Upload
others
View
5
Download
0
Embed Size (px)
Citation preview
Journey Guidelines |
JourneyGuidelines
forAmbassadorandHostCoordinators
JourneyGuidelines|2
Introduction 6ABriefHistory 6YourRoleasanAmbassadorandHostCoordinator 7FriendshipForceAmbassadorPledge 8
Chapter1:PlanIt 9GettingStarted 9FFIRegionalSupportManager 9YourCounterpartCoordinator 10Clubliaison 10JourneyCommittee 10
CommunicatingBetweenAmbassadorandHostCoordinators 10PlanningtheJourneyExperience 11SettheDates 11TheHomestay 11GroupActivities 12CustomizedCulturalActivities 12IndividualTimetoExplore 12HelpfulHintsforHostCoordinators 12
PlanningAmbassadorTravel 13IndividualTravelArrangements(fullflexibility) 13GroupTravelwithOptionalTouring(partialflexibility) 13GroupTravelWithRequiredTouring(noflexibility) 13HelpfulHintsforAmbassadorCoordinator 13TravelInsurance 13
SettingtheAmbassadorJourneyFee 14FinancialManagementforAmbassadorCoordinator 14
MakingyourMasterCalendar(AmbassadorandHostCoordinatorChecklists) 15CHAPTER2:SellIt 19DevelopingaSuccessfulRecruitingStrategy 19PromotingTheJourney 20Fill-the-SeatPolicy 20
JourneyGuidelines|3
WhattoLookforinPotentialAmbassadorsandHosts 21TheSelectionProcess 21SpecialNoteonMobilityandHealthLimitations 22
HostMatchingProcess 23Enthusiasm! 24
Chapter3:LeadIt 25WorkshopstoPrepareAmbassadorsandHosts 25InformationalWorkshop 25CulturalWorkshop 25Pre-departure(forambassadors) 26Pre-arrival(forhosts)workshop 26Deadlines 26
BeingPreparedforEmergencies 27GroupEmergencies 27Individualemergencies 27HelpfulHints 27
FinalPreparations 28TravelArrangements 28Documents 28
LeadershipDuringtheJourney 28YourFinalAssignment:HaveFun! 29Post-JourneyActivities 29Reunionparty 29Keepingtheinternationalfriendshipsalive 29
Journeyevaluation 30FinancialReport 30
SupplementalInformation 31AppendixI:GeneralInformation 31FriendshipForceAmbassadorsandHosts 31OfferingaStrongCulturalHostingProgram 33EarlyCommunicationandPlanning 33WelcomeIdeas 35
JourneyGuidelines|4
CivicReception 35“Treat”theHostTime 35FriendshipsandFood 35ActivityIdeas 36UniqueIdeas 36Excursions 37GuidelinesforTravelArrangements 37
DownloadingInformationfromtheFFIWebsite 40
Ifordinarypeoplegettoknoweachotherasfriends,theydiscoverthatthevaluesandexperiencestheysharearemoreimportantthantheirdifferences.
-WayneSmith,Founder
JourneyGuidelines|5
JourneyGuidelines|6
Introduction
ABriefHistory WayneSmith,thefounderofFriendshipForceInternational,believedthatfriendshipisapowerfulforceforchangeintheworld.Ifordinarypeoplegettoknoweachotherasfriends,theydiscoverthatthevaluesandexperiencestheysharearemoreimportantthantheirdifferences.Theylearnthatdifferencesdonothavetodivide.Buthowcanweestablishmeaningfulfriendshipsacrossthebarriersoflanguage,culture,religion,anddistance?WayneSmithhadananswer:employtheuniversalconceptofhospitalitytostrangersasthemeansforbringingpeopletogether.Givepeopleafewdayssharingahomeandtheycanbecomefriends.
TheFriendshipForceenvisionsthatfriendshipsamongpeopleofdifferentnationsandcultureswillnotonlybepersonallyenrichingforparticipantsbutalsocanpromoteinternationalunderstandingonabroadscale.Basedonthisvision,SmithestablishedTheFriendshipForceinMarch1977withthesupportofJimmyandRosalynnCarter.Mrs.RosalynnCarterservedasHonoraryChairpersonofTheFriendshipForcethroughthefirsttwenty-fiveyears,workingtoensurethattheorganizationbecamevibrantandknownaroundtheworld.
