Conference Working Group

TERMS OF REFERENCE

 Name of community

Conference Working Group

Purpose

The purpose of the Conference Working Group (referred to as “the Working Group) will be:

  • To collaboratively develop a range of suggested outcomes for the National Conference;

  • To consult a range of stakeholders and propose a viable proposition on the level of outreach required for the Conference to be a success;  

  • To put forward a proposed design for the Conference, which delivers the suggested outcomes and delivers the recommended outreach in an innovative and pragmatic way; and

  • To execute the delivery of the Conference in November

Term

The Working Group’s term is expected to be 3 - 4 months, commencing from early August and concluding at the start of December. Exact dates will be confirmed with all Working Group members.

Membership

Applications to take part in the Working Group are open to any young person aged 18 - 30 who is resident in the United Kingdom. There are no requirements on nationality. We actively welcome applications from young people across the United Kingdom, encouraging diversity of location, background and profession.

Responsibilities

The Working Group will be expected to:

  • Consult meaningfully with a wide range of young people and stakeholders (as set out below) in developing the Conference;

  • Treat all data gathered in accordance with GDPR and data protection best practices;

  • Liaise with speakers and sponsors;

  • Design and implement the Conference Agenda;

  • Work with FLN senior team to brand and advertise to youth across the country

Roles

The Working Group must appoint one Group Co-ordinator who will be responsible for arranging meetings, monitoring progress and reporting updates to FLN. The Working Group may decide amongst itself as to the apportion of other roles and responsibilities.

Ways of Working

The Working Group will be expected to:

  • Convene on at least a weekly basis, though it is expected that members will be actively progressing matters in between each meeting;

  • Empower the Group Co-ordinator to chair each weekly meeting and set an agenda in advance;

  • Attend every weekly meeting, and on occasions they are not able to attend, send apologies and comment on any papers or matters being discussed - the time-limited nature of this Working Group means that decisions cannot be delayed unnecessarily, provided that quorum (6) is reached;

  • Commit to at least 5 hours per week (including the weekly meeting) of activity; and

  • Carry out their work in accordance with U.K. government advice - the expectation is that the group will meet virtually via a platform of their choosing to enable members from across the U.K. to participate effectively. If the Working Group chooses to meet face-to-face, they must follow all relevant Covid-19 government advice.

Accountability

The Working Group is ultimately accountable to Marcel Hedman, Head of Business Development whom they will work very closely with. Any member who is found to be breaching the Terms of Reference, or failing to appropriately engage with the process, will be asked to leave.

Funding

This is an unpaid position. As no travel is expected, there will be no reimbursement of travel costs should members of the Working Group decide to meet in a safe and appropriate way.  Should any unavoidable costs be identified, then the Group Co-ordinator should immediately contact the FLN and BYC Board who will make a decision on whether it will be funded or not but this is not guaranteed.

COVID-19

In light of the disruption of COVID-19,  the Working Group will be asked to consider and present options for the Conference to be delivered face-to-face; virtually; or blended.