Enhancing Risk and Event Management for World Scout Jamboree’s Global Gatherings

The Customer

The 26th World Scout Jamboree is one of the largest global youth events, gathering around 40,000 participants aged 14 to 18 from 176 countries. Held every four years, this massive outdoor event brings together young people for global dialogue. Scheduled to take place in Poland in 2027, it will be the first Jamboree held in Central Europe since 1933.

The event is run entirely by volunteers, with 450 members of the Jamboree planning team working alongside thousands of international service team (IST) volunteers. Over 12 days, scouts will participate in educational activities and adventure sports, all while living together in a 300-hectare temporary “town” in northern Poland. This temporary “town” will feature everything from medical and security services to food provisions and waste management, making it a complex logistical challenge.

The Challenge

Organizing an event of this scale presents numerous challenges, particularly in coordinating thousands of participants and volunteers from around the globe. Key challenges included:

1. Global Coordination: The event planning involves volunteers from more than 45 countries, creating complexity in communication and planning.

“We are working with volunteers from more than 45 countries, and having clear coordination and communication is absolutely crucial for us.” — Karol Gzyl, Executive Director of the Jamboree

2. Risk and Incident Management: With thousands of attendees, including young participants, most of which will be aged 14 to 18, managing safety, security, and potential risks is a top priority.

“We are effectively building a small town for over 40,000 people. Every part of this temporary town — from medical services to transport—must be managed with precision to ensure everyone’s safety.” — Leigh Villiers, Head of Knowledge Management

3. Centralizing Information: With over 22 departments involved, having a single system to centralise information for all stakeholders is critical.

4. Tracking Sustainability Efforts: As champions of the Sustainable Development Goals (SDGs), the Jamboree needed tools to track and document their sustainability initiatives.

5. Volunteer-Based Operations: As the event is volunteer-driven, it required a platform that was easy to use and accessible to many.

“The biggest challenge for us is having one centralised system that can handle all the planning and communication with national coordinators and stakeholders.” — Karol Gzyl, Executive Director of the Jamboree

The Solution

The organizing committee selected WeTrack for its comprehensive project management and risk management features. WeTrack offered a centralized solution that addressed their operational needs, particularly in areas like planning, risk mitigation, and sustainability tracking. The planning committee needed a solution that could streamline communication and provide high level of visibility to key stakeholders.

Key Features Utilized:

• Project Management: Each of the 22 departments within the Jamboree uses WeTrack for task tracking and coordination, with all 450 planning team members having access to the platform.

• Risk Management: WeTrack’s risk management tools enable the team to assess and mitigate risks across departments, ensuring safety and security during the event.

“The risk management module helps us stay on top of potential issues, and it will play a key role during the event itself when we manage incidents in real-time.” — Karol Gzyl, Executive Director of the Jamboree

• Incident Control Centre: The incident management module will be used during the event itself, allowing the team to handle real-time issues efficiently.

“WeTrack’s incident control centre is something we’re particularly excited about. It will help us manage on-the-ground issues quickly and effectively.” — Leigh Villiers, Head of Knowledge Management

• Sustainability Tracking: The sustainability team will use WeTrack’s sustainability metrics to track their efforts towards meeting SDGs and complying with international standards like ISO for sustainable events.

• Automated Reporting: WeTrack’s automated reporting feature provides real-time updates to stakeholders, saving time and increasing visibility across the organisation.

“Automated reports have been a game changer. We no longer have to chase down information— everything is right there, on schedule.” — Leigh Villiers, Head of Knowledge Management

The Results

Since adopting WeTrack, the Jamboree planning team has seen significant improvements in efficiency, collaboration, and risk management. The platform has become an indispensable part of their event operations, providing critical insights and helping streamline processes across the board:

• Improved Efficiency: The ability to centralise all information in one system has saved significant time in planning and reporting.

• Enhanced Risk Management: The platform has improved visibility into risks and allowed for better preparation and response plans.

• Streamlined Collaboration: Volunteers across 45 countries are now able to collaborate more effectively, with a clear structure in place for project management.

• Real-Time Reporting: Automated reporting ensures that all departments and external stakeholders, such as national governments, receive up-to-date information, building trust and improving decision-making.