Ceremonies Department

Operation Area:

Job title: IST Ceremonies Coordinator, Ceremonies, Jamboree Planning Team

Nature of engagement: Volunteer contract

Duration: From July 2026 until the end of the project in December 2027.

Department description:

The objectives of the Ceremonies Department during the 26th World Scout Jamboree in 2027 are as follows:

· To create an inspiring, Scout-spirited, functional, and safe Arena within the Jamboree site in 2027.

· To produce the Opening Ceremony of the World Scout Jamboree in Poland – a celebration that honours the history and 120th anniversary of the global Scouting movement, promotes its values and openness, and showcases the culture and energy of the host country, Poland.

· To produce the Closing Ceremony of the World Scout Jamboree 2027 in Gdańsk – serving as a summary of the event, spreading the Jamboree theme “Bravely” through action, and marking the handover of the WOSM flag and the beginning of preparations for the next Jamboree in 2031 in Denmark.

· To provide a stage space for the organisation of other program events held at the Arena during the Jamboree – including the interreligious ceremony and the Arena Show.

Responsibilities  

• Coordination of operational cooperation between the IST Department and the Ceremonies Department for Opening and Closing Ceremonies.
• Support planning and execution of IST involvement in ceremony-related activities, backstage operations, and arena logistics.
• Ensuring efficient information flow between production teams, ceremony leads, technical teams, and IST volunteers.
• Development and maintenance of schedules, operational timelines, briefing materials, and workflow documentation for IST support.
• Monitoring readiness and staffing levels across all IST-related ceremony areas.
• Acting as a key communication point between IST and Ceremonies teams.
• Supporting backstage operations during rehearsals and live ceremonies.
• Assisting in coordination of performers, delegations, guests, and support teams.
• Contributing to real-time operational decisions during ceremony days.
• Supporting logistical setup and operational readiness of ceremony areas.

Commitments 

• Full engagement during rehearsals and live ceremony periods.
• Availability to support extended working hours in a dynamic live-event environment.
• Active participation in coordination meetings and briefings.
• Maintaining clear, timely, and proactive communication across all involved teams.
• Commitment to fostering a positive and collaborative working atmosphere among international volunteers and staff.
• Flexibility to adapt to changing operational needs and last-minute adjustments.
• Responsibility for maintaining high standards of reliability and professionalism under pressure.

Knowledge and skills

• Strong organizational and coordination skills.
• Experience in event production, large-scale events, or volunteer coordination (preferred).
• Excellent communication and interpersonal skills.
• Ability to work effectively in fast-paced, live-event environments.
• Strong problem-solving skills and ability to act under pressure.
• High attention to detail and sense of responsibility.
• Fluent English (spoken and written).
• Ability to collaborate within multicultural and multidisciplinary teams.
• Understanding of production workflows, backstage operations, and event logistics (advantage).

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 Chorągwi / 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

Why get involved 

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+01:00) on 30 June 2026 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 Chorągwi / 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 15/07/2026.

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.