all information about central events

1. Training Event Best Practice
Document
2020 edition

2. 1
Folder with all useful documents
In order to have an overview of all the things you’ll need throughout the event, you can go to the event
folder that will be shared with you and find everything you need before or after the event.
It contains e.g. BPDs, old PR pictures, information on reimbursement and logos.
Framework of the Event
Agenda
You can download an accurate draft of the agenda from the event folder and adapt it to your own event.
Make sure the training sessions can be followed as scheduled on the agenda. This should be also printed
on the Name Tag.
Evening activities
For the first day it would be beneficial to have some ice-breaking activities here, so the people get to know
each other.
Keep in mind that this event is an intense training with many exhausting video and practical sessions.
Therefore, it is important to organize some light evening activities during the working days, where drinking
is not included by default. Below you can find some suggestions for these activities.
Of course on the last day after the final case, feel free to catch up on this.
So according to this you should schedule the international night on the last day after the final case.
If you’re also planning to have a Gala Dinner on the last day, you can schedule the international night
after this on the same day.
Suggestions for light activities:
● Movie night
● Game night
● Sightseeing
● Sports night
● Hiking
Of course you can also plan to go to some bars or a festival. In the end it’s up to the participants to be
able to attend and participate in the training, but you shouldn’t plan to go to clubs.
Communication with Expansion Responsible
In order to give you a clear overview of what you have to take care of and to answer your questions, there
should be a Kick-Off-Chat. To make sure everything will be ready for the event it would be also beneficial
to have constant communication via WhatsApp, Email etc. or chats on Zoom/Skype. The Expansion
Responsible will contact you for this.
If you feel like you need additional chats, feel free to approach the Expansion Responsible.
After the event there will be another chat together with the instructors, the Instructor Responsible, one
or two participants and you to receive an overall feedback regarding the whole event and its preparation.

3. 2
Application of local people
We would love to see many of your members applying for the event and since you’re organizing it, we
might reward you for this. This is without warranty, though.
Together with your local board one of the local applicants should be identified as really eager and
dedicated because this person should be the Head Instructor for a follow up event. After the Central
Course you should have 3 - 4 instructors.
Those 3 - 4 people are now the basis for the future of your Local Courses. They will be the instructors for
your Local or Regional Course.
If there is a member in your LG who already took the course, then this person should be convinced and
motivated to instruct in the Central Course, so the person collects first experiences and can be the Head
Instructor for your next Course.
Instructors
As soon as they arrive at your location, the Head Instructor overtakes the role as the link between you
and the LSS Team and is responsible for the event on our end. In order to prepare the training materials
and sessions, the instructors will arrive one day earlier. This means they need accommodation for the
additional night and a room on the arrival day, where they can work. Please make sure to buy all the
course materials until the instructor’s arrival.
Regarding the food, the instructors can take care of it themselves for this day, but of course, you can show
them where a supermarket is, give them some recommendations or cook for them if you want.
Additional costs for this day can be added to the participation fee for instructors and will be reimbursed
by the central ESTIEM.
Reimbursement
What gets reimbursed?
ESTIEM will reimburse all costs that occur by hosting the ESTIEM Instructors needed for the ESTIEM LSS
Trainings Event. This includes the normal participation fee stated on the ESTIEM portal for hosting,
transportation and food which all participants are paying, but also the costs for the additional day of
preparation before the event.
The fee should be lowered if an Instructor doesn’t join all days and therefore just include what is really
spent.
How to get reimbursed?
Within the event folder you will find the form and an explanation about the process.

4. 3
Rooms and Facilitation materials
General requirements during the training
20 Participants (up to 25 people to host) 15 Participants (up to 20 people to host)
Rooms Rooms
● 1./2. Training Day
● 3. Training Day
● 4. Training Day
● 5. Training Day
1 room
2 rooms
1 room before 4 pm
4 rooms from 4 pm
4 rooms
● 1. - 3. Training Day
● 4. Training Day
● 5. Training Day
1 room
1 room before 4 pm
3 rooms from 4 pm
3 rooms
What’s needed in the rooms:
- Desks and chairs
- Projector with HDMI Adapter (each day at least one)
- Audio (Speakers) if possible
- Space for shooting areas
- Plug-ins
- Plug-Strips
- Tape
- Stable internet connection & access for instructors and participants
Material:
- Flipcharts
- Flipchart marker
- Pens
Course Materials for practical sessions and final case
To ensure a successful event you will need to buy all the materials in the exact sizes and amounts to
prevent friction during the course. It is really important to stick to our requirements because the course
is set up for a certain standard and specifications. A shopping list with explanations and pictures can be
found in the event folder.

5. 4
Survival Guide
This document aims to help the participant to survive this week. It has to contain following points:
● How to get to your City, Hostel and to the working room
o Bus
o Train
o Plane
● Agenda
● Packing list
o Participation fee in cash
o For the course you need them to bring:
▪ Laptop + charger
▪ Headphones (to listen to videos individually)
▪ Multiple face masks (during corona)
▪ (optional) Notebook + pen to take notes of the sessions
▪ (optional) You can print a handout of all video slides to take notes on
● Important contact information
o Organizers
o Emergency
● Important Rules
o This is not a party event! We really recommend you to go to bed in time
o You have to wake up and get to the working room on time!
o Where is the favorite place of your smartphone during courses and trainings? In your
pocket!
● Please also inform them about the concept of International Night and Gala diner (if it takes place)
because some ESTIEMers join their LG to attend the event and are therefore newbies without any
knowledge about ESTIEM.
Of course you can add more information there.
This could be:
● Description and some Trivia about your City and LG
● Most important Phrases in your language
● An extended packing list
● Recommendation about how to get money in your currency
● Prices of major things
● Helpful links
o E.g. to a transportation plan

6. 5
FAQ
1. Can the sponsor do a presentation?
Yes, if the Head Instructor in collaboration with the Project Leader is able to fit a presentation in between
of two sessions. But only if the company brings a value to the LG in exchange like e.g. sponsoring money.
2. Can the sponsor also do a workshop or case study?
No, because our course model doesn’t allow too big deviations and our final case study in the end of the
event is already adapted to our learning outcomes of each phase.
If annual Local Courses are planned afterwards it might be possible to work out a new case study together
with the company if the company is interested in a long term collaboration.
But there’s no guarantee for this.
3. Can we do a company visit?
Yes, but in order to do so an additional day needs to be planned and already communicated during the
application period. Our tight schedule doesn’t allow big breaks in between the sessions.
4. Can we extend the event by one more day in order to make it less hectic?
No, because the event is already a week long what’s usually the norm for ESTIEM events and it’s not align
with the “work hard, play hard” spirit. Other events, like TNT, also don’t increase the duration of the
evens.

7. 6
For any clarification, contact the Expansion Responsible