Timetable GAMECHANGE

GAMECHANGE: Innovative Board Games for Youth Engagement 

– 18-Month Timetable

September 2025:

The project officially launches this month. ACPELIA (Cyprus), as the coordinator, initiates project start-up activities and forms the core team. Partnership agreements are signed and the detailed work plan is confirmed. ACPELIA establishes a schedule of monthly online coordination meetings (covering progress monitoring, risk assessment, and finances) to ensure smooth executionfile-tlqvnxsntjabaxzupieozk. Initial dissemination also kicks off with a project announcement on each partner's website and social media, introducing GAMECHANGE and its objectives.

October 2025: 

Reflections of Europe (Poland) hosts the Kick-Off Transnational Meeting. 

KICK OFF TM: 3-5 OF OCTOBER, 2025, REFLECTION ON EUROPE, KIELCE, POLAND

During this meeting, representatives from ACPELIA, Reflections of Europe, and HESSA align on roles and finalize the timeline and methodologiesfile-tlqvnxsntjabaxzupieozk. Key objectives are reiterated, and the partners establish evaluation protocols for tracking progress. This face-to-face kickoff builds team cohesion and ensures everyone understands the project management procedures and communication channels moving forward.

November 2025: 

Under HESSA (Romania)'s leadership, the consortium launches the initial research phase. Throughout November, each partner investigates existing educational board games and the needs of local youth via literature reviews, surveys, and focus groupsfile-tlqvnxsntjabaxzupieozk. The goal is to gather data on best practices in gamification and youth engagement. ACPELIA coordinates regular check-in calls to monitor research progress, while HESSA begins compiling insights. These efforts lay the groundwork for the game development by highlighting effective approaches and content ideas.

December 2025: 

The research activity continues and concludes this month. HESSA analyzes the collected data, focusing on how gamification can enhance learning and inclusion. By late December, HESSA circulates a summary research report to all partners, outlining key findings such as youth preferences and successful board game elements. An online meeting is held to review these insights and plan the upcoming training. Meanwhile, ACPELIA oversees the schedule and quality of outputs, ensuring the research phase finishes on time. Initial findings are shared in a year-end project update, keeping stakeholders informed.

January 2026: 

Preparation begins for the international training event. ACPELIA (Cyprus) leads the design of a five-day training curriculum on board game developmentfile-tlqvnxsntjabaxzupieozk, using the research results to shape the content. Partners collaborate on creating training materials (covering game mechanics, storytelling, and inclusive gamification) so that the sessions will prepare youth workers to implement board game methods in their communitiesfile-tlqvnxsntjabaxzupieozk. Logistical planning is in full swing: ACPELIA secures the venue in Nicosia and finalizes travel and accommodation details, while Reflections of Europe and HESSA select five youth workers each to send to the training. By the end of January, the training agenda is finalized and participants are confirmed.

February 2026: 

Final arrangements are made for next month's training. ACPELIA refines all training materials and distributes a detailed schedule to partners and participants. A pre-training briefing (virtual) is conducted to ensure trainers and facilitators – including staff from all three organizations – are aligned on roles and content. Reflections of Europe and HESSA brief their participating youth workers on the project's aims and what to expect in Cyprus. ACPELIA also uses this time to double-check project management tasks (budget, risk log) so that the upcoming training can proceed smoothly. By month's close, all partners are ready for the hands-on capacity building phase to begin.

March 2026: 

TRAINING DATES: 8 TO 15 OF MARCH 2026, HYLATIO TOURIST VILLAGE (5 YOUTH WORKERS EACH NGO). NGO ACPELIA IN CHARGE

The international Training of Youth Workers on Board Game Development takes place in Cyprus, led by ACPELIA. For one intensive week this month, 15 youth workers (5 per partner) convene in HYLATIO TOURIST VILLAGE, PISSOURI for practical workshops on designing and implementing educational board games. Participants learn about game mechanics and storytelling for social impact, and they practice creating game prototypes focused on youth inclusion. The training improves their skills and prepares them to apply board game methodologies back home. By the end of March, the trainees return to Poland, Romania, and Cyprus with draft game ideas and new expertise. ACPELIA evaluates the training through feedback questionnaires, and the partners refine plans for how these newly trained youth workers will engage local youth in the next phase.