WhatsetsFriendshipForceapartfromotherculturalexchangeorganizationsisthefocusona5-7dayhomestay,thepurposeofwhichistopromoteglobalunderstandingbybringingpeopletogetheracrossthebarriersthatnormallyseparatethem.Morethan600,000ordinarycitizensinmorethan60countrieshavelearnedthatsharingahomeforafewdaysisanidealwaytocreatenewfriendships.Intheprocess,stereotypesthatcanleadtomisunderstanding,fear,hatred,andevenwar,givewaytounderstandingandgoodwill.
BeginningwithaboldseriesoflargeJourneysinthelate1970s,theconcepttookhold.Withinafewyearstensofthousandsofcitizenambassadorsandhostscouldtestifytothefactthatafewdaysofsharingahomedidindeedleadtolastingfriendships.WiththehelpofaUSD$3milliongrantinthe1980sfromtheSasakawaFoundationinJapan,FriendshipForcetransformeditselffromaseriesoflargeexchangestoaglobalnetworkoflocalchaptersinmorethan350communitiesin58countries.
Inthelate1980s,FFIbecameactiveintheformerSovietUnion,pioneeringhomestayvisitsthroughouttheregion.InlargepartbecauseofthisinnovativeprogramlinkingEastandWest,in1992FriendshipForcewasrecognizedinternationallywhenitwasnominatedfortheNobelPeacePrize.WayneSmithretiredin2000anddiedin2004.HewassucceededasPresidentbyChipCarter(2000-2002)andSusanSmith(2003-2004).Foracompletehistoryofthefirst20yearsofFriendshipForceInternational,seeCharleneTerrell’sbook,TheOtherSideoftheMountain.CopiescanbeorderedfromFFI.
JourneyGuidelines|7
YourRoleasanAmbassadorandHostCoordinator TheAmbassadorandHostCoordinatorsisoneofthemostimportantFriendshipForceleadershiproles.Itisalsooneofthemostrewarding.AsanAmbassadorandHostCoordinators,youarethe“face”ofFFI.
AsCoordinatorforaJourney,youareresponsibleforplanningtheJourney,recruitingambassadors/hosts,andleadingtheexperience.
FromthefirstJourney(exchange)inJuly1977untiltoday,theFriendshipForcemissioniscarriedoutbybringingtogethertwogroupsofpeople:ambassadorswhotraveltodistantlands,andhostswhoopentheirhomestothevisitingambassadors.EachtakesonthreeimportantrolesintheJourney.TheAmbassadorisaguest,acitizenambassadorandaninternationaltraveler.Thehostisahost,aculturalambassador,andaguide.YourroleasCoordinatoristoselect,prepareandleadambassadorsandhostsonaJourneysothattheyareabletocarryouttheirresponsibilitieswhilehavinganenjoyableculturalexperience.
EachJourneyisunique,buttherearesomebasicingredientsforsuccess:
➢ YOU!Anenthusiasticandorganizedleader.
➢ EffectivecommunicationsamongAmbassadorandHostCoordinators,FFIRegionalSupportManager,andyourlocalclubleadership.
➢ Flexibility,patience,andunderstandingindealingwithothercultures.
➢ AnappealingFriendshipForceitinerary.
➢ Astrongrecruitingcampaignthatreachesbeyondclubmembership.
➢ Qualifiedambassadors/hosts.
➢ Culturalandlogisticalworkshops.
JourneyGuidelines|8
FriendshipForceAmbassadorPledge ByleadingasuccessfulJourneyyouwillprovidepeoplefromyourclubandcommunityanimportantandrewardingcross-culturalexperience.YouwillalsobecontinuingatraditionthatisreflectedintheFriendshipForceAmbassadorPledge:
AsamemberoftheFriendshipForce,
IrecognizethatIcanmakeadifference.
Ihaveamissiontobeafriendtothepeopleoftheworld.
AsIembarkuponthisadventure,Iknowthatotherswillbewatching.
Iknowthatthroughmyexampletomyfellowcitizensandthepeopleofothernations,thecauseoffriendship,loveandpeacecanbeadvanced.
ICANMAKEADIFFERENCE.
