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 and
dissemination). 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 project’s 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

I. Project Identity

Project 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:
II. Preparation Phase
Describe the project’s 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 & Workshop

Leaders/Trainers, Task Division and Monitoring Progress
[Preparation Only]

B. The Theme of the Event (where applicable)

C. Programme Planning (Plan of Everyday Activities)

D. Finances (Fees & Costs) and Fundraising

E. Visibility (Project Promotion & Promotion of EGEA)

F. Project Venue (Location, Accommodation, Facilities, Food)
III. Implementation Phase
Describe the project’s 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 & Workshop

Leaders/Trainers, Task Division and Monitoring Progress
[Implementation Only]

B. Communication with Participants & Feedback

C. Finances [Implementation Only]

D. Transportation & Logistics

E. Icebreakers – Energizers - Trainings

F. Workshops – Workshop Excursions – Results Presentation

G. Lectures – Plenary Discussions – Small seminars

H. Plenary Excursions & Leisure Activities

I. Parties & Beer Drinking Contest

J. Attendees Welcoming & Registration

K. Opening Ceremony

L. Cultural Fair & National Tables

M. National Night (Hosting Country)

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

O. Closing Ceremony
IV. Evaluation & Exploitation Phase
Describe the project’s 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)

C. Exploitation of Results