CREATION OF BOARD GAMES IN ALL COUNTRIES THROUGH THE YOUTH WORKERS AND PREPARING LOCAL ACTIVITIES. 

April 2026: 

The project shifts to local implementation and testing. Reflections of Europe (Poland) coordinates the launch of local board-game workshops in all three countriesfile-tlqvnxsntjabaxzupieozk. This month, the recently trained youth workers – supported by their organizations – hold the first workshops with local youths and stakeholders. In these sessions, they introduce the prototype board game concepts developed during training and facilitate gameplay. The workshops actively engage young people (including those from marginalized groups) in playing and co-creating the gamefile-tlqvnxsntjabaxzupieozk. Each session ends with feedback collection to capture participants' suggestions and observe how the game fosters engagement. ACPELIA and HESSA monitor these initial workshops via regular reports, ensuring a consistent approach and sharing lessons learned across countries.

May 2026: 

Local testing and youth engagement workshops continue to roll out in Cyprus, Poland, and Romania. Each partner conducts several sessions this month, working toward the goal of ten workshops per country. As the board game is played with different youth groups, partners collect valuable feedback to refine and improve game mechanics and contentfile-tlqvnxsntjabaxzupieozk. The game design is iteratively adjusted – for example, simplifying rules or adding new scenario cards – to better resonate with participants. HESSA begins drafting sections of the methodological handbook in parallel, documenting the game development process and educational tips gleaned from the workshops. Mid-project dissemination is underway as well: partners share updates and photos from these activities on social media and local networks, sustaining public interest in GAMECHANGE.

June 2026: 

By June, the local workshops are in full swing and nearing their midpoint. Most partners have delivered roughly half of the planned sessions, engaging a broad range of youths and youth workers. Reflections of Europe compiles interim findings from all countries, noting common feedback trends. The consortium uses these insights to make coordinated improvements to the board game. At this stage, the core game concept is taking a finalized shape: rules are honed for clarity, and content is validated to ensure it's inclusive and educational. With a solid prototype in hand, HESSA intensifies work on the handbook, outlining guidance for using the game as a tool for youth engagementfile-tlqvnxsntjabaxzupieozk. ACPELIA conducts an internal mid-term evaluation this month, reviewing progress against the work plan and ensuring that the timeline for remaining activities (game finalization, handbook publishing, final meeting) is still on track.

July 2026: 

The final rounds of local workshops are completed this month. Each partner reaches the target of 10 community workshops, having involved numerous NGOs, schools, and youth centers in the process. Using the full collection of feedback, the partnership now finalizes the innovative board game for youth engagement. All game elements – from the board design and pieces to scenario cards – are completed, and the game is tested one last time internally to confirm its quality. In tandem, HESSA (with input from ACPELIA and Reflections of Europe) finishes a draft of the methodological handbook that compiles the project's outputs and learnings. This handbook includes the initial research findings, instructions and best practices for using the board game, and new gamification ideas developed during the project. A consortium-wide virtual meeting is held to review the final game and handbook draft, ensuring consensus on content. Partners also start planning how to present these results to the public, anticipating the dissemination of the game and handbook.

August 2026: 

August is dedicated to polishing and publishing the project results. HESSA leads the editing and graphic design of the handbook, incorporating partners' feedback and ensuring the content is clear and professional. By mid-month, the Gamechange handbook is finalized and ready for layout/printing. Concurrently, ACPELIA and Reflections of Europe coordinate the production of the physical board game components (if applicable) or a print-and-play version for broader distribution. Although many team members take summer holidays, the consortium maintains momentum by preparing promotional materials to accompany the release of the game and handbook. ACPELIA double-checks that all outputs meet Erasmus+ visibility requirements (logos, disclaimers) and that dissemination plans are in place for the fall. By the end of August, the project's two main intellectual outputs – the board game and the handbook – are complete and poised for distribution.

September 2026: 

With the new school year starting, partners begin actively disseminating the completed board game and handbook. HESSA makes the digital handbook available online, and each organization shares it with their networks of youth organizations and educators. Partners also conduct informal pilot sessions or demonstrations of the finalized board game at youth centers and events, showcasing how it promotes engagement and inclusion. The feedback from these early adopters is positive, helping build credibility for the project's results. ACPELIA continues to coordinate project communications, ensuring that any inquiries about the game or handbook are addressed. Planning for the final transnational meeting intensifies: ACPELIA circulates a draft agenda and gathers input on topics to cover (such as long-term impact and sustainability). Having all major deliverables in hand, the team now shifts focus to evaluating impact and solidifying the project's legacy.

