ChapEx Prep-Team call

France, Summer 2026: AFS Denmark, AFS Iceland, AFS Serbia, AFS Norway, AFS France

CALL FOR 5 MEMBERS OF THE PREPARATORY TEAM

The Preparatory Team of ChapEx 2025 will ensure the overall management of the event and each member will have a separate area of responsibility. During the event, the PrepTeam is responsible for overall decision-making and communication among the trams.

The Team will consist of 5 members, representing the 5 AFS organisation countries involved in ChapEx. Four roles are up for applications: Trainers Team Coordinator, Logistics and Support Team Coordinator, Participant and Plenary Coordinator and PR Coordinator.

The PrepTeam will be supported by a Support Team and a Trainers Team. Separate open calls will be issued to recruit for these roles.

Tasks and Responsibilities

  • Trainers’ Team selection (together with PrepTeam)
  • Support Camp Coordinator with programme planning
  • Support Camp Coordinator in topical input
  • Coordinate Trainers before and during ChapEx (including team building, topical input, feedback, etc)
  • Define general objectives of training sessions, collect and feedback training sessions
  • Workshop-related logistics (e.g. list of materials)
  • Facilitate Trainers’ meetings and evaluation

 

Requirements

  • Be an active AFS Volunteer of AFS Denmark, AFS France, AFS Norway, AFS Iceland or AFS Serbia
  • Have a background and/or interest in training or workshop facilitation and team coordination
  • Facilitation and feedback-giving skills
  • Should have training experience (national and/or EPOT)
  • Having experience as a Trainers’ coordinator is a plus
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SHARED RESPONSIBILITIES

  • Agree on the topic of the project and timeline for project preparation, implementation and follow-up, also based on the evaluation of the previous editions;
  • Ensure that the overall shape of the exchange reflects the expectations and needs of the AFS Partners and of the ChapEx participants;
  • Recruit and accompany volunteers for the Support and Trainers Team, making sure that all the volunteers involved work as one Team;
  • Organise the Preparation days for the Support and Trainers Teams;
  • Contribute to the preparation of Prep Team facilitated sessions.
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COMMITMENT

Working remotely during the preparation and follow-up of the event. The Preparatory Team is expected to co-operate mainly through long-distance communication tools (Slack, Zoom, e-mail, phone, etc.) during the months leading up to the event and including a necessary follow-up stage after the exchange. The Team will work according to a working schedule agreed upon among the Team members. Being a part of the Prep Team requires a considerable time commitment, especially in the last two months before the event. Be mindful of this when making the decision to apply!

Presence at the event.

The Prep Team is required to be present for the whole duration of the event, including prep days before the arrival of participants and evaluation day(s) after the end of the exchange. The exact event days will be agreed on among the Prep Team members.

An on-site preparation travel will take place a few months before the event based on the availability of the PrepTeam members.

Cost.

All justified costs related to the Preparatory Teamwork and their participation in the event will be covered from the project budget.

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ChapEx in context

ChapEx is a volunteer-led initiative funded by Erasmus+. Although it stands for “Chapter Exchange”, this edition is not only for volunteers of a specific chapter in an AFS organisation but for all volunteers of all chapters of that country.

AFS Iceland, AFS Denmark, AFS Interkultura Serbia and AFS Vivre Sans Frontiere Pays de Savoie have already organized two Chapter Exchanges in 2022, one in Serbia and one in Iceland, with 40 active participants. AFS Norway joined ChapEx for the edition which took place in summer 2025. During these exchanges volunteers had an opportunity to meet, exchange experiences, learn about new topics, express ideas, new perspectives, organize following projects and create a community. Many of them work and cooperate together even today showing the impactful connections that such an event fosters.

After these successes, the ChapEx adventure continues and will take place in France in 2026.

Since this is a completely volunteer to volunteer organized activity – upon forming of the prep team, it will be decided the topic and the form of this activity.

HOW TO APPLY

All applications should be submitted by filling out the online application form by Friday 17th of October 2025, 23:59 (CET).

All questions related to the call and the ChapEx itself can be referred to [email protected]

APPLY FOR THE PREP-TEAM