The first Urdd Eisteddfod was held in 1929 in Corwen, North Wales. It originated from a Youth Association formed in 1922. This national 6-day youth event is usually held annually, in June, at different locations across Wales. From 2005 onwards, it will be held in the Millennium Centre in Cardiff every four years.

The Urdd Eisteddfod aims to provide a social network for young people within an educational framework. It gives them the opportunity to express themselves in their particular area of interest, for example, drama, poetry, music and sport competing in groups or as individuals.

Around 450 local competitions are held in 18 regions throughout Wales. Success in two local rounds qualifies for competing in the National Urdd Eisteddfod.

Two planning teams work continually to coordinate and organise the event, overlapping over a three-year planning cycle.

A permanent core of about 8 staff across Wales includes a site manager to oversee the organisation and planning of the site layout, services and facilities. Local associations and other interested parties provide voluntary support.

The event's size determines the choice of location. Usually 'green field' sites are used - this provides space for stallholders, tents and marquees (eg. for hospitality and the media) and a caravan area (with a maximum of 250 at any one time).

Apart from the main site, competitions may also be held locally in schools, halls and other suitable venues. Support from the local community and residents is essential to the event's success.

An event of this size costs around £1.3 million. Funding is sought from a variety of sources. Commercial and private organisations provide sponsorship and various grants are allocated by bodies like the Welsh Language Board and Welsh Arts Council. Gate receipts, TV and broadcasting rights, stall holders, trade stands and Urdd-related merchandise also generate income. 'In kind' support is provided by a host of volunteers.

Local Authorities inviting the Urdd to their area contribute around 15% to the cost of the festival - a major investment to the local economy.

Besides 15,000 competitors (3 from each competition previously held) approximately 100,000 visitors attend the Urdd event.

Competitions are generally held during the day from 7.30am to 6pm. Non-competitive performances, like concerts, are held in the evening, giving local children the opportunity to perform publicly for fun. On the final night, performances are by older age groups in youth choirs and bands.

Music Master Classes were held during the Urdd Eisteddfod for the first time in 2004. These proved to be very popular and effective in promoting Welsh culture.

Around 1,000 volunteers are usually recruited via local committees to act as stewards/marshalls. Each competition needs a Clerk and, so, a further 450 volunteers come from schools, youth groups and associations involved.

The Fire Brigade and the St John Ambulance hold induction courses for all these staff.

The organisers liaise closely with the Police on signage, traffic and highways control. A security company oversees all site security for the event.

All Eisteddfod events, including the Urdd, are covered by Event Liability Insurance. All trade holders, as self employed subcontractors, must have their own insurance cover.

Key Points:

• Cooperation and support from the local community determines the difference between success and failure
• Engage with the media at an early stage to ensure promotional information and "two for one offers"
• Important to form regular working groups with Local Authority, Fire Brigade, St John Ambulance and other emergency services
• Health and Safety Executive advise throughout the planning and organising process with daily checks including fairground
• Prepare and plan well in advance and keep staff informed of their roles and responsibilities
• Due to high cost of insurance for individual traders, consideration is being given by festival organisers taking out block insurance with trades' people contributing a percentage fee to meet this
• Parking, Toilets and Weather are the three most important things to success of an event

Useful Links:

www.urdd.org