Act.ival for Future would not be possible without the commitment of the crew and freelance team working behind the scenes. From 26 to 29 March 2025, 30 crew members came together in Lübeck, Germany, for a dedicated preparation meeting ahead of the event. The gathering created a shared space to prepare for responsibilities, strengthen coordination, and build the team spirit needed for such a large international activity.
During the four-day preparation, participants took part in team-building activities, logistics and safeguarding briefings, task distribution sessions, and a full walkthrough of the programme and event structure. This helped ensure that everyone had a clear understanding of their role and of how the different parts of the event would work together. The crew was organised into several teams covering coordination, programme, administration, small group navigation, participant support, awareness, logistics, and social media.
Beyond the practical preparation, the meeting also gave crew members space to get to know one another, exchange ideas, and contribute their own suggestions for improving the participant experience. The main outputs of the meeting were a clear division of responsibilities, stronger team coordination, and shared readiness across all working areas. The main outcomes were increased confidence, a stronger sense of collective responsibility, and better preparation to support participants throughout the event.
With a common goal of creating a smooth, welcoming, and memorable experience for everyone involved, the Crew Prep Meeting laid an important foundation for Act.ival for Future 2025 and showed how much strong youth-led teamwork matters behind the scenes.