ThankYou
YouandyourfellowCoordinatorsaroundtheFriendshipForceworldplayavitalroleincarryingoutthemissionofourorganization.ByservingasavolunteerAmbassadorandHostCoordinators,youenablepeoplefromyourcommunitytoestablishdirectlinkswithpeopleofanothercountryandculture.Togethertheydevelopalevelofculturalunderstandingthatsimplyisnotpossibleasordinarytourists.Thiscouldnothappenwithoutyourleadership.Wehopeyoureceiverealsatisfactionfromknowingtheimportanceofthecontributionyouhavemade.
OnbehalfofFriendshipForcemembersinyourcommunityandaroundtheworld,
THANKYOU!
JourneyGuidelines|9
Chapter1:PlanIt WhatmakestravelwiththeFriendshipForceuniqueistheopportunitytoliveforafewdaysasoraweekwithalocalhostfamily.Itisaverypersonalexperience,ashostsopentheirhomestovisitorsfromabroad,sharingtheireverydaylife.
GettingStarted Congratulations!YouhavebeenselectedasaCoordinatorforaFriendshipForceJourneyandnowitistimetogetstarted.
ManyAmbassadorCoordinatorswillnotbefamiliarwiththeculturalrichnessandopportunitiesavailableinthehostcommunity.AsHostCoordinatoryoucanprovidethisinformation.Promoteyourclubwellinadvancetomakeyourcommunityandprogramsoundlikea“mustseeanddo!”Agoodclubprofileandwebsitecanbeanadvantage.
BothAmbassadorandHostCoordinatorwillwanttobecomefamiliarwiththebasicFriendshipForcepoliciesthatpertaintoyourJourney.ThesecanbefoundinthePoliciesandGuidelinesforClubsandProgramsthatareapprovedeachyearbytheFFIBoardofDirectors.
InadditiontothestandardFFIpoliciesthatapplytoallJourneys,youshouldalsoreceive:
➢ AcopyofanycorrespondencerelatedtotheconditionsforyourparticularJourney.
➢ AJourneyAgreement,alsocalled“It’saMatch.”
➢ Suggestedmonthoftravel-trytoplanthedateofyourJourneyasclosetotheassignedperiodaspossiblesincechangingthemonthcouldaffectthedatesandsuccessofotherJourneys.
➢ Contactinformationforclubleaders.
YouarenowreadytobeginyourplanningbyestablishingdirectcontactwiththepeoplewhowillbeworkingwithyoutoensureasuccessfulJourney:
FFIRegionalSupportManager YouwillbeassignedanFFIstaffmember,knownasaRegionalSupportManager,tosupportyouandyourcounterpartCoordinatorthroughouttheplanningprocess.YourRegionalSupportManagerwillprovideyouwiththeire-mailaddressanddirectdialtelephonenumber.Don’thesitatetoemailorcallanytime.
JourneyGuidelines|10
YourCounterpartCoordinator YourmostimportantcontactwillbewithyourcounterpartHostorAmbassadorCoordinator.
➢ InsomecasesyouwillcommunicatewiththeclubpresidentuntilaCoordinatorischosen.
➢ Establishearlycontactandgettoknowyourcounterpartonapersonalaswellasprofessionalbasis.
➢ Therearedifferentprotocolsingivingandreceivingclubgifts.ThetwoCoordinatorsshoulddiscusstheseinadvance.
Clubliaison AsCoordinatorforaclubJourneyyouhavebeenappointedbyyourclubforthisimportantassignment.YouareinchargeoftheJourney,butyoushouldmaintainclosecommunicationswithyourclubleadershipthroughouttheplanningprocess.Determinewhomyoushoulduseastheprimaryliaisonwithinyourclub—itmaybethepresidentoranothermemberoftheboard.
JourneyCommittee SomeCoordinatorsliketoestablishaworkingcommitteefromthebeginningoftheplanningprocess.
CommitteemembersareusuallyJourneyparticipants.
➢ AnassistantCoordinatorishelpfulbothfortrainingoremergencies.
➢ Afinancialassistantisalsohelpful.Insomecasesthisistheclubtreasurer.
➢ HostCoordinatorssometimesdividetheprogramintosegments(day,activity,etc.)assigningresponsibilityforeachparttoadifferentcommitteemember.
➢ ItisuptoyoutodecidewhotorelyonforsupportandwhatkindoforganizationalstyleyoubelievewillbemostsuccessfulforyourJourney.Theimportantpointtorememberisthatyoudonothavetodoalltheworkyourself.
