number of adjustments and negotiations after 1 June is for the regions to consider these variables at their Regional Meetings (and before they submit their host offer confirmations by 1 June). The recommendations are based on current and past participation patterns. SEMINAR CAMP RECOMMENDATIONS: No more than 2 Seminar Camps in December-January globally. AMERICAS: 1 Seminar Camp in December-January ASIA-PACIFIC: 1 Seminar Camp in December-January STEP UP RECOMMENDATIONS: No more than 4 Step Ups in December-January globally. AMERICAS: 2 Step Ups in December-January. ASIA-PACIFIC: 1-2 Step Ups in December-January. VILLAGE RECOMMENDATIONS: No more than 5 Villages in December-January globally. AMERICAS: 2-3 Villages in December-January ASIA-PACIFIC: 1-2 Villages in December-January

2 YOUTH MEETING RECOMMENDATIONS: Americas: Because of travel distances, 15-day Youth Meetings in this region are more likely to be filled. The plan says 9 in this region but if there are more host offers, the + can be added.in this region (+1) (+1) AMERICAS TOTAL Asia-Pacific: Because of travel distances, 15-day Youth Meetings in this region are more likely to be filled. The plan says 5 in this region but if there are more host offers, the + can be added (+1) ASIA-PACIFIC TOTAL Europe, Middle-East and Africa: The plan says 32 but if there are more host offers, the + can be added (+1) (+2) 2 (+1) (+2) 1 4 (+2) 1 (+1) 2 (+2) EUROPE, MIDDLE-EAST and AFRICA TOTAL GLOBAL TOTAL It is generally easier to fill additional Youth Meetings in Europe, Middle-East and Africa There is a growing interest in Youth Meetings for the June-August programme season in Europe, Middle-East and Africa and Americas. It is generally difficult to fill programmes that begin in early to mid-june. We would like to encourage the March-April and December-January Youth Meeting to be 2 weeks long.

3 Supplementary information for Programme Variable Recommendations (source data based on 2018 Host and Participant Data Sheets) Please also refer to Programme Variable Recommendations : Programme dates Which programme season? Please refer to the programme Programme Variable Recommendations document for information on the number of programmes that can be filled in each programme season. June/July/August. The June-August programme season covers a long period, during which the availability to host and to participate varies greatly - sometimes even within the same NA. o A spread of programmes starting throughout July is preferred, as that is when most NAs are available to participate. o A limited number of programmes starting during the last week of June is manageable. Earlier is not recommended o A limited number of programmes starting in the first or second week of August (depending on programme length) is manageable. Later is not recommended December-January programme season. o Programmes should not start before 26 December.

4 General. o Even though some regions are able to participate during low demand dates, hosting to many programmes during low demand dates can be a reason for lack of regional balance in these programmes. o Where an NA hosts several of the same programme, try and offer a range of start dates. Age groups and programme durations Youth Meeting age groups. o Please refer to the programme Programme Variable Recommendations document, and aim to get the requested balance of ages groups in different seasons. o These recommendations are based on historical participation requests and gives us the best chance of being able to offer NAs the invitations that they have requested. o In 2018, offers varied quite widely from the requests: 2018 VARIANCE BETWEEN RECOMMENDED AND ACTUALS ok = offers matched requests Age and Region March April June July July July July August December January Americas over. (Requested 0) 1 under. (Requested 1) Ok. Ok. Americas Ok. 1 under. (Requested 1) 1 over. (Requested 1) Americas over. (Requested 0) Ok. Ok. Americas 19+ Asia-Pacific Ok. 1 under. (Requested 1) Asia-Pacific under. (Requested 1) Ok. 1 over. (Requested 0) Asia-Pacific over. (Requested 0) 1 over. (Requested 0) 1 under. (Requested 1) 1 over. (Requested 0) Asia-Pacific 19+ EMEA over. (Requested 2) Ok. Ok. 1 over. (Requested 2 or 3) 1 over. (Requested 2) EMEA over. (Requested 2) 2 under. (Requested 2) 2 over. (Requested 2 or 3) 2 under. (Requested 2) 1 over. (Requested 2) EMEA over. (Requested 1) 1 under. (Requested 1) Ok. 1 under. (Requested 2) 1 under. (Requested 3) EMEA under. (Requested 1) 1 over. (Requested 0) Total 11 over 2 under 2 over 2 under 4 over Youth Meeting 19+. The preferred duration is 15 days. Youth Meeting length. Generally, there is a preference to host 8-day Youth Meetings while at the same time request invitations to 15-day Youth Meetings. Youth Meeting hosts are asked to consider sending needs when making their offers. Step Up. An even balance within each region of Step Ups for age groups 14 and 15 is preferred, within each region. Seminar Camp age restrictions. Where due to government regulations an NA requests that an age restriction is put in place, it is strongly recommended that only 1 Seminar Camp per year is accepted with such a restriction. If there are other NAs with similar restrictions they would need to host in alternate years, or find suitable staff to allow 17 year olds to participate. The feedback from sending NAs has clearly indicated a negative impact of this restriction and problems finding suitable participants.

5 Changes to Programmes. Substantial programme date changes. In general, to limit the impact on sending NAs, try to keep date changes as small as possible. NAs that were invited to a programme based on the original dates may not be available for the new dates. It may also not be possible to find suitable reallocations for them o For 2018, some programme date changes were as big as 2 weeks, and 1 month. o Even with a small date change, if it changes from one month to another (e.g., from July to June) that can still have a negative impact on the sending NAs Changes that are treated as cancellations. In the following cases, the changes are considered equal to programme cancellations and the C-11 cancellation penalty structure will be applied: o Change of dates, where the programme season is changed. (e.g., from June-August, to December) o Change of age group. (e.g., from a Step Up for age group 14 to age group 15) o Change of duration. (e.g., from a 'long' to a short IPP, or a from an 8-day to a 15-day Youth Meeting) General. The host offers that are received on 1 June help decide what invitations the International Office can offer sending NAs in Round 1. The ability to offer suitable invitations depends on a number of factors (including programme season, dates, programme duration, age group, overall host availability, and overall invitation requests). Even if the ambition is to meet and accommodate as many requests as possible, that is often not possible. For example, it will depend on: o the number of programmes offered with the relevant dates / ages /regions o the number of other NAs requesting places with those same dates / ages / regions o the number of invitations an NA has earned through the Hospitality Points Formula. o the need for balance of NAs taking part in a programme.