Recruitment typically begins 4–6 weeks before the programme starts. The goal is to connect with potential mentors and mentees through trusted, inclusive channels — such as sport clubs, local NGOs, youth services, and community networks.

Once people express interest, the screening process helps ensure they understand the commitment, feel supported, and are a good match for the programme.

Key actions for coordinators:

• 📣 Share accessible invitations in relevant languages through clubs, women’s groups, schools, and partner organisations.
• 📝 Provide short, easy-to-complete sign-up forms — both printed and online versions if possible.
• 🗂️ Collect key information: contact details, availability, sports or activity preferences, language skills, and any support needs.
• ✅ Confirm interest and readiness with a short follow-up call or message, especially for mentors.
• 🛡️ Carry out basic safeguarding and background checks for mentors (if applicable in your setting or legal context).
• 🤝 Explain the programme’s purpose and expectations clearly before moving to the next phase.

What does screening mean?

Screening helps ensure safety, clarity, and a good experience for everyone involved. It can include:

• A short introductory call or in-person chat to confirm interest and answer questions.
• Basic checks (e.g. criminal record or child protection clearance) if required by law or policy.
• Reviewing any personal support needs or preferences to ensure an inclusive match.
• Confirming that mentors understand their role and the expected time commitment.

Screening is not a test — it’s a respectful check to protect everyone’s wellbeing and ensure the programme starts on a strong foundation.

Inclusion tips:

• Use low-literacy formats (e.g. visual flyers, voice notes, pictograms).
• Offer women-led or women-only registration options where appropriate.
• Ensure contact and consent materials are available in relevant languages.

Orientation is held 2–3 weeks before the start, ensuring participants share a common understanding of the programme before matches begin.

For mentors

• Training on MOTM principles, communication skills, cultural sensitivity, boundaries, confidentiality, and the inclusive use of sport.
• Distribute mentoring handbooks, agreements, and goal-setting tools.
• Emphasise that mentors are supporters and companions, not service providers.

For mentees

• Welcoming session explaining what mentoring is, how meetings work, and what activities to expect.
• Provide translation or interpretation where needed.
• Create space for questions and initial networking in a relaxed atmosphere.

Orientation can be organised as separate sessions for mentors and mentees, or as a combined session with clear role-specific segments. The goal is to build confidence and shared understanding from the start.

Thoughtful matching is essential for building trust and ensuring a smooth mentoring relationship.

Matching criteria

• Location and transport – pair people who can meet easily.
• Language skills – consider shared or bridge languages.
• Interests and activity preferences – align hobbies or sports interests.
• Availability – ensure compatible meeting times.
• Cultural and personal considerations – respect gender preferences, religious practices, and comfort levels.

Use a simple matching matrix to track factors objectively and conduct bias checks to ensure inclusiveness and fairness.

Once pairs are identified, introduce them with a short, warm message or phone call. Encourage them to start with a simple, active first contact (e.g., a walk to a nearby club or a coffee plus a 10-minute stroll). Both sides may raise questions or concerns privately before the first official meeting.

The kick-off event is the official launch of the mentoring journey. It sets the tone by being welcoming, informal, and movement-based.

Key elements

• Light physical activity such as a group walk, gentle stretching, or a beginner session led by a partner club to lower barriers.
• Short structured welcome: introduce the programme, timeline, key contacts, and ground rules.
• Informal mingling time: allow mentors and mentees to talk casually and get to know each other.
• Information stands: provide details about local sports clubs, activities, and support services.
• Outcome: each pair leaves with a first-meeting date and one low-threshold activity to try before Week 2.

The first one-to-one meeting lays the foundation for trust and shared direction.

This meeting should be structured yet flexible—the aim is to build mutual understanding and motivation, not to overload the mentee with information.

• Frequency: at least twice a month is recommended; pairs can agree on a rhythm that works for them.
• Format: keep it flexible—walks, light sports, coffee meetings, online check-ins, or a mix. Match the mentee’s comfort level and build confidence gradually.
• Consistency: regular contact, even short meetings, strengthens the bond and makes mentoring feel stable and reliable.
• Light tracking: mentors note date, activity, and one sentence on progress (log or form).
• Club bridge: aim to try at least one club session together by Week 4–6 (or an equivalent low-threshold community activity).

Midway through the programme, coordinators organise inclusive group events to strengthen community and give participants exposure to new opportunities.

Examples include

• Joint walks, low-threshold sports days, or try-out sessions with local clubs.
• Cultural exchange activities where participants share traditions and experiences.
• Open houses at sports clubs, where mentors and mentees can discover activities together.

Where possible, co-host with a local club, so mentees meet staff and see facilities in a friendly context.

The final stage recognises achievements and supports a meaningful transition.

Suggested activities

• A celebratory event where pairs share stories, achievements, and lessons learned.
• Reflective activities (simple surveys or guided discussions) to evaluate progress and gather feedback.
• Planning next steps: encourage mentees to continue physical activity independently, join clubs, or maintain informal contact.
• Recognise and thank mentors publicly to reinforce their contribution.

Outputs

• Short reflection form from both mentor and mentee; coordinator compiles key themes for programme learning.
• Pathway: signpost ongoing club options and any alumni/peer groups.