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Logistics is a key component to organising and executing any short course, and one which should not be taken lightly. Detailed planning is necessary to earn the trust of participants' parents and guardians, and to uphold the integrity of the UWC brand; and it includes various aspects from securing a suitable venue to scheduling flights and airport pick-ups for participants, and catering for participants' specific dietary requirements.
Short Course Location
Short Course Location
Deciding where to host an in-person short course is an important decision, and there are a number of things to consider. For example:
UWC presence - hosting a short course in a city or country with strong UWC presence such as an alumni network, school or college or national committee could mean you are able to partner and work closely with these entities when building your course. They may be able to offer space and/or serve as facilitators or guest speakers during your course.
Course theme/objective - some short courses are hosted in areas of political, economic, ethnic or environmental tension. Such locations have proven to be an asset to courses since the setting can provide a real life aspect to the course themes (such as conflict resolution/management or environmental issues) which further enhances understanding. In addition, a course exploring the effects of economic growth on the environment, for instance, might choose a location that allows easy access to natural spaces. On the other hand, hosting your course in a high-risk area can lead to challenges such as securing visas, obtaining insurance, and implementing additional emergency protocols.
Cost - the overall cost of hosting a short course can vary significantly based on the location, especially when factoring in expenses like travel, food, and accommodation. Some regions offer more affordable options for these essentials, making it easier to manage within your budget. For example, selecting a location with reasonably priced lodging and meal options can help keep participant costs lower. Additionally, consider regions that are well-connected by major transportation routes to reduce travel expenses.
Participants - depending on your target participants, location can be key. For instance, our short course in Mexico 2018, Catalyst, was held in the Latin American region as the course focused on the effects of the war on drugs on youth across the Americas.
UWC values - when selecting a location, it’s essential to consider the ethical landscape and policies of the host country to ensure alignment with UWC values. The chosen location should reflect and support the principles that underpin your course. For example, if your course emphasizes social justice, choose a country or region that upholds human rights and equality in its policies and practices.
UWC Short Courses can be hosted in any geographic region as long as there is a suitable location and a working partnership with a local organising body.
Short Course Venue
Short Course Venue
Along with the location, the venue can have a high impact on the success of your short course. An inspiring space, where participants are free and safe to roam within the parameters, and which instils confidence in the participants' parents and guardians that their needs will be met, can have a great effect. With this in mind, before booking a space for your course, a number of things to think about are:
Whether the maximum capacity of the venue is suitable
Whether the rooms and washing facilities suit the gender diversity of your course
Whether the location has been risk assessed and whether you can review this documentation
Whether the venue is insured to host educational groups
Easy accessibility to the participants - in terms of transportation links, and whether grounds are suitable for participants with access and mobility needs
Cost - some venues are more cost efficient than others and you may want to take your budget into consideration when deciding on where to host the course. For example, you could form a mutually beneficial and efficient partnership to make use of a local school's facilities (not necessarily a UWC school or college) during the summer months when the school is not being used.
UWC values - it's important to maintain consistency between UWC values and the messages of your short course with the venue. If your course theme is environmental sustainability, your venue should offer sustainable alternatives to single use plastics, and/or a conscious menu which is heavy in local produce, for example.
Safety procedures (such as evacuation maps) are clear all around the facility.
Evidence that electrical ports have been inspected and signed off in line with the local regulation.
Efficient lighting to ensure participant, facilitator and organising team comfort, health and safety.
Adequate ventilation to ensure participant, facilitator and organising team comfort, health and safety.
Appropriate work space for indoor and outdoor learning - are there quiet areas, common rooms sports pitches, a swimming pool etc. If you plan on hosting much of your curriculum in outdoor spaces, your venue needs to facilitate this..
Proximity to health care facilities (hospital, pharmacy etc.).
Whether there are public transport connections and how reliable this is.
Adequate electrical outlets, strategically located, to accommodate electric/electronic equipment (i.e. projector) to aid facilitation.
Sufficient supply of cool, potable drinking water for participants and facilitators.
Food catering which allows for all dietary requirements.
Housekeeping provision.
Ask for references from their previous customers, or do some research into them via the internet.
Prices - do they offer a discount to non-governmental organisations? Weigh up price vs. quality of different venues, caterers etc.
Later on in this platform, we will recommend that you connect with the main disability foundation in the country of your short course and open your applications to candidates with disabilities. If this is something you plan to do, the following site provides an accessibility guide for you to have in mind at this stage when thinking about logistics and venues, and later marketing.
Short Course Dates
Short Course Dates
Whilst your dates may be dependent on when your desired venue is free, there are also other important factors to consider. Your course date needs to allow for plenty of time to go through the UWC endorsement process. We suggest that you get in contact with the UWC SCDI team, and thus gain access to this resource platform, a year to nine months before you plan to run your course.
The key thing to note when choosing dates for your course is the demographic of your participants. If your course is for young people who are still in school, you will most likely want to consider the school holiday when choosing an appropriate date . If your course is for young people of university age, then likewise you would want to align your course dates with their vacations and exam revision periods in mind, so as to not compromise their academic studies.
Safety and Risk Management
Safety and Risk Management
Possibly the key element which will determine whether your endorsement application will be successful or not is the consideration which you give to safety and risk management at your short course. Safety and risk management should considered throughout these stages.
The document below features guidelines and prompts for assessing all types of risk, from terrain to the communication of a serious incident, should it occur.
The safety of everyone involved in UWC Short Courses is a top priority. The guide below provides short course organisers with steps for identifying and analysing risks and handling incidents effectively. Please reach out to UWC International for additional support to tailor these guidelines to your context.
Risk Management Plan
Risk Management Plan
Once you've familiarised yourself with safety and risk management for UWC Short Courses, you’ll be ready to create your own risk management plan. Every year, all UWC Short Course organisers and coordinators are required to complete the annual online Risk Management Training. This training equips participants with the skills and information they need to identify, analyse, and manage risks effectively, in line with UWC standards. You can find more detailed instructions in the Safety and Risk Management Guide for UWC Short Courses (above), which covers essential risk assessment steps.
As an outcome of the 2024 training, we have developed standardised risk assessment templates to guide your planning. The templates now cover six sections for in-person courses and five sections for online ones, each containing pre-filled information on common short course risks such as city excursions, day hikes, emotionally triggering activities, venue/classroom settings, and safeguarding participants and staff.
To use these templates:
Download and save copies of the template matrix you plan to use (in person or online).
Edit and complete each relevant section by adding specific details for your course.
Return your personalised Risk Management Plan to UWC International as part of your endorsement proposal.
These risk assessments are intended to be dynamic, working documents that you should update throughout your course's preparation and implementation. Make sure that all team members receive copies of the completed assessments before the course starts so that everyone is aware of the risk management measures in place.
Below, you can view an example risk assessment based on the six-section template from the yearly Risk Management training. Make a copy, adapt it to your course’s needs, and ensure it’s shared with your team for effective risk management and participant safety.
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