➢ DELEGATE!
CommunicatingBetweenAmbassadorandHostCoordinators ThemostimportantcommunicationyouwillhavewillbewithyourcounterpartCoordinator(s).EstablishyourrelationshipEARLYintheplanningprocess.
JourneyGuidelines|11
➢ Determinethebestwaytocommunicatewithyourcounterpart(email,telephonecalls,texting,Skype).
➢ AdaptyourcorrespondencetowhatisculturallyappropriateforyourJourneycountryandculture.
➢ GiveyourcounterparttheopportunityforMAXIMUM,notminimum,responsetime.
➢ Talkaboutyourplanningprocessanddeadlines.
➢ CallonFFIstaff,experiencedclubleaders,andformerAmbassadorandHostCoordinatorsforsupportifyouencounterproblems.
➢ Rememberthatyourcounterpartmaynotspeakorunderstandyourlanguagefluently.
➢ Confirmagreementsinwriting.
PlanningtheJourneyExperience NowyouarereadytoplantheactualJourneyexperience.ThisshouldbeajointeffortbytheAmbassadorandHostCoordinatorscombiningthebestthehostclubhastoofferwiththeinterestsoftheambassadorclub.
SettheDates ➢ ThefirststepinplanningtheJourneyistoconfirmexactdates.
➢ Iftherearetwohostclubstheprocesscanbemorecomplicatedsincebothhostclubshavetoagreeondatesthatmatchoutboundtravelplans.
➢ Ifyouhavedifficultyconfirmingthedates,donotjustwait,asthatcanresultinthelossofvaluableplanningtime.
➢ IfyouhavedifficultiescontactyourFFIRegionalSupportManager.
Eachhostingexperiencewillhavecertainelements:
TheHomestay WhatmakestravelwiththeFriendshipForceuniqueistheopportunitytoliveforafewdaysoraweekwithalocalhostfamily.Itisaverypersonalexperience,ashostsopentheirhomestovisitorsfromabroadsharingeverydaylife.Fortheambassador,itprovidesawonderfulopportunitytoexploreaculturefromthevantagepointofaninsider,learningfirsthandaboutthehostculture,whilesharingabouthisorherownculture.
JourneyGuidelines|12
GroupActivities ➢ WelcomeandFarewell:Clubswanttoprovideawarmandheartywelcomeandalsoafarewell
get-togethertocelebratethefriendshipsthathavebeenformed.
➢ CityorAreaTour:Thehostswillwanttosharetheircommunityandtheirculture.
➢ Discussanyplanstomeetwithlocalofficialsandifitiscustomarytopresentsomeformofgreeting.
➢ Invitepotentialnewmembersaswellasnon-hostingmemberstothesegroupactivitieswheneverpossible.
CustomizedCulturalActivities ➢ Someclubsofferspecialtoursoractivitiessuchasgoingtoathemepark,amusicortheatrical
performance,ortakinganovernightcoachtourtoanearbypointofinterest.Iftheseactivitieswouldincurcostsbeyondtheregularbudget.
IndividualTimetoExplore ➢ Offeringa“WishDay”enablesambassadorstopursueanareaofspecialinterestwiththeir
host.
➢ Someambassadorswouldwelcometimeontheirowntoexploretheareaoraspecialinterest.
HelpfulHintsforHostCoordinators ➢ Hostingclubsfrequentlyhavemoreactivitiesavailablethanitispossibletodoinaweek!
Wouldn’titbenicetosharesomeoftheseas“choices”fromwhichtheAmbassadorCoordinatorcouldpickandchooseaccordingtotheinterestsofthegroup?
➢ Donotoverplan.FreetimewiththefamilyisanessentialpartoftheFFexperience.
➢ Staywithinyourbudget.Considerinexpensiveorfreeactivitiesavailableinyourcommunity.
➢ Adaptyourplansaccordingtotrafficandtransportationissues.
➢ Scheduletimeforambassadorsto“treat”theirhoststoadinner,eitherbycookingforthemortakingthemtoalocalrestaurant.
➢ Encouragehoststoarrangeforambassadorstomeetneighborsorotherfamilymembers.
