You will need to be prepared to dedicate time and energy to this role and will be expected to see your role as the facilitator in both delivering the project to the volunteers and the benificieries. During this process you will be the first point of contact for both the volunteers and the partner organisations that we work with.
It would be most beneficial for you to have taken part as a volunteer on the tour that you are applying for but it is not a prerequisite. To have an understanding about the country you will be in is important as you will be navigating your team through the journey from preparing them for the trip and guiding them throughout the tour.
You will have responsibilty for maintaining the tours legal and ethical compliance and communicating throughout with the tour team and wider PWB management.
Here at PWB we developed our 'Big Top Doc' booklet, this explains how tours run and explains and prepares the volunteers for each tour.
Tour coordinator is a voluntary position however PWB pays for the basic costs of your tour, including your:- Tour contribution (which covers your accommodation, transport and 'per diem' (a modest budget for food) - Insurance- Visa - Flights. - All office expenses on tour including paper, phone credit etcYou are expected to cover all of your own personal costs including any costs outside of the tour dates, you can expect that to be at least £500 for basic living if you travel close to either side of the tour dates.
Duties pre-departure: May-Dec-Team administrative work- Interview and help administrate the application process- Develop in cooperation with other previous volunteers including tour coordinators each of the projects plans.- Support all volunteers on their fundraising targets.- Be available for your team on your team whats app channel regularly.- Reporting back to your Tour Manager on a weekly basis.
Duties on Tour:
Boot camp-Arrange and book accommodation and per diems-Organise bootcamp activities- Meet team from airport and make their arrival in the country as pain free as possible ☺- Plan and run activities to develop show and syllabus practicalities- Explain and confirm in full all information from the Big top Doc to help navigate the tour with the team systematically.
On Projects:- Book accommodation- Manage the team decision making processes- Create weekly schedules and keep meetings on task- Deal with questions from the team- Conflict and problem resolution if escalated from the Team Mum role- Help facilitate the team to book transport, accommodation and food- Look after the PWB money Card and draw money out as requested by finance officer. Create food and travel budgets, use previous years to guide you on this – Finance officer keeps records, look over weekly with them.Keep records of transactions over £10 or equivalent - signatures/witness recorded- finance officer as witness- Perform in the show (as decided with your team)- Teach (as decided with your team)- Keep a record of the kit donated and previously donated kit at the projects- Help out video/newsletter peoples as necessary- Organise project workshops and shows, communicate with partners, organise outreach- Send a (minimum) of a monthly update to your Tour Manager with updates on team dynamics, partner organisations, outreach work and anything else that you feel may be relevant.- Look after your team and organize feedback and evaluation sessions- Be prepared to take control of challenging situations involving your team- Ensuring that all important information and events are escalated to PWB management to be advised
Working with organisations:- Liaise with partner organisations (may require visiting partner before project starts).- Make sure team and organization are both happy, feedback to team any information needed, keep an ongoing daily feed.- Make sure organization is aware of PWB’s needs- If extra hands are needed translating/child managing etc.- Visit potential new partner organisations- Find and liaise with other organisations for outreach work and record for future reference
Evaluations:- Ongoing briefs and debriefs with the team- Recording any incidents through our Incident report form- Ensure recording of all workshop data though designated PWB processes
We know it seems like a lot of work but your will come away from a tour with a wealth of knowledge, experience and memories!
You will have a management team behind you to support you all the way through this journey and be carrying the PWB legacy onwards for future tours.
The following question is to confirm that you are fit to take on the tour and minimise the risk to yourself and ensure the tours success. That you have no known emerging or on going conditions that could cause yourself or others harm.
All the best of luck from everyone here at Performers Without Borders