National and Sub-Regional Retreats Last updated: 31 January 2023

7. Book your meeting venue

When exploring a venue, be sure to understand its strengths and weaknesses. Ideal venues:

• Allow plenary sessions to bring all participants together and breakouts for smaller groups
• Enable Shapers to see something unique and memorable in your city (for example, a mayor's office, university, company, museum, theatre, non-profit, etc.)
• Are accessible to Shapers of all abilities (for example, are wheelchair friendly, facilitate easy mobility between session rooms and have visible signage)
• Are in close proximity to hotels, public transit and other key locations (like airports) to ease participant travel and reduce transportation costs and C02 emissions
• Have sustainability practices in place (for example waste diversion or energy and water conservation) and work with environmentally conscious suppliers and caterers
• Have safety and security protocol in place

8. Ensure you have the right furniture and materials

When selecting a venue, think about how its space can help achieve your retreat objectives and desired outcomes. For example:

• What kind of furniture will help get participants in the right mood?
• What kind of seating do you need: high stools, moveable chairs or no seating at all?
• Do you need tables? Furniture types will inform your design. We recommend no tables.
• What tools are available for your use? Are there whiteboards and flipcharts?
• Is there a low-consumption screen or projector to share Shapers Videos?
• What kind of ambience is there? Does it have natural light to keep Shapers awake?
• Is there a sound system to set the mood and build momentum for sessions as well and manage session start and end with a help of music?
• Does noise from the outside risk affecting the session? For example, too much traffic?
• Will the environment over heat or be too cold?
• Can you set the temperature or avoid air-conditioning to reduce electricity usage?

9. Communicate accommodation options

What is the optimal retreat accommodation? Reserve a group booking for participants at a local hotel and/or residence (staying at a university or hosting Shapers at your homes are easy ways to reduce costs). Accommodation should be in walking distance of the event venue. If you go the hotel route, ask hotels if they have sustainability and security measures in place such as:

• Energy, waste and water reduction measures
• Environmentally responsible purchasing decisions (for example green bath amenities, room keys, cleaning products, suppliers, catering services, etc)
• 24-hour on-site security services and/or personnel
• Cleare mergency plans developed and communicated

10. Secure a caterer or plan ahead for meals

What is the best catering option? Catering is a nice-to-have not a need-to-have. If your budget is limited, walk participants to a nearby restaurant or canteen and let participants buy their own meals. If you do select a caterer, ask for well-balanced options. Potluck dinners with host Hub members bringing their favorite local meals to a local green space or a common area in one of local shapers residence always proved to be the most valuable bonding experiences. Should you have difficulty with bringing all participants to one place for mealtime, having separate small group dinners at shaper homes or small diners also work. Remember, fancy or expensive options are rarely the most memorable comparing to more intimate and authentic experiences.

Propose seasonal, local and certified products. Consider vegetarian or vegan options to reduce C02 emissions. Request no packaging (use water fountains with glasses and proper dishes instead of plastic bottles or disposable plates). Monitor the quantity of food ordered to reduce waste. Work with a charity to redistribute unused food.

11. Put in place a sustainability strategy

In addition to the measures listed above, aim for a zero-waste event. Refuse single-use plastic (water bottles, coffee cups, bags, straws, etc.) and collect surplus goods to reuse at other events or donate to others. If infeasible, check local recycling options and if unavailable, setup your own recycling system as a hub. Ask your Community Manager for a meeting with our partners at The Climate Reality Project for support to create your sustainability strategy.

12. Secure transportation partners, if needed

Consider how participants will get to your retreat.

