Scotland hosts the 3rd World Youth Congress

(with help from Expotel!)

Last year Scotland played host to the 3rd World Youth Congress. All 850 delegates and support staff from over 120 nations represented their countries at this unique summit that brings together the world's most dynamic young activists in the field of sustainable development.

The Congress, held over ten days at the University of Stirling, had as its main goals to 'promote volunteering, global citizenship and sustainable lifestyles'. It aimed to draw the attention of government and aid agencies to how much young people can do – and are already doing – to support the achievement of the UN Millennium Development Goals and to build a sustainable world community.

This worthy endeavour was organised by the Scottish Executive and Expotel in partnership with the founders of the congress series – Peacechild International (www.peacechild.org). "We had over 600 delegates arriving from all over the world for this Congress. The delegates were scheduled to undertake ten days of activities; we needed an event management company that could handle the logistics and ensure the whole process ran smoothly from start to finish," says Jamie Hume, Project Director from the Scottish Executive.

The Scottish Executive and Peacechild were responsible for selecting and organising the delegates for the Congress and arranging them into Clans for Action Projects, this also set the structure of the workshops and the allocation of accommodation. Expotel was then tasked with all the logistics. In order to qualify as a delegate for the Congress, applicants had to undertake a rigorous selection process, demonstrate why they should attend, how they could contribute to the Congress as well as proving their proficiency in English as all the work sessions were held in English.

The University of Stirling was chosen as a venue as it could easily house and feed(!) 850 people and it had facilities to host large opening and closing ceremonies as well as formal dinners. Needless to say it also had classrooms for the delegates' work sessions.

"It was a challenge to work the logistics," says Alan McColgan, event manager of Expotel. Delegates arrived into three airports: Edinburgh, Glasgow and Prestwick; coaching was organised to transport people to the campus with Expotel staff together with Peacechild volunteers meeting and greeting at the various airports.

Once at the campus, each delegate was registered which involved digital photographs being taken and delegate passes produced on the spot. Delegates were given their information packs and had the structure of the Congress explained to them. "Many delegates had had long journeys," explains Alan. "We had people from literally every continent in the world, from places such as Tonga, Fiji, Australia, the United States, Africa, India and Latin America. Europe was also represented with delegates coming from just about every country in Europe. It was therefore essential that the registration process was quick and smooth with as few delays for the tired travellers as possible." It was here that Expotel staff also managed problems such as luggage lost by the airlines.

Expotel, working with preferred suppliers Insight, managed the delivery of the delegates' three plenary sessions and formal dinners. Each of these events involved presentations to delegates together with traditional musical and dance performances. These were held in the 'tennis centre' with all the AV equipment, set up and managed by Insight Presentation Systems whose staff were also present for the entire Congress.

"The precise scheduling of the plenary sessions was essential," continues Alan. "The delegates all had a certain amount of work they had to undertake and the plenary sessions were an integral to that process." Insight set up the auditorium two days before the event and rehearsed the running order as well as ensuring technicians not only worked the events but were on hand to make sure everything went to schedule.

During the Congress delegates undertook three day Action Projects at various locations around Scotland in partnership with local organisations and youth groups, leaving a footprint of long lasting community benefit. Projects included renewing local community facilities, forestry regeneration, conservation and working in drug rehabilitation projects. Again, the transport of the delegates was organised by Expotel in conjunction with Stagecoach.

A formal dinner was held for the opening and closing of the Congress with delegates coming in the traditional costumes of their countries with a traditional Scottish ceilidh to round the evening off. Catering for the dinners was organised by Expotel with temporary kitchens set up in the gymnasium adjacent to the auditorium.

"The aim of the World Youth Congress is to promote and train young people to be 'change ambassadors'" explains the Congress, Media and Public Relations Manager Ray Bugg. "In order for the Congress to be a success in its achievements the event had to 'flow' smoothly. Using Expotel allowed this to happen. The event went perfectly with all our requirements not only met but exceeded. Alan and his team managed to anticipate all eventualities and so there were no surprises, everything that came up "unexpectedly" was handled professionally and efficiently. It was a great event."