Venue Management Department

Operation Area:

Role Description 

Job title: Department Co-Head, Venue Management Department, Jamboree Planning Team  

Nature of engagement: Volunteer contract 

Duration: From December 2025 until the end of the project in December 2027 

Department description:

The Venue Management Department ensures that all shared venues across the Jamboree site are safe, well-equipped, welcoming, and operationally effective. This includes managing and coordinating key common areas such as the Plaza (including: Food Houses, Contingent Tents, and Partner Venues), as well as supporting other departments that operate venues – such as the Bus Terminal or Programme Areas, aiming to maintain a consistent standard of service and experience across the site. In addition, the department oversees a range of shared services such as the Jamboree Post Office, Lost & Found, and Information Points. 

The Co-Head of Department, Venue Management will share leadership responsibilities with another Co-Head under a collaborative dual leadership model. Together, they will lead a team responsible for planning, developing, and operating the common venues of the Jamboree. 

The Co-Heads will work closely with other Department Heads and the Jamboree Management Team to ensure that all venues are designed and delivered to the highest standards of functionality, safety, and participant experience. In particular, a close collaboration with the Jamboree Site Department is needed, who are responsible for the various site functions (e.g., design, energy, cleaning, storage, construction). 

This particular Co-Head role will focus primarily on the technical and logistical aspects of venue operations – such as spatial planning, infrastructure and facilities coordination, and on-the-ground implementation – complementing the skill set of the existing Co-Head, who focuses on project management and stakeholder coordination. 

Responsibilities:

• Develop and oversee concepts for directly managed venues (e.g. the Plaza) or shared-ownership venues with other departments (e.g., Programme), coordinating a team of Venue Managers, responsible for each venue 

• Ensure the logistical and operational delivery of all venues. 

• Collaborate with Jamboree Site department on overseeing maintanance of facilities and infrastructure. 

• Facilitate effective coordination between the Venue Management Department and other Jamboree departments, ensuring consistency and alignment of standards. 

• Coordinate with external partners and stakeholders. 

Commitments:

• Availability to travel to JPT or department meeting (min 2 times/year) 
• Availability to arrive at the event earlier and depart from the Jamboree later than standard arrival/departure dates (specific date will be agreed later in the project planning)
• Regular meetings as required to support the development of your team.
• Monthly department meetings to share developments among the wider team.
• hours a week developing and growing the team and its policies/procedures.
• following up promptly to communication by email and Slack

Knowledge and skills:

• Logistics and Operational Planning: Strong ability to plan, organize, and manage venues, logistics, including equipment, infrastructure, and resources, as well as the needed on-site services 

• Strategic and Tactical Thinking: Capacity to translate strategic plans into practical, workable solutions on-site.  

• Problem-Solving: Analytical mindset with the ability to respond effectively to logistical challenges.  

• Communication: Strong interpersonal and communication skills, comfortable working across cultures and teams.  

• Scouting Knowledge: Familiarity with Scouting principles and prior experience in Scout events (preferred).  

• Technical Skills: Proficiency with Outlook 365, MS Word, Excel, and SharePoint. 

Background Experience:

• Event Planning: Proven experience in setting up and running large-scale events or venues.  

• Leadership: Demonstrated ability to lead teams in scouting, event, or volunteer contexts. 

Personal Attributes: 

• Collaborative: Works effectively as a co-leader, sharing responsibilities and decisions. 

• Adaptable: Flexible and calm under pressure; thrives in changing environments. 

• Creative: Brings innovative ideas for spatial use, venue functionality, and participant engagement. 

• Detail-Oriented: Attentive to operational and safety details. 

• Committed: Dedicated to the values of Scouting and the mission of the Jamboree. 

• Culturally Sensitive: Promotes inclusivity and respect for diversity. 

Formal requirements:

We welcome applicants from both within Poland and abroad, each with their respective requirements: 

Applicants from Poland should meet the following requirements:  

• active membership in the Polish Scouting & Guiding Association (ZHP)  

• completed leader’s service in the previous year and an opinion of the relevant Regional Commissioner or Chief Commissioner (Komendant Hufca / Komendant Chorągwii / Naczelnik ZHP) 

• positive experience of projects at least at regional level (domestic)  

• ability to communicate freely in spoken and written English  

Applicants from abroad should meet the following requirements:  

• Active membership in one of the organisations belonging to the World Organization of the Scout Movement (WOSM)  

• a favourable opinion from the International Commissioner  

• positive experience of projects at international level  

• ability to communicate freely in spoken and written English 

As a member of the Jamboree Planning Team (JPT), you’ll be vital to creating this exceptional scout event. We’re dedicated to supporting you fully, providing: 

• comprehensive support from the People Department for personal and professional growth, including access to JPT Academy sessions and workshops 

• a volunteer agreement outlining your contributions and responsibilities 

• arrangements for in-person meetings in Poland, covering transportation, accommodation, and visa costs 

• a jamboree-specific email address and access to tools like Microsoft 365 and Slack for effective communication 

• a Planning Team kit including scarf, T-shirt and other jamboree related merch 

• a volunteer certificate at the end of your volunteer journey, acknowledging your contribution and dedication 

The application should be submitted through the platform no later than 23:59 CET (UTC+1:00) on 10/12/2025  and should include: 

• A Curriculum Vitae that includes both your professional and scouting experience. The CV should be in English and indicate the candidate’s e-mail and mobile contact details. We recommend using the Europass standard format (https://europa.eu/europass/en). 

• A cover letter of no more than 4 paragraphs describing your experience, skills and the rationale for your application (in English). 

• An endorsement letter from your International Commissioner that includes their favorable opinion on your profile and application for this role. Candidates from Poland should request endorsement from the Regional Commissioner or Chief Commissioner (Pełnomocnik ds. Zagranicznych oraz Komendant Hufca / Komendant Chorągwii / Naczelnik ZHP). 

 

All candidates who sent in their application correctly and on time will be contacted after the application deadline. A decision on the composition of the team is expected no later than January 2026. 

Click the button below to access the recruitment platform and submit your application. If you have any questions regarding the recruitment, please don’t hesitate to contact at [email protected]. 

 

After clicking the 'Submit your application' button, you will be taken to the Jamboree Planning Team recruitment platform at engage.wsj2027.org. Scouting is an inclusive, values-based Movement under the Scout Promise and Law. Applying for positions in the Jamboree Planning Team is open to all young people and adults who accept our fundamental values. The Jamboree Organisation stands against discrimination of any kind, including race, colour, nationality, age, gender, sexual orientation, language, religion, social background, or political beliefs - so long as they are consistent with Scouting values. Respecting and valuing the diversity of all volunteers and employees involved in organising the World Scout Jamboree ensures that we maximise the potential of all young people and adults by creating better, fairer, safer working environments. Your personal data will be treated with utmost confidentiality in compliance with GDPR regulations, and will be used solely for this recruitment process. We store your information securely and will not share it with third parties without your prior consent. By submitting your application, you agree to the processing of your data in accordance with these terms.

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Pictures: © World Scout Bureau, Inc.; Getty Images; Pexels GmbH; ZHP/Zuzanna Gałczyńska, Karolina Pośnik, Matylda Hojnor, Karolina Piotrowska, Patryk Sikora, Weronika Małachowska, Agnieszka Madetko-Kurczab, Piotr Rodzoch, Karolina Pośnik, Arkadiusz Wydro, Sebastian Strachowski, Kamil Jasiński, Konrad Kmieć.