The European Regions of the World Association of Girl Guides and Girl Scouts (WAGGGS) and World Scouting (WOSM) are pleased to launch this call for bids to host The Scout and Guide Academy 2027 (The Academy), which is scheduled to take place in autumn 2027.
What is The Academy, and why host it?
The Academy is a unique Scout and Guide event designed to provide participants with high-quality training and networking opportunities around the core priorities of the European Regions of WAGGGS and WOSM. By hosting such an event, your members can be involved in different areas (communications, registrations, social activities planning, fundraising, etc.), broadening their potential and skills internationally. Furthermore, hosting the event in your country can increase participation among your members, as less travel will be required. Your association can increase its visibility in your local/national context by hosting an international event for 200 people from around Europe.
Bidding process
Interested Member Organisations/National Scout Organizations in the European Regions of WAGGGS and WOSM are requested to indicate their interest by filling out this form: Call for bids to host The Academy 2027 – Fill out form
The bid proposals will be assessed by the offices and submitted to the Joint Committee of the European Regions of WOSM and WAGGGS in summer 2026 for decision. This will enable an effective application for funding to be presented to the Erasmus+ Programme and other funding sources by the respective deadlines.
The deadline for submission of declarations of interest applications is 21 June 2026.
Role of the host association in The Academy
1. Suggest a possible date and location for the event. Give precise location details.
The venue should be:
- Easily accessible through a major international airport and train station.
- Provide clear cost details for transportation options, including public transport and, if arranged, private transport.
Normally, the event takes place around the beginning/mid-November.
2. Give information on venue cost negotiations – approximate costs.
The host provides estimated facility costs. Negotiations will be completed and taken over by the European Scout Region and the Europe Region WAGGGS, with the support of the host, so that the two Regions can meet financial commitments.
3. Indicate how the proposed venue meets these requirements:
- Accommodation for about 200 participants, plus 25-30 staff and facilitators who will manage and run the event. Ideally, all should be accommodated at the event venue or nearby.
- There should be a range of accommodation options, including single, twin, and multiple-bed rooms.
- Breakfast must be included.
- Meeting facilities should allow 8-10 sessions to run simultaneously, with a capacity of 20-25 people per session.
- For the duration, there should be dedicated spaces for event staff:
- One facilitators’ room with a capacity for 18-20 people to work.
- One support team room with 6–8 people working.
- Alternatively, a shared workspace big enough for both teams.
- It is preferable that all facilities are located at the same venue.
4. Please note that the additional expectations the European Scout Region and the Europe Region WAGGGS have of the hosts include:
- Set up a Host Team to support the preparation and delivery of the event (1-2 coordinators as a contact point between the host organisation and the Planning Team), and around 10 people to support the delivery of the event itself.
- Logistical support.
- Location information, advice and travel guidance.
- The strong possibility of submitting an Erasmus+ grant application or other grants in the name of the host association, in collaboration with regional fundraising staff.
- Advice on travel options.
- Negotiation of special travel or tourism options for offering to participants.
- A possible meet-and-greet facility.
- A social programme – sports, culture, relaxing activities – may include options for which participants will pay for the service provided separately from the basic participation fee.
- A help desk is available on-site.
- Liaison with the people responsible for communications in the Regions and sharing tasks in publicising the event.
- A small, agreed budget will be provided.
5. Sustainability Commitment.
Please include in your bid all the measures you will take to ensure eco-friendliness, aligning with:
- WAGGGS Europe Region Sustainable Development Framework
- Greener Events for Her World Initiative
- WOSM Guidelines for Organising Sustainable Events
- WOSM Checklist for Sustainable Events
We would greatly appreciate a sustainability impact assessment.
Some aspects are not included in the host’s responsibilities:
- Invoicing of participation fees.
- Finalising accommodation and meeting room contracts.
- Reimbursements (must be pre-approved)
- Overall event coordinators
- Event budget oversight (managed by regional staff)
- Ensuring the event meets educational objectives
- Development of a communication plan
- Managing pre-event communication
- Event evaluation and reporting
The European Regions of WOSM and WAGGGS look forward to receiving your bid to host The Academy 2027. Corentin Molders (corentin.molders@scout.org) and Eirini Kappou (eirini.kappou@wagggs.org) are available for further information.