JourneyGuidelines|13
PlanningAmbassadorTravel InplanningtheAmbassadoritinerary,therearethreeapproachesthathavebeenusedsuccessfullybyFriendshipForce.Youmayincreaseyourpoolofprospectiveambassadorsbyrecognizingthatpeoplehavedifferentinterests,budgets,andtimeavailableforthemtotravel.
IndividualTravelArrangements(fullflexibility) TheCoordinatorconcentratesontheJourneyexperienceandprovidesambassadorswithfullinformationregardingthetimeandlocationforthebeginningandendoftheJourney,alongwiththecostforthe“Journeyonly”experience.
Theadvantageofthisapproachisthatitgivestheambassadorsmaximumflexibilitytofindtravelbargainsorusefrequentflyermiles.Ambassadorsarerequiredtomeetatanassignedlocation,suchasanairportorhotel,byaspecificdateandtime.
GroupTravelwithOptionalTouring(partialflexibility) TheCoordinatorcreatesanitineraryfromtheircityoraninternationalgatewaycity.Anoptionalsightseeingtourcanbeadded.Thisoptionprovidesflexibilityforambassadorswhochoosetoreturnhomeafterthehomestayaswellasthosewhochoosetocontinuetravelingontheirown.
GroupTravelWithRequiredTouring(noflexibility) TheCoordinatormaydeterminethananorganizedtourshouldbemadearequiredpartoftheJourney.
HelpfulHintsforAmbassadorCoordinator ➢ Provideaccurateinformationtoambassadors.
➢ ProvideinformationonVisarequirementswhereapplicable.
➢ Provideappropriateimmunizationrequirementswhereapplicable.
➢ FeelfreetocontactyourRegionalSupportManagerforhelpwiththeseissues.
TravelInsurance Tripcancellationinsurancecanavoidfinancialresponsibilityshouldapersonhavetocancel.
Adequatetravelandmedicalinsuranceisrequired.Whensigningtheambassadorapplication,travelersstatetheywillhaveadequatetravelandmedicalinsurance.Howeverthereisanoptionontheapplicationforthemtowaivetherequirementtocarrytravelinsurance;andtheyagreetoreleaseFriendshipForceInternational,itsagents,theAmbassadorandHostCoordinators,thehostandanyvendorswhoparticipateinthisprogramfromliability,lossordamages.
Ambassadorscanselectthetravelandmedicalinsuranceoftheirchoice,howeverFFIcanassistinofferinginsurancethroughapreferredprovider.PleasecontactyourRegionalSupportManagerformoreinformation.
JourneyGuidelines|14
SettingtheAmbassadorJourneyFee HostClubProgramFeeofUSD$150.Usedbythehostingclubtocoverexpensesassociatedwiththe
Journeysuchasthewelcomeandfarewellparties/dinners,groupactivitiesandatthehostclub’sdiscretion,toenablethehoststoparticipateintheseactivities.
FFIFeeofUSD$165/weekforUSoutboundJourneysandUSD$140/weekforJourneysoriginatinginothercountries.ThiscoversthecostofadministratingandsupportingJourneys.Inaddition,thisfeeisthebasicrevenuesourceformaintainingandsupportingtheentireFFIsystem.
TravelandAssociatedCostsTheambassadorsareresponsibleforthecostsoftravelingtoandfromthehostclub(s),alongwithanytouringbeforeorafterthehomestayexperience.
Ifyouhaveincludedtraveland/ortoursaspartofthebasicfee,thenyouwillberesponsibleforhandlingthesefundsaswellastheFFIJourneyfees.
Ifyouuseatravelagencyyoumaybeabletomakearrangementsforindividualambassadorstopaytravelcostsdirectlytothetouroperatorbycreditcard.
OptionalhostweekactivitiesInsomecasestheHostCoordinatormayrecommendactivitiesthatarenotcoveredbytheUS$150fee.Theseactivitiesshouldbeoptional.IftheAmbassadorCoordinatoragreesthattheseactivitiesshouldbeincludedforallambassadors,theHostClubProgramFeemaybeincreasedaccordingly.However,iftheHostClubProgramFeeismorethanUS$150,theHostCoordinatorwillpresentafullbudgetofallactivities—boththebasicculturalprogramandtheadditionalactivities—priortotheJourneyandapost-Journeyaccountingoftheactualexpenses.PleasecommunicatetotheHostCoordinatorearlyintheplanningprocessifthismightapplytoyourJourney.
