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Youth Events

Youth Events play a central role in our work at the Stewards' Trust.

Over the years we have seen a number of young people take the journey from attendee to helper to camp host. For many, these events are a lifeline when in it comes to forming a deeper relationship with Jesus and with friends

The Stewards’ Trust has a vision of ‘disciples making disciples who transform the world’. How will this play out in your event? What would you particularly like to see God do? What has God given you a heart for? Starting with vision is really important and a great way for you and your co-host to set your event up to win.

The Stewards' Trust will
  • communicate, elaborate and explain our vision for ‘disciples making disciples who transform the world
  • provide exercise to help hosts set their vision for the event
Hosts will...
  • pray and listen to God to discern his heart and plan for their event
  • present vision to volunteers

Good communication is key to the smooth running of any event. Making sure you have communicated clearly and concisely will ensure each stakeholder is well informed and keep them connected to the plans and vision for the event.

The Stewards' Trust will
  • commit to supporting Youth Events hosts throughout the event planning process and during the camp
  • gather hosts prior to the event up to three times and meet for post event debrief
  • develop efficient methods to support administration of events
  • communicate with all helpers regarding planning day
Hosts will...
  • attend hosts meetings
  • liaise with Head of Youth events on how event is developing i.e. recruitment of team, budget, resources etc
  • communicate directly with helpers attending their event
  • compile and send data post event as necessary, including submitting expenditure and forwarding any address list
  • complete an event report post event and submit to Head of Youth Events
Resources

‘Someone’s sitting in the shade today because someone planted a tree a long time ago’

Warren Buffett

Planning ahead will benefit not only you but your helpers and guests as well. The time you spend investing in good planning will help prepare you and your team to be ready for every eventuality.

The Stewards' Trust will
  • provide central support in talking through possible programmes & timelines to aid planning
  • maintain a library of previous timetables from events
  • provide resources where needed i.e PA system, sports equipment, feedback forms
  • communicate timetables from venues in order to aid planning timetables
  • provide planning day information and resources
Hosts will...
  • devise a planning schedule for their event
  • prayerfully put together a programme of activities for all, identify precise timings for these and work out how this fits in with the timings provided by the venue
  • ensure you listen to speakers talk prior to presenting it to the team and provide appropriate feedback
  • put together a detailed document for all helpers ensuring roles are clearly defined
Resources

Creating and maintaining a great relationship with the place where your event takes place will ease running of youth events in the long run as you become familiar with staff, the venue and local area.

The Stewards' Trust will
  • manage any contractual relationship with a venue and develop and maintain a good relationship with the venue manager or equivalent
  • hold legal responsibility for that contract centrally including any financial liability.
  • liaise with hosts regarding activities and schedule for their camp
  • visit site if necessary
  • conduct a site risk assessment for all venues (see Health & Safety)
Hosts will...
  • build a good relationship with the venue manager and other venue staff
  • honour and value the venue as a positive witness and to encourage ongoing links
  • liaise with the venue regarding final numbers and supply any additional information such as dietary requirements, medical conditions etc

Managing income and expenditure will help your event run efficiently and effectively. With the use of a budget spreadsheet, you will be able to track how your finances throughout the planning process.

The Stewards' Trust will
  • manage budget and communicate with hosts their budget for the event
Hosts will...
  • keep a record of spending by inputting into budget spreadsheet
  • keep receipts of any spend and give to member of ST team
Resources

Youth Events run because of our phenomenal helpers who join us year after year. Supporting your team in their roles before, during and after the event helps to strengthen these relationships. We are committed to encouraging and equipping leaders through their time on our Youth Events.

Safe recruitment of helpers is a priority at the Stewards’ Trust and all team will need to complete a helpers declaration, provide two referees and be subject to an enhanced DBS check.

The Stewards' Trust will
  • identify hosts for each event and clearly communicate their role
  • provide administrative support to respond to queries and booking requests
  • support hosts in recruiting helpers by providing suggestions. Head of Youth Events will help hosts get the required number of helpers
  • manage the screening process to ensure all volunteers are suitable to work with children and young people
  • provide a member of youth team on each event
  • maintain a list of those who have volunteered on events previously and send invitations to the Trust family to consider investing in this way
  • ensuring Safeguarding is a priority for this group by running a Safeguarding session at planning day
Hosts will...
  • recruit helpers and ensure they have the relevant sign up link
  • communicate the necessity of attending planning day to all helpers
  • identify one member of the host team as the Designated Safeguarding Host (DSH) (if not provided by ST)
  • look after helpers both practically and spiritually through communication and support before, during and after the event.
  • ensure Safeguarding is a priority especially for those who haven’t attended planning day
Resources

Keeping everyone safe is a huge priority. This includes preventing harm from occurring on the event as well as knowing how to deal with reports of harm which are shared during it. Our Safeguarding Policy must be followed at all events. Our safeguarding responsibility now extends to all ages: to children and young people as well as adults who are, or could be, at risk of harm. This could be because of mental, physical or emotional incapacity or fragility.

The Stewards' Trust will
  • maintain a clear and up to date policy
  • provide a framework and support
  • provide and/or pay for training where necessary
  • ensure advice is readily available, before, during and after an event
  • provide Safeguarding session at planning day
  • organise and administer a robust and thorough system for screening volunteers
  • provide resources to help teams think through safeguarding on their event – our ‘Safe in your hands’ leaflet and a training video on key priorities for youth and family events.
  • provide a hotline number to the Designated Safeguarding Officer (DSO) or Deputy DSO for any queries or concerns which arise on an event
  • deal with any safeguarding matters which need to be followed up after the event is over
Hosts will...
  • prioritise Safeguarding on the event
  • read and follow our Safeguarding Policy
  • identify a Designated Safeguarding Host (DSH) to take responsibility for safeguarding throughout the event and informing the DSO who it is
  • work with the DSH to ensure all volunteers are identified early and passed to our Safeguarding Administrator for screening
  • support the DSH in the delivery of their duties e.g. ensuring good ratios of adults to children in groups
  • DSH reports any safeguarding incidents directly using the online form
  • ensure anyone not at planning day receives relevant safeguarding training
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