Organization of External Training Courses

Fundamentals

External Training Courses

An Operating Authority may wish to organize a weekend Leaders or Management Course or Operators Conference to be held by trainers from the Award Association. In this case the Operating Authority is responsible for the logistics and costs of this External Training Course with the exception of the registration fee.

External courses therefore differ from those held in the Alte Bahnmeisterei only in that an Operating Authority is fully responsible for the local organization. Everything else stays the same, including duration, schedule, participant administration, management and the basic openness to participants of other Operating Authorities.

Since the opening of the Alte Bahnmeisterei the proportion of external courses has declined from 100 percent to about 25 percent, but with the expansion of the Award it will probably rise again. As the learning curve for the first run is pretty steep, a course application makes only sense if – as part of a long-term cooperation – courses are planned to happen regularly.

Requirements

An Operating Authority can apply for a course to be held at their location if the following conditions are met:

1. Organizational and technical support can be ensured, including one person ultimately responsible

2. Coverage of room and board for the course trainers (travel costs are generally covered by the registration fee)

3. At least one trained member of the Operating Authority to serve as assistant trainer

4. At least six pre-registrations (for the leaders course at least four of these must be for adults).

Obligations during the course

1. Ensure availability of rooms, technology, materials as well as room and board for the trainers

2. Support for the training team

3. Copy or scan materials as necessary including work done by participants

4. Ensure transfers for trainers, meals, mini expedition and accommodation

5. Billing and collection of any course fees beyond the registration fee

Process

1. Application to the Award Association at least six months in advance with two possible dates that are “free” according to the online calendar

2. The Award Association determines the final date and incorporates it into the yearly plan

3. Four weeks prior to the course, the course trainer communicates with the Operating Authority about the support and equipment need as described in this chapter

4. At least two weeks prior to the course, the course trainer sends materials to be photocopied and communicates arrival and departure times to arrange pick-up.

Accommodation and meals

In addition to supplying suitable space and technology for the course the hosting Operating Authority is responsible for arranging meals and accommodation for participants and course trainers. The costs can be passed on to the participants.

Location

Ideally, training rooms, accommodation and meals should be provided within one venue, for example a youth education centre or hostel. Otherwise the training location and the accommodation should be reachable within 10 minutes by car. If meals cannot be arranged in the training location or the accommodation, the venue should be within a 10-minute walk from the training location.

Accommodation

1. Youth education centre or hostel: Generally, participants share rooms; the course trainers should have single rooms. If applicable, the Operating Authority will communicate to participants and the Award Office about necessary items such as sheets and towels.

2. Hotel or guesthouse: Participants can also be referred to a local hotel or guesthouse as independent guests. Reservation and payment of accommodation for course trainers must be arranged by the hosting Operating Authority.

Meals

The training location should include refreshments for coffee breaks. Meal times should be included in the course agenda.

General equipment and technology

Hosting Operating Authorities must ensure the following equipment and technology. Special requirements apply for the leaders course.

Rooms and technology

1. Classroom-sized room as the main training location; chairs arranged as horseshoe facing projection screen and flipchart

2. Ongoing access to computers and photocopier

3. Internet access and OHP with backup, flipchart and presentation supplies (see list below)

4. Projection surface (screen or white wall)

5. Two tables for materials

6. Two display boards

7. Functioning beamer and scanner for computer with Internet access

8. At least two other locations for group work or meetings

9. Space for teambuilding games in close proximity

Materials

1. Dot stickers in at least four colours

2. Flipchart paper

3. Index cards (A6)

4. Moderation cards in different colours and shapes

5. OHP transparencies

6. Roll of packaging paper

7. Folders or “Heftstreifen” for each participant

8. Writing pads

Presentation supplies

The following items can be part of a presentation case or supplied separately.

1. Paper clips

2. Masking tape

3. Blu-tack

4. Glue stick

5. Packaging string

6. Pins

7. Ruler

8. Hole punch

9. Eraser

10. Scissors

11. Sharpener

12. Pencils

13. Colour pencils

14. OHP markers, at least 5 sets of four colours

15. Pens

16. Flipchart markers

17. Highlighters.

Special requirements fort the Leaders Course

Environment

1. Expedition area as appropriate for a bronze level expedition

2. Possibility for several groups to be on expedition simultaneously

3. Expedition area reachable within 15 minutes by car.

Equipment for the Learning Stations and the Mini Expedition

1. 3 first-aid packs (group size)

2. Tarp

3. 2-3 person tent

4. Small shovel

5. 3 Trangia alcohol stoves

6. 3 proper fuel bottles (filled)

7. 3 packs of matches

8. 5 topographical maps of the expedition area 1:25 000

9. 5 topographical maps of the expedition area 1:50 000

10. 10 map cases

11. 6 compasses.

Food

Food for participants, supervisors, assessors and course trainers during the expedition (details to be agreed with the trainer in advance)