Project Role: Project Lead & Coordinator
Tools Used: Trello, Zoom, Microsoft Office Suite
Methodologies: Committee-based delegation, remote coordination, risk planning

Overview

As part of a structured youth development course, I led the planning and execution of a 4-day camping programme designed for participants aged 10–17, alongside older youth groups. The objective was to provide outdoor activities that built life skills such as hiking, survival, teamwork, and leadership. The programme brought together two teams from Leeds and Manchester, requiring multi-city coordination and effective planning.

My Responsibilities

• Served as overall project lead and coordinator between two city-based teams

• Divided the project into committees: food, activities, safeguarding, security, and camp logistics

• Used Trello for task assignment and tracking across teams

• Held regular virtual meetings via Zoom and managed all planning documentation using Microsoft tools

• Created and reviewed the budget, determining cost-per-participant and working with donors to subsidise fees

• Established an executive committee for reporting and approvals

• Oversaw risk assessments and drafted contingency plans

Challenges & Solutions

• Food Shortage: A risk identified during planning; a contingency plan was activated during the event to resolve the issue quickly.

• On-Site Security: Risk management required an active response team; we implemented rotational security shifts among trained volunteers.

• Communication Lags: Some committee reports were delayed, affecting decision-making; I stepped in directly to support and speed up ground-level coordination.

Outcomes & Impact

• Increased engagement and participation compared to past events

• Smooth execution of activities due to strong team delegation and clear workflows

• Positive feedback from participants, parents, and leaders

• Reinforced the value of early planning, clear delegation, and contingency preparation in high-responsibility environments

Key Learnings

This project taught me the importance of accountability in team-based project structures. While committee delegation was effective, delayed reporting required more assertive follow-up, and in some cases, stepping in to maintain momentum. I developed stronger leadership instincts and learned how to manage both the strategic and operational sides of a live event.

This camping project is a highlight of my project management experience—showcasing my ability to coordinate multi-location teams, manage risk, work within budget, and deliver meaningful outcomes under pressure.