• Travelling by train generates up to 10 times fewer carbon emissions than airplane
• If possible, train or carpool. If not possible, pick an eco-friendly airline
• Look for a carrier that uses sustainable aviation biofuel — like United, Qantas, and KLM
• Fly direct. Calculate and compensate for your event'sCO2 emissions, including participant's travel (this free website can help you). Or copy the Bangkok Hub. At SHAPE APAC2018, Bangkok Hub planted 22 trees per participant to offset the 84 tons of CO2 produced by the meeting to achieve a net zero carbon footprint.
• When on site, maximize the use of shared transport (bus or shuttles) to/from the airport, meeting venue and/or hotel. Promote public transportation or walking

13. Put in place a health and security plan

Consider the safety of hotels, venues, transportation routes and surrounding areas and how this may change depending on time of day. Remember that medical emergencies can happen, so as hosts have a plan in place to facilitate medical care and make sure all members on delivery team know the exact protocol to follow. Have ready contact details for medical services, hotel security and local police and make sure to include it in all participants materials. Communicate safety precautions to Shapers before arrival. For example, appropriate dress, speech, behaviour or norms in your city/country.

Additionally, as Global Shapers we must place the highest priority on protecting the health, safety and wellbeing of participants, hosts, and the local community. Work with local health experts to develop policies and protocols covering every aspect of your meeting, including adhering to your city/country's COVID-19 Precautions. Consider:

• Do all participants need to be fully vaccinated, including a third dose or booster?
• Do all participants need to show proof of a negative COVID-19 test result (PCR or antigen) before their arrival to your city/country and before registering and picking up their badge?
• Do all participants need to take a COVID-19 (nasal rapid antigen) test at registration?

Clearly communicate your health and safety protocol to Global Shapers HQ for approval. Update these measures regularly to adapt to any changes and based on ongoing consultations with authorities and experts, and share them in advance with all participants.

14. Promote your event widely

Ensure appropriate branding in your retreat space. For example, when a photo is taken by a participant what logo is visible? We want your hub logo to be visible, not a company or hotel logo. Appropriate branding must be applied to any material (printed and audio-visual) used or produced during the retreat. Ask Global Shapers HQ for high resolution Hub logos for printed and promotional materials. All branded materials must be approved by HQ. Use of the World Economic Forum's or Global Shapers Community logo is strictly prohibited for retreats or Hub activities.

15. Establish a clear funding and fundraising plan

Funding is an important structural element of any event. Set a budget and share it with your Champion. Make it as sustainable, responsible and inclusive as possible.

If your event requires additional funding, your hub is responsible to find local sponsors. Make sure no sponsor has influence on your event design or speakers selection and agreements you sign ensure your Hub independence and autonomy.

• Register your hub as a non-profit organization so you can receive grant funds or sponsorships. To do this, you will need to have governance and financial controls in place and hub members who are willing to commit time to hub administration.
• Timeline and budget planning. Draft a detailed budget to estimate costs and demonstrate to funders your expectations and commitment to transparency. Develop a plan for allocating resources, including contingency plans for unexpected expenses.
• Search for grants. Conduct research on corporate and foundation websites to find a potential fit for your funding needs. In some countries, websites are available that provide a search directory for grants. For example, Foundation Centre and Grant Space host databases that allow you to look for available grants by purpose, issue area, amount and timeline. This webinar explains how to begin a grant search.
• Storytelling is crucial. In order to search for, inspire and maintain the interest of donors, build a narrative around your event to make it relevant and relatable. By encouraging donors to become part of your story, you can create a sense of ownership. Read more about the power of storytelling for a social cause.
• Draft a strong proposal. Create a template and adapt it based on a particular funder’s preferences. Watch this tutorial on how to write a proposal and start by looking at grant proposal examples. Ask HQ for an email template to send to sponsors.

Important aspects to keep in mind:

• Your hub cannot pursue commercial interests or at any time try to obtain funding from community partners. Supporters should know that association with your hub does not imply endorsement by the Global Shapers Community or the World Economic Forum.
• When referencing your event in grant proposals, marketing materials or media, practice the following standard. For example you can say that your retreat is an event of your Hub and your Hub is part of the Global Shapers Community, while the Global Shapers Community is an initiative of the World Economic Forum. You cannot say that the retreat is an event of the Forum.
• Use the following language in grant proposals to reference the community: Founded by the World Economic Forum, the Global Shapers Community is a network of young people under the age of 30 working together to address local, regional and global issues. With 10,000 members, the Global Shapers Community spans 460 city-based hubs in 150 countries and territories.

