Resort Briefing
Departing Smugglers Cove
On the first morning of your project, your team will meet at the Smugglers Cove entrance at 8:45am (it is likely most of the team will be staying in Smugglers Cove but the time and location will also be relayed to volunteers pre-departure in case anyone is staying nearby). The bus will depart at 9:00am to take your team to your allocated briefing resort..
NB: If anyone’s luggage did not arrive or is knowingly delayed, we ask that the project leaders follow up and check-in with the airport daily to provide the highest level care and support for volunteers.
Briefing
The Resort Briefing days are essential in establishing your dynamic with the team and our standards and expectations in terms of volunteer conduct, experience and impact. Everything is and should be deliberate. Below is a timetable of the expected schedule for your time at the resort:
Briefing Timeline
Day 1
9:00am – Depart Nadi
11:00 / 11:30am – Arrive at the resort
- Introduce yourself to resort staff and make sure they are aware that they can approach you as leaders for anything regarding the team
- Double check with the resort staff on any dietary requirements ahead of lunch (including specific allergies).
- Guided tour of the resort – reception, dining area, leaders accommodation
- It’s important they are aware of where the leaders are staying in case they need you at anytime
12:30pm – Lunch
- Important for leaders to sit apart, spread yourselves amongst the team rather than having a ‘leaders table’
2:00pm – *Insert game here*
3:00pm – Team relax (volleyball or pool games)
NB: As leaders, you can lead these loose games, it’s a great opportunity to relax and get to know the team
4:30 – 6:30pm – Free time
- As the team is having free time, this is a perfect opportunity for a quick leadership team meeting to review the day and plan ahead. This would be a great opportunity for the Project Coordinator to be present and debrief the day so far.
7:00pm – Dinner
- Disperse leaders amongst the team
8:00pm – Project Coordinator introduces the plan for the next day
- This conversation can be framed as the mindset shift to beginning to think about the project ahead,
Day 2
7:00am – Breakfast
- Leaders to be at breakfast at 7:00am
8:30am – Team briefing, check in for the plan of the day
- This will be your first team briefing, it is a great opportunity to set the precedent for vigilence around meetings throughout the entire project
- Make sure to delegate which leader is explaining which information.
- Clarify all timings and locations with the team.
- Allow for any questions.
9:00am – Briefing session 1 starts
- Introduce yourselves to the briefing facilitators when they arrive
- 5 mins before the session is due to start, round up the team to assist the facilitator and ensure the smooth start of the session
- All leaders to be present throughout the briefing alongside the team, you do not have to engage in the discussion or activities but it is important to be present.
12:00pm – Briefing Session ends, free time/break
12:30pm – Lunch
2:00pm – Briefing Session 2 begins
- Round up team 5 mins before the session.
4:30pm – Briefing Session 2 ends, volunteer free time and PPPs begin
- As the team relax after the briefing sessions, this is your opportunity to have your first PPPs.
- Touch base with volunteers as a general check-in but also prepping for the village. You may frame the discussion as:
- What have they enjoyed most so far?
- Did anything surprise them during the briefing sessions… did they make sense?
- How are they feeling about heading into the village tomorrow?
- *May wish to discuss any health conditions raised pre-departure and assure them that the leaders are aware and there to support them*
- Any questions?
7:00pm – Dinner
8:30pm – Team meeting – Health (including Menstrual Health)
- Deliver a team meeting reflecting on the day of briefing sessions
- Re-emphasise the importance of physical and mental health on project and re-establish yourselves as leaders as the primary point of contact
- Include discussion on Menstrual Health and how this is managed in the village. Important to include male volunteers in this discussion to begin the culture of all being aware
8:45pm – Kava taster session
- Make sure to check in with the resort to ask if you can use their equipment and set up in advance.
- Teach the team how to tie sulus.
- Leaders explain seating arrangements and demonstrate how to mix grog from the front.
- A first ‘taster’ round is then delivered to the team
Day 3
7:00am – Breakfast
- Leaders to be at breakfast at 7:00am
8:45am – Team Meeting
- Final meeting before heading into the village.
- Provide final reflections from the briefing period and re-clarify timings and plans for the rest of the day.
10:00am – Depart Resort
NB: Remember to call the bus in advance to double check on timings and general logistics
12:30am – Team shopping
Team shopping will take place in Suva or Sigatoka depending on your route into the village. This is the opportuntiy for the team to purchase Fijian clothing (Sulus, formal wear, etc.) before entering the village and also as an opportunity for lunch.
- Set up a ‘base’ – Leaders to establish a team base to come back to after shopping and to meet before departure. A table at a food hall is a good idea as people will come back and eat lunch together
- Leadership team split – At least one leader stays at ‘base,’ one leader guides the boys to where to buy appropriate clothes and offer advice, one leader to show the girls.
- Return at specified time – Ask the team to return to ‘base’ and be ready to leave at 2:00-2:30pm
2:30/3:00pm – Travel to the Village
Key Points – Briefing Days:
- Ensure you invest in each and every volunteer during briefing days to establish your presence and connection to each team member.
- Use briefing days and workshops to note strengths, skills and weaknesses of volunteers / team so that you can be proactive across different areas of the project from the very start.
- ‘Team meetings’ during briefing are the first opportunities to establish leadership dynamic and delivery – ensure each is well planned and delivered with confidence.
No drinking during any part of the project (including briefing) – good to remind them on the morning of departure from Smugglers Cove.