LocalAdministrativeFeeThisisforambassadorclubandshouldnotexceedUSD$25.Thisfeeisoptionaltocoversuchthingsastelephone,printing,postage,andothercostsrelatedtopromotingyourJourney.Note:Thelocaladministrativefeeisnon-refundableifanambassadorcancelsAFTERacceptanceontheJourney.
AmbassadorCoordinator’sEarnedSeatAmbassadorCoordinatorsdevoteagreatdealoftimeandefforttoplanning,conducting,andprovidingleadershipthroughouttheJourneyincludinganyunforeseenemergencies.BecauseofthissubstantialresponsibilitytheFFIFeeisdiscounted50-100%dependingonthenumberoffullypaidambassadors.Similarly,clubsareencouragedtoauthorizeAmbassadorCoordinatorstoincludepartorallofthecostoftheirtravelintheJourneyfee.Note:includingpartoralloftheleader’scostisstandardpracticeformanygrouptravelprograms,thustheAmbassadorCoordinatorshouldnotfeelthathe/sheistakingadvantageoftheotherparticipants.Followyourclub’spolicyinregardtoincludingapro-ratedamounttocovertheCoordinator’sexpenses.
ContingenciesInsomecasesanAmbassadorCoordinatorwilladdasmallamounttocoverunplannedexpensesalongtheway.
FinancialManagementforAmbassadorCoordinator TheAmbassadorCoordinatorshouldhaveathoroughunderstandingofanycontractsmadewith
JourneyGuidelines|15
airlineandtravelvendorsandenterthedateswherepenaltieswouldbeincurredintoamastercalendar.
Yourclubwilladviseyouregardingitsbankingpolicy.
Asubstantialdepositshouldbecollectedpayabletoyourclubatthetimeapplicationsaresubmitted.
Aftertheambassador’sacceptanceontheJourney,thesefeesshouldbedepositedintotheappropriateclubbankaccountandhelduntiltimetobetransferredtoFFIandhostclubaccordingtoFFIpoliciesanddeadlines.
CancellationPolicy:CancellationfromaJourneymayresultinfinancialpenaltiesfortheambassador.Thesepenalties,especiallythoserelatedtotravelarrangements,maybesubstantialdependingonthedateofcancellationpriortodeparture.Itisvitalforambassadorstoprotecttheirinvestmentappropriatelywithinsurance.
TheUS$150hostclubprogramfeeisnon-refundableifanambassadorcancelsfromtheJourneylessthan60dayspriortodepartureandmustthereforebetransferredtothehostclubwiththeparticipatingambassadors.
FormoreinformationaboutcancellationpoliciesfortheFFIportionofthefees,pleasereviewour“Policies”onourwebsite.
MakingyourMasterCalendar(AmbassadorandHostCoordinatorChecklists) Thenextstepintheplanningprocessistomakeamastercalendar.FriendshipForcenowallowsnearlyoneyeartoplananddevelopaJourney.You’llfindthisisthebestwaytoensureyoukeeponscheduleasyoumovefromtheplanningtotheselling(recruiting)andleadingphasesoftheJourney.
