Creating a meaningful Trials & Tribulations challenge requires different types of leadership, and understanding these roles is crucial for success.
Whether you’re planning for a small group of friends or a larger community event, knowing who does what and when will help everything run smoothly.
The three key roles
Organisers
The behind-the-scenes planners
Organisers handle the practical side: booking venues, arranging transport, managing consent forms, and coordinating logistics. They’re the ones making phone calls, checking insurance, and ensuring everyone knows where to be and when.
Leaders
The inspirational guides
Leaders take centre stage during the challenge itself. They’re not just telling participants what to do. They’re helping them experience the deeper meaning of each moment, drawing connections to refugee experiences, and keeping everyone connected to the challenge’s purpose.
Support
The reliable backup
Support people provide that extra pair of hands and peace of mind. Whether it’s helping with last-minute preparations, managing unexpected situations, or simply being there if something goes wrong, they’re your safety net.
Different approaches for different group sizes
Small family or friends group (up to 10 people)
Single person approach:
One person takes on all roles: organiser, leader, and main support.
Pros:
- Simple decision-making and communication
- Complete control over the experience
- No need to coordinate between different people
Cons:
- Heavy workload on one person
- Limited backup if they become unwell or overwhelmed
- May struggle to fully inhabit the leadership role while managing logistics
Two-person approach
One person organises, another leads on the day.
Pros:
- Allows the leader to focus completely on the inspirational role
- Spreads the workload more evenly
- Still simple communication between just two people
Cons:
- Requires good coordination between organiser and leader
- May lack support capacity for unexpected issues
Medium community group (10-20 people)
Three-person team
Separate organiser, leader, and support person.
Pros:
- Clear role separation allows specialisation
- Good backup capacity with three people involved
- Manageable team size for decision-making
Cons:
- Requires coordination between three people
- Potential for unclear responsibilities if roles overlap
Co-leadership approach
Two people share organising duties, both take leadership roles on the day.
Pros:
- Shared workload and mutual support
- Flexibility to adapt roles as needed
- Two voices for inspiration and guidance
Cons:
- Need strong partnership and shared vision
- Potential for confusion if leadership styles differ
Large community event (20+ people)
Organising committee with lead roles
Small committee handles organisation, with designated leaders and support team.
Pros:
- Spreads workload across multiple people
- Builds community engagement in planning
- Multiple backup options for each role
Cons:
- Requires more complex coordination
- Potential for “too many cooks” decision-making
- Need clear leadership to prevent drift
Professional hybrid approach
Lead organiser coordinates with specialist leaders and support volunteers.
Pros:
- Clear accountability with distributed expertise
- Allows people to contribute according to their strengths
- Scalable approach for larger events
Cons:
- Requires strong project management skills
- More complex communication needs
- Risk of volunteer dropout affecting capacity
The organiser’s role: Making it happen
Your job as an organiser is to handle all the practical elements that allow the challenge to take place:
Before the event
- Research and book venues for each stage of the challenge
- Arrange transport and coordinate logistics
- Handle consent forms, risk assessments, and insurance
- Communicate with participants about preparations and expectations
- Coordinate food contributions and dietary requirements
- Manage fundraising platforms and charity liaison
During the event
- Ensure smooth transitions between different stages
- Handle any practical problems that arise
- Manage timing and keep the schedule on track
- Deal with external communications (venue staff, transport providers)
- Monitor participant welfare from a logistical perspective
After the event
- Handle cleanup and venue checkout procedures
- Follow up with participants and collect feedback
- Manage final fundraising totals and charity payments
- Organise follow-up activities and community events
The organiser’s success is measured by whether everything happens when and where it should, safely and smoothly.
The leader’s role: Creating the experience
As a leader, you’re not just coordinating activities, but helping participants live the experience and connect with its deeper meaning:
Inhabiting the role
From the Friday evening gathering through to the final reflections, you’re not just explaining what refugees experience. Through active roleplay, you’re guiding participants through a version of it. Instead of saying “this represents the difficulty refugees face,” you might say “we need to be careful crossing this terrain as we don’t know who might see us.”
Setting the scene
- During the uncomfortable overnight stay: “We can only rest for a few hours. We need to move again before dawn”
- On the trek: “Stay close together, we don’t know this area well”
- At the assault course: “We have to get through this, there’s no other way to safety”
Maintaining connection
Help participants understand what they’re experiencing:
- Acknowledge the physical discomfort and connect it to real experiences
- Use moments of difficulty as opportunities for reflection and prayer
- Encourage participants to support each other as communities do in crisis
- Share appropriate Islamic teachings that relate to perseverance and helping others
Managing the emotional journey
- Recognise when participants are struggling and provide encouragement
- Help process difficult emotions that arise during the challenge
- Maintain the balance between challenge and safety
- Guide group discussions and reflections throughout
The leader’s success is measured by whether participants feel transformed by the experience and connected to the cause.
The support role: Providing backup
Support people might not be in the spotlight, but they’re essential for success:
Practical support
- Help with setup and coordination tasks
- Manage equipment and supplies
- Handle unexpected logistics issues
- Provide childcare or family coordination if needed
Emotional support
- Encourage nervous participants before and during the event
- Provide a listening ear for those finding it difficult
- Help maintain group morale during challenging moments
- Support the organiser and leader when they need encouragement
Emergency backup
- Step in if the main organiser or leader becomes unwell
- Handle communication with external parties if needed
- Provide transport or other emergency assistance
- Take photos and document the experience for others
Choosing your approach
Consider your community
- How many experienced event organisers do you have available?
- What are people’s availability and other commitments?
- How complex is your planned challenge (venue, transport, group size)?
Match roles to strengths
- Some people are natural organisers who love planning and logistics
- Others shine as inspirational leaders but struggle with administrative tasks
- Many are happy to help but don’t want lead responsibility
Plan for contingencies
- What happens if your main organiser gets sick the week before?
- Who can step up if your leader loses their voice on the day?
- Do you have enough support to handle unexpected problems?
Start simple
If this is your first time organising a Trials & Tribulations challenge, don’t overcomplicate things. A small, well-organised event is better than a large, chaotic one. You can always expand your approach for future events once you’ve learned what works.
Working together effectively
Clear communication
Make sure everyone understands their role and how it connects to others. Regular check-ins help prevent misunderstandings and ensure nothing falls through the cracks.
Mutual support
While roles may be separate, successful events require people to support each other. Organisers might help with inspiration, leaders might assist with logistics, and everyone should be ready to step in where needed.
Shared vision
Everyone involved should understand and believe in the challenge’s purpose. This shared commitment to the cause helps overcome the inevitable difficulties and keeps everyone focused on what really matters.
Find an approach that works for you
Remember, there’s no single “right” way to organise these roles. What matters is finding an approach that works for your community, your resources, and your specific event.
Start with what feels manageable, learn from the experience, and adjust your approach for next time.