Managing Risk with 3rd Party Suppliers During a 5-Week Island Language Summer School
- Jul 29
- 4 min read
Organising a 5-week immersive language summer school on a remote Scottish island is nothing short of a logistical ballet. At Love Gaelic, we don’t just teach a language—we immerse students in Gaelic life: the people, the culture, the land, the weather (especially the weather). But none of this magic happens in a vacuum.
We rely on a brilliant patchwork of local services—ferries, buses, halls, guesthouses, musicians, cooks, guides, power supply and many more. Each one plays a vital role. And when everything goes to plan, it’s seamless. But what happens when something breaks down—literally or figuratively?
That’s where risk management becomes a core part of delivering not just quality education—but a calm, enjoyable experience for everyone involved.
The Minibus That Wouldn’t Go
Let me tell you a quick story.
In week three of our summer school, we had a ferry booked to Harris and Lewis for a full day of exploration: Callanish Stones, Luskentyre Beach, Rodel Church—the works. We had an 8-seater minibus arranged, packed lunches ready, students excited.
And then… a call from the car hire company: the bus broke down. Two days before departure.
We scrambled. All other hires on the island? Fully booked. No taxis. No emergency minibuses. Just us, a ferry deadline, and a group of eager Gaelic learners.
What saved the day? Two cars and a heroic act of rescheduling with the CalMac ferry office. Though they mistakenly only changed one way of the booked journey and removed the vehicles from return journeys. We would have been stuck on the other island if we hadn't noticed it on the booking form. It would have been impossible to get on the ferry at all, as they are pretty full weeks in advance! (Shoutout to their customer service, truly!) We managed to squeeze everyone aboard eventually, reshuffled logistics, and will continue the trip tomorrow —with stories to tell and Gaelic vocab to match. Even though we had to cut 2 hours from our trip, just to get the last ferry space.
Why Risk Management with Suppliers Matters
That experience wasn’t just one-off, multiple things had to be mitigated throughout the week—it was a reminder that third-party services are both our biggest allies and our potential weak points. Here's why thinking ahead matters:
Transport providers may cancel or break down
Accommodation may be double-booked or go offline
Guest speakers may pull out last minute
Venues may suddenly be unavailable
Weather (always the wildcard in the Hebrides) can trigger a domino effect
Covid may strike
Power outages, yes we just received notification today that there isn't any power all day this Thursday, so we had to change the venue, which is not easy to find as there are no professional training venues available in North Uist, so we just have to make sure your insurance covers delivering training at home as a back-up.
And with students having travelled from around the globe—New Zealand, the US, UK —expectations are understandably high.
How We Mitigate Risk at Love Gaelic
Here’s how we’ve built resilience into our summer programme:
1. We diversify
We never rely on just one supplier. We build in back-up contacts for everything from cars to cake.
2. We get it in writing
Every key agreement—from ferry bookings to appointments and classroom hire—is confirmed, documented, and re-confirmed.
3. We plan for the unexpected
We draft risk assessments that include third-party failure. For example, what do we do if an activity leader cancels? Or if a guesthouse has a plumbing emergency? There’s always a plan B (and often a plan C, D and E).
4. We nurture strong local relationships
Island life is built on trust. Having direct relationships with local suppliers, crofters, chefs, and community halls means we can problem-solve more quickly and more kindly.
5. We stay calm and transparent
When something does go wrong, we communicate it clearly to our students. People understand. They’re part of the adventure and problem-solving too.
Final Thoughts
A 5-week summer school in the Hebrides is about so much more than grammar and vocabulary. It’s about building life skills, resilience, and real-world cultural experiences. And that applies to us as organisers too. Students are experiencing first-hand what life on an island is really like, with its beauty and its challenges.
The more we embrace the realities of working with third-party suppliers—and plan for the moments they don’t deliver—the smoother and more memorable our programmes become.
Because whether it’s a bus that won’t start or a bagpiper stuck on another island, the show must go on. And at Love Gaelic, it always does—sometimes with a little improvisation, and always with heart.
Have you run language programmes, retreats, or educational events in rural areas?
We’d love to hear how you manage supplier relationships and risk—drop your stories in the comments or connect with us directly.
From North Uist with love (and spreadsheets),Ann Desseyn – Director, Love Gaelic