AdapttheAmbassadororHostCoordinatorChecklistsonthefollowingpagestosuityourparticularJourney:
JourneyGuidelines|16
AmbassadorandHostCoordinatorChecklist 9-12MonthsBeforeJourneyDate
ForAmbassadorCoordinators
• Journeyassignmentconfirmed • ContactFFIRegionalSupportManager • ContacttheHostCoordinator(s)toestablish:
o dates, o maximumnumberofambassadors;and o anyextra o hostfees
• Informaldiscussionandinformationgatheringwithclub • Planitineraryandtouroptions. • Selecttravelagentorairlineiftravelingasagroup • ProvideitineraryandpricingtoFFI • EstablishJourneybudgetandfinancialprocedures • Developrecruitingflyerorbrochure • Planrecruitingstrategy • Holdfirstintroduction/informationalworkshop • LetFFIknowifyouwouldlikeanyadditionalweeks
ForHostCoordinators
• Journeyassignmentconfirmed • ContactFFIRegionalSupportManager • EstablishcontactwithAmbassadorCoordinator • ConfirmJourneydates • LettheAmbassadorCoordinatorandFFIRegionalSupportManagerknowhowmany
youcanhost
JourneyGuidelines|17
AmbassadorandHostCoordinatorChecklist
6-9MonthsBeforeJourneyDate ForAmbassadorCoordinators
• Beginrecruitingambassadors • ImplementpromotionalplanforJourney • Holdadditionalinformationalworkshop(s) • BeginreceivingAmbassadorApplicationandAgreementformswithdeposits • Delegatecertainjobsorcommitteeresponsibilities • SelectanassistantCoordinatorfromguests • Establishculturalandpre-departureworkshopdates,locationsandcontent • ContinuecommunicationswithHostCoordinator • ContinuecommunicationswithFFIRegionalSupportManager • UseFFIResourcestohelpwithrecruitmentifneeded(contactyourRegionalSupport
Manager) • Checkonvisaandhealthrequirementsforhostcountry
ForHostCoordinators
• EstablishaJourneycommittee,delegatingasappropriate • DecideifyouwishtoproposeanyaddedoptionstotheAmbassadorCoordinator
communicatingtheseideasandcostsforconsideration • Getwrittenconfirmationifadditionalcostsareinvolved
JourneyGuidelines|18
AmbassadorandHostCoordinatorChecklist
3-6MonthsBeforeJourneyDate
ForAmbassadorCoordinators
• Finalizerecruitmentandselectionofambassadors • ReportfinaldetailsandambassadornumberstoFFI • ConfirmfinaldetailsandpaymentschedulewiththeHostCoordinator • Provideupdatedinformationtotravel/airlineagenttomeetdeadlines • FinalizeJourneyprogramitineraryandpaymentswiththeHostCoordinator • ConfirmfromtheHostCoordinatorwhatyouneedtotaketoofficialsinhostcity
(letters,gifts,etc.) • Holdculturalworkshop(s)forambassadors
ForHostCoordinators
• Decideonhowtohandleyourfinancesaccordingtoyourclubpolicy • PrepareapreliminaryprogramofactivitiesfortheJourney • CommunicateanychoiceswithintheprogramtotheAmbassadorCoordinator • Recruithostsamongyourmembershiporprospectivemembers • Visit/evaluatehosthomeswhereappropriate • ConfirmfinaldetailswiththeAmbassadorCoordinator • ObtainAmbassador/HostmatchingformfromtheAmbassadorCoordinator • PreparehostmatchingformandsendtotheAmbassadorCoordinator • Reservelocationsifneededforwelcomeandfarewellparties
JourneyGuidelines|19
CHAPTER2:SellIt AsuccessfulJourneybeginsandendswithanenthusiasticAmbassadorandHostCoordinatorwhotrulybelievethattheFriendshipForceprovidesgreatopportunitiesforpeopletoexperiencetheworldwhilemakingnewfriends.
DevelopingaSuccessfulRecruitingStrategy YourrecruitinggoalistosolicitenoughapplicationssothatyoucanhaveafullJourneywithexcellentambassadorsandhosts.IfyouhavedoneagoodjobinplanningtheJourney,thisshouldbeanachievableobjective.ParticipatinginaJourneyentailsamajorcommitmentoftimeandmoneyonthepartofbothambassadorsandhosts.
Armedwithanexcellentitineraryandanenthusiasticattitude,wherewillyoufindprospectiveambassadorsandhosts?Considerthefirstthreeseparatetargetpopulationsbelowforbothambassadorsandhostsandthefourthoneforjustambassadors.
Yourfellowclubmembers
YoushouldstartpublicizingtheJourneyinyourclub’snewsletterandonthewebsiteassoonasyourJourneyisconfirmed.Makesure,however,thatyouletyourmembersknowthetypeofJourneyyouareplanningandthedegreetowhichitwillbephysicallychallenging.Besurethemembersofyourclubunderstandthattheyareapplyingasambassadorsorhosts.Theyarenotsimplysigningupona“firstcome,firstserved”basis.
Thebroadercommunity
Itisequallyimportanttolooktothelargercommunitytorecruitnewparticipants.OneofthebestwaystodosoistoseeyourJourneysasanexcellentwaytoenlistnewpeoplefromthecommunity.Therearemanyotherwaystogetthewordout:localnewspapers,radioannouncements,speakingtocivicorganizations,placingflyersatlocallibraries,orseekingsupportfromalocaluniversityprofessor.
Yourfriendsandcolleagues
Donotforgettoinvitefriends,familyandