<aside> 🔑 The local project coordinator is responsible for preparing Hopeland for the projects, making sure that they run smoothly and being a link for communication with each party (such as project team, kitchen team, Hopeland crew).

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Below you can find a detailed description of tasks and responsibilities for before, during and after a project

Before

There are several tasks that even though you are a local coordinator start before the group arrives. Let’s see what are these!

• communication with the project team - this includes gathering information by sending out a form about
  • [ ] their arrival
  • [ ] sleeping arrangements (for the team and for the participants)
  • [ ] special needs (extra materials, extra requests from Hopelanders)
  • [ ] overview of the program (arrival, tour, free day and food for this day, big cleaning in the end, departure before 9am, etc.)
  • [ ] which Care groups system they want and how many groups they will have - in general we have two types, to understand the difference check [Yellow Submarine] and [Chakras]
  • [ ] diets and allergies
  • [ ] meal schedule
• prepare Resources and general timologio excels
• communication with the cook about
  • [ ] first shopping
  • [ ] Resources budget excel
  • [ ] if sous chefs or other help are needed
• arranging the tour (who prepares and facilitates it, when)
• organising sous chefs
  • [ ] post a call
  • [ ] send the applicants all the practicals (find more information in [email protected] under cook assistant label)
    • [ ] check with the chef if the applicants are fitting
  • [ ] communicate with the project manager if they can be added as participants for travel reimbursement
    • [ ] if yes, send them the application form for filling out
  • [ ] organise their arrival
• shopping
  • who is responsible (preferably from the crew)
  • checking van availability
• preparing and printing rental list (mention this in infoletters as well?)
• arranging intro meeting with crew and project team before participants arrive
  • preferably on the day when the participants arrive in the beginning of morning or afternoon shift
  • the purpose is to introduce ourselves to each other and communicate any specific personal needs connected to our collaboration
• appoint a Greek speaker for specific needs
• care groups
  • choose responsible who explains
  • check which system the project asked for

During

When the group arrives, the main part starts. Let’s have a look to understand what is needed!

• make sure that the tour happens
• explain and give out bedsheets, pillow cases, etc. if needed - for this use the rental list
  • bedsheets and/or pillow cases and/or blanket covers - 2 eur
  • sleeping bag - 5 eur
  • blanket - for free, only for indoor use and in case of damage 15 eur
  • yoga matt - for free, store it indoor and in case of damage 10 eur
• keep track of timologia (check from when til when each projects timologio period is)
  • updating **Resources**
  • updating general excel
  • collecting timologios in folders (separate project costs and general costs)
  • copying receipts that can fade
• keep an eye on shopping and synchronize it with Hopeland’s needs