October 2026: 

This month is focused on evaluation and sustainability. ACPELIA, with support from all partners, begins drafting the project's impact assessment report – a document detailing the project's successes, challenges, and overall outcomes. Partners contribute data for this report, including testimonials from youth workers and statistics from the workshops (e.g. number of youth engaged, improvements observed). The consortium also finalizes plans for the upcoming final meeting, confirming dates and session details. Meanwhile, dissemination efforts continue unabated: partners present the GAMECHANGE board game and handbook in various forums (like local youth work meetings or education fairs) to extend the reach of the project results. By late October, the impact report is well underway, and the agenda for the final meeting (covering outcome review, future use of results, and formal evaluation) is agreed upon.

November 2026: 

In November, the consortium prepares to close out the project's remaining tasks. HESSA finalizes the content of the methodological handbook and impact report, incorporating any last feedback from partners. ACPELIA compiles all necessary documentation for project closure, such as financial records and evidence of activities, in anticipation of final reporting. Reflections of Europe assists ACPELIA in fine-tuning the final meeting logistics – booking accommodations, confirming participant travel, and arranging any local visits or press engagement in Cyprus. Each partner also intensifies dissemination on the local level: for example, they might host a small multiplier gathering or send the board game and handbook to additional youth organizations, ensuring the products reach practitioners who can use them. By the end of November, all project outputs are polished and all partners are ready to formally present and evaluate them at the final meeting.

December 2026: 

In the final full month before project conclusion, partners conduct thorough wrap-up checks. ACPELIA circulates a draft of the Erasmus+ final report for partners to review, ensuring that each activity (management, training, development, etc.) is well documented. The impact assessment report is completed and shared among partners for approval. Given the holiday period, no major events are scheduled, but partners use this quieter time to reflect on the project's outcomes internally. Each organization evaluates how the GAMECHANGE project has improved their capacity (for example, new gamification skills or community connections). Dissemination this month takes the form of a year-end summary on the project's website and social media, highlighting key achievements and inviting the community to explore the new board game and handbook. By December's close, the consortium is fully prepared for the final evaluation and celebration in Cyprus.

January - February 2027: 

The project culminates with the Final Transnational Meeting & Impact Assessment event in Cyprus, hosted by ACPELIA. 

FINAL TPM: 5 TO 7 OF FEBRUARY 2027, PISSOURI, LIMASSOL, CYPRUS - 2 REPRESENTATIVES FROMEACH ORANISATION. NGO ACPELIA IN CHARGE.

For three days, all partners come together in  Pissouri to review the project outcomes, share experiences, and plan for post-project sustainability. The team formally presents the finished board game and the methodological handbook, followed by structured feedback and evaluation sessions. Partners discuss the long-term impact of GAMECHANGE, including how each organization will integrate the board game methodology into their future youth work, and they outline strategies to sustain the partnership's results. The consortium also finalizes the dissemination strategy to ensure the project's reach extends beyond the Erasmus+ circle, aiming to share results with a broader European audiencefile-tlqvnxsntjabaxzupieozk. By the end of the meeting, an agreed-upon impact report is in place and partners have concrete plans to continue leveraging the project's innovations. This meeting not only serves as an evaluation and administrative wrap-up, but also as a celebration of the collaborative achievements.

February 2027: 

The final month is devoted to closing formalities and legacy building. ACPELIA, as coordinator, compiles and submits the official final report to the Erasmus+ National Agency, including all deliverables and an overview of the project's impact. All partners engage in last-mile dissemination: the board game and handbook (now fully finalized) are made freely available online to youth organizations and educators across Europe, and each partner issues press releases or newsletters to publicize the project's results. The consortium conducts a closing evaluation, documenting lessons learned and recommendations for future projects. By the end of February 2027, GAMECHANGE has met all its objectives and milestones. Key outputs – an innovative board game, a youth worker handbook, a training curriculum, and an impact report – have been delivered, and the partner organizations commit to continue promoting game-based learning for youth engagement even beyond the project's lifespan.