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Training

Project Management / Seminar Planning

I NSTRUCTIONS FOR  THE TRAINER 

Number of participants: 11 - 25

Duration: 3 - 4 hours (depending on evaluation)

Material needed: IFP Brochure

Text Markers, Pens

Problem Cards (to be filled in by trainer during the game)

Cards (to be filled in by the teams during evaluation, and to be put on chronological table)

Team Labels

Materials for the teams (6 copies each): "Your Task", Task definition for teams, evaluation

Chronological Table (big, at least 2 flip chart papers)

Flip Chart papers for evaluation:

- motivation diagram

- table: motivation killers/ boosters

- team chart

- Table: problems/ solutions

l f th H d f OC

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role of the Head of OC

In order to do your job properly, you will need information from the other teams, and will have to

forward information to other teams or to the head of OC. For this purpose, you can go over to other 

teams/ head of OC and ask/ tell. But only one member of your team is allowed to communicate with

other teams at a time.During the whole 1.5 hours, there will be unforeseen situations or problems, to which you will have to

react and might have to change your plans accordingly. Like in real life, the information will not

necessarily reach the relevant team first, but might be told to some other team who then will have to

forward the information to all relevant people.

 Let whole group determine the main facts:

(write on top corner of chronological table)

- Seminar Topic: within the IFP (concrete topic to be determined during the game)

- Number of participants

- Duration

- Date: 6 months from now (write start date of seminar)

- City (not necessary)

3. Game (1.5 hours + Teambuilding game)Tasks of the trainer:

Monitor time (15 min = 1 month => 1.5 hrs) , announce whenever one month is over 

Put in problem cards (for suggestions, see table below, page 3)

Reply to sponsor-, hotel-, printer- or any other approaches made by the participants

After 30 min: Distribute hand-out ("A project management training has helped you to define your 

tasks more clearly...") to the teams

After 45 min (= 3 months): short teambuilding game (suggest it to head of OC and explain that

there will be a time out during the teambuilding If he agrees ask him to summon the

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Possible Problems:

Finance Marketing Academic Programme Logistics Relating whole group

Tax adviser informs you that there is

35% tax on each donation/sponsorship received

IB calls you to tell that the seminar 

cannot be announced as ELSA

seminar if maximum participation feeis exceeded

Well-known law-firm offers a lot of sponsorship, if they in return get half 

an hour between the lectures to

 present their firm to the audience

approached sponsor agrees to give

money if offered exclusivity

other sponsor agrees if they can alsohave one of their partners as speaker/

lecturer 

Trouble with IB / Other NG's: you

have violated Fundraising regulations!

Important spelling mistake in

marketing material: 100 brochures/

 posters printed in vain

Press representatives

want to participate - if invited to a nice dinner 

Printer calls to tell that

seminar posters will

not be ready in time.

one speaker cancels

short-term, due tosudden illness

Other student

organisation plans

event on similar topic within the very

same week 

offered seminar room

has no microphones,

 but you may rent

some for 25 EURO per day

approached hotel/ youth hostel

doesn't have enough free roomsavailable

10 Italians apply - but don't speak 

English

10 applicants cancel short-term

Sponsors and patrons of ELSA

International unexpectedly want

to part icipate in opening

ceremony

 because of recent strikes, petrol

 prices double right before theseminar starts

car breaks down; to repair it costs300 EURO

weather forecast says it's gonna be

 bed weather during the whole

week.

One of the teams is

completelyexhausted, meets in

your favourite pub.

They get totally

wasted and wake up

at the police station

where they'll haveto stay for a couple

of days if you don't

find a good excuse

for them.

Love-drama within

the group

5.000 EURO-offer by firm of ELSA

senior 

you receive in-kind sponsorship

Patronage of important

 person confirmed

Copy Shop sponsors1000 leaflets

well-known newspaper 

 publishes a big articleon the event on

 prominent page

the top speaker has

confirmed

University wants tosupport the event

academically

Hilton offers 20 double rooms for 

half-price

3 Shuttle buses sponsored

Teambuilding

weekend was great

(distributechocolate/ drinks)

Project management/ Seminar planning 5 Trainer instructions

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Project management/ Seminar planning 6 Trainer instructions