16. Ensure that your event is covered by a reliable insurance

Most venues and hotels will be covered by commercial liability insurance to cover against risks at in-house events. Check with your venue and hotel to see what is covered. In addition, seek legal advice in your city about third-party liability insurance for public events. This differs by country. Sometimes supplementary insurance is needed to cover claims for compensation from participants for property damage or personal injury (for example, injuries during transport, illness related to catering or accidents due to inadequate safety precautions). Ask a legal expert to ensure you are protected.

To avoid any unfortunate situations for your Hub members, we strongly recommend you establish a clear policy with regards to liability for injuries and other damages liability. Make sure all participants acknowledged they read and understood/signed a notice on their own responsibility for any injuries and damages and do not expect the Hub to cover related expenses etc.

Process refers to your retreat's program and the series of interactions that will help achieve your objectives. Remember, you are designing for young people who are diverse in expertise, education, income and race – but are united by their desire to catalyze positive change. Your program should reflect this.

• PARTICIPANTS: Remember, 100% of participants must be from your sub-region and no more than 10% can be Alumni. You may wish to develop a wait-list for additional participants.
• EVENT DURATION: Most retreats begin on Friday evening with a welcome reception and end mid-day on Sunday with a closing plenary. Optional activities are sometimes organized before or after the official program. You can also plan for a shorter program with a welcome dinner and one full day event.

17. Include core sessions in your programme

Each retreat must include the following sessions:

• Orientation session led by your Champion/Global Shapers HQ: This session explores the mission of the community – why we were created and what we stand for. Gain insights into the goals of the community and ways to maximize your engagement. This is a 90-minutes session.
• Project marketplace: Shapers do remarkable things whether responding to disasters, fighting climate change or combating poverty. At each retreat, at least one session must showcase and strengthen the latest initiatives of hubs in the respective sub-region
• Opening/closing plenaries: Plenaries bring Shapers together around a common purpose and shared actions. Plenaries serve to connect the dots and help Shapers reflect on their experience.

18. Get inspired from successful sessions that worked well in the past

You can be daring and design your own sessions (ensure this process is collaborative) but there are also best practices and ideas that you can replicate.

• Learning journeys: Push participants outside their comfort zones and explore what makes your city unique. Discover innovative responses to local challenges, organisations disrupting the status quo or places of historical or cultural significance.
• Shaper stories: Listen to the voices of Shapers. With a help of your Champion and Hub curators select 2 to 3 Shapers from your sub-region who have powerful stories to tell about inspiring impact or transforming leadership in 5-10 minute talks.
• Shaper-led interviews: Instead of a panel or a keynote speaker, try interviews where curatorship teams share their insights on an important issue. Create close and personal experiences with speakers.
• Knowledge xChange: Create groups of 8-10 Shapers for in-depth conversations on the issues that matter. Whether exploring regional or hub challenges, this intimate setting is designed to inspire participants with new insights and ideas, and spark new connections and collaborations.
• #Shape-a-thon: Consider a hackathon where Shapers work in small groups with local non-profits to identify solutions to their challenges. Create a call for applications. This is a way for hubs to build awareness and credibility with local stakeholders.
• Power of vulnerability: Create space for Shapers to share their personal leadership challenges. By introducing the notion of vulnerability, you can radically alter how Shapers interact and relate to one another. Real emotions are what people remember!
• Mindfulness exercises: The world is changing fast and performing at full potential is hard. Create opportunities for participants to focus on their health and wellbeing. Leave time for personal reflection.
• Immersive lunch or dinner sessions: Introduce Shapers to your city through local cuisine. Have each member of your hub host 6-8 Shapers at their home or favourite local restaurant for a shared meal.

19. Avoid key note speeches or panel discussions

These sessions enable external guests to share insights at the expense of Shapers. At worst, they are un-engaging and self-promotional. If you do decide to include panels or speeches, keep presentations to a maximum of 10 minutes. Don’t include slides and select Shapers as moderators to draw out insights from the audience.

20. Track and share your progress

Create a design document that outlines each session including start and end times, titles, short descriptions, team responsible, speakers and set-up requirements. Update this document after every meeting and share it with the hub. This document is for internal use only. Create a simplified agenda or program-at-a-glance for Shapers, like this example. Or it can be more creative like this example.

21. Ensure that all sessions in the programme fit together

Walk through your programme from start to finish and put yourself in the shoes of participants. Ask yourself:

• When will they arrive? How will they get to the hotel?
• When is check-in? How will they get to the venue?
• Do they need to pre-select sessions that run in parallel? What will they need to know to go from one session to the next?
• Is there enough time for transitions and bio breaks?
• Is there individual work or big/small group work?
• Will they work with their hands, hearts or heads?
• Who will guide them throughout the day?
• How will they get back to the hotel?

Going to this level of detail is needed when planning logistics and designing your programme. Share your retreat design document with your Champion who can help you identify the small details that matter.

22. Use TopLink to plan your event

• See the list of Shapers and search by country or insight area to find Shapers in your sub-region.
• See the list of hubs and search by country. – Use the people recommendations, network maps and explore tools to find Shapers near you.
• Post to the Global Shaper’s Activity Feed to share updates about your event with Shapers.
• Increase the visibility of your posts by @mentioning other Shapers, hubs or communities.
• Access the list of Social Entrepreneurs and YGLs and search by country. Work with your Community Manager to invite our sister communities.
• Explore projects by hub, region and impact area. Find project summaries and contact details. – Send direct messages to community members.
• Find the community documents in the Library.
• Bookmark our Onboarding Guide.
• Pay special attention to the Global Shapers Community Charter and our Code of Conduct.

23. Create a robust communication plan

• Launch a website to announce your retreat. It should include: date, time, location and a link to register with a registration deadline. Consider a small fee to increase accountability.
• Create WhatsApp and TopLink groups.
• Share a Useful Information Guide with Shapers, including an agenda, arrival times, locations and list of participants.
• Begin promotion on social media. Try creating a campaign to document participants travel to your event.
• Send a welcome message to Shapers including how to get to the hotel, when and were registration will take place and what Shapers need to bring with them.
• Send in your group nightly messages with program highlights and key information Shapers need to know for the next day (like what time the bus will leave in the morning).
• Send a thank you message to Shapers as soon as you can. Include a post-event survey and ask participants to give honest feedback about the retreat.

HQ reserves the right, at its sole discretion, to cancel a retreat if hosts do not comply with the terms of agreement or do not have the capacity to organize the event. We will send five days written notice to your hub.

Facilitation refers to the delivery of event, including how your hub organizes itself to bring the program to life. Your hub must embody the behaviors you want to see in participants. The way each member of the team focuses, collaborates, listens, responds, engages and speaks will be copied by participants.

24. Ensure that team members are in sync

24 hours before your retreat takes place, walk through the program session by session with all hub members. Ensure every team member knows their responsibilities and visits the venue as a team to bring the event to life.

Once the retreat begins, organize regular circle-ups with team members to revisit the agenda, coordinate set-up, ask for help and share highlights for the day. Invite your Champion to attend circle-ups.

25. Assign clear facilitation roles

As you start planning your retreat and not later than 1 month prior to its startr, assign the following roles:

• Process facilitator (event lead): responsible for coordinating the work of the hub, scheduling circleups and maintaing team energy and focus.
• Logistics lead: responsible for time-keeping to ensure all activities and sessions run on-time, including the arrival of transporation and catering.
• Registration lead: responsible for coordinating registration, including distributing badges and welcome packs, and collecting payments if applicable.
• Environment lead: responsible for room setup and the overall look and feel of the venue, coordinating the team to design and refresh spaces as needed.
• Production lead: responsible for creating and sharing knowledge objects and assignments when needed and capturing participants' ideas to share after.
• Speakers manager: responsible for ensuring speakers are briefed, arrive on time and reminding them of the audience and specific features of the session.
• Session lead(s): responsible for ensuring sessions run smoothly, responding to any requests from participants or challenges that may arise.
• Music: responsible for selecting and playing music that fits the theme of the event as well as the tone or insights emerging from the work of participants.
• Photography: responsible for capturing clear, high-resolution digital photographs of participants and work outputs to safe after (often someone external).
• Safety and security lead: responsible for safety and security protocols, venue commercial liability insurance, liability policy for participants, health protocol and respective communications between team, service providers and participants

26. Maintain a standard of excellence for your team and ensure a positive hub experience

Members of the host hub are the secret to hosting a successful retreat. As a hub aim for the following traits:

• Commitment to learning and teaching: There are many moving parts to a retreat. Take time to help team members understand their role upfront and share what you know with others.
• Initiative and self-starting: Hub members must recognize and take advantage of the opportunities to learn, try new things and step up to new roles. See what needs to be done – and just do it!
• Context and understanding: Team members need to understand the event's objectives to see the big picture and see how their role fits into the work of others and the overall success of the event.
• Flexibility and service-orientation: Be comfortable with change. Things won't always go according to plan and this is ok. Stay focused on achieving your objectives and meeting the needs of participants.
• Commitment to fun: The ability to maintain one's sense of humour in spite of long-hours, short deadlines and high-pressure situations is essential.

27. Prioritize Shapers when selecting speakers, moderators or facilitators for sessions

Our community members are remarkable. Keep external guests to a minimum. If you do plan to invite external speakers, request approval from your Community Manager. Ensure guests know their audience: young leaders who expect high-impact, interactive and personal remarks. Make sure they are open to Q/A formats. Shapers often value the questions they get to ask at the end of the session more the remarks themselves – this is the content that relates directly to their interests.

28. Schedule briefings or speakers

Invite speakers, moderators and facilitators 30-minutes prior to the session to meet one another and rehearse their remarks. Show them the time signal you will use to let them know if the session is running over time.

29. Achieve a sustainable and green event

When facilitating the programme, communicate that it is the collective responsibility of all participants to achieve a sustainable and green event. Ask participants to:

• Participate in sessions to expand their knowledge of the harmful human activities contributing to climate change.
• Say no to plastics and bring a reusable bag and water bottle.
• Eat vegetarian or less red meat to reduce their carbon footprint.
• Use public transport or walk.
• At the hotel, leave the “Do Not Disturb” sign on their door to limit chemical cleaning agents and the water used for washing bed linens and towers and electricity used for vacuuming.
• Turn off in-room air conditioning.
• Take leftover soap, shampoo or toothpaste with them. Unused products are thrown away.

Once your retreat finishes, be sure to communicate the results with the entire Global Shapers Community. Documenting what went well and the challenges you faced, helps us to improve retreats from year to year and provide the right support to future retreat hosts.

30. Send a feedback survey to participants

Send participants a feedback survey to assess what went well and what could be improved. You may want to ask some of the following questions:

• Did you make meaningful connections?
• Did you learn something new about the community?
• Did you learn new leadership skills or values?
• Did you accelerate or strengthen a hub project?
• What was your favourite session or highlight?
• What is one thing that would you have changed?
• Were you satisfied with the hotel, food and venues?

31. Share feedback as a team

After the event, organize a comprehensive debrief as a hub and with your Community Champion. This is an important moment to thank team members and recognize the work that was put into the event. Ask hub members:

• Were the objectives we set as a team met?
• Was the event insightful, memorable and inspiring?
• What new ideas, projects or initiatives emerged?
• Did the hub work well together as a team?
• What could the team have done better?

32. Share highlights in the newsletter

Draft a summary of the event, including number of participants and program highlights, and send it to your Community Manager with a high-resolution photo.

33. Leave a legacy locally

Hosting a retreat is a unique opportunity to build your brand and demonstrate your impact to city stakeholders.

• Invite your mayor, city officials, potential partners, business leaders or donors to see first-hand the power of young people to affect positive change
• Complete a local project with participants

We believe in a world where young people are central to solution-building, policy-making and lasting change. Our community is a saleable solution for organizing and mobilizing the full potential of young people. Thank you for building this movement with us by dedicating your time and energy to hosting a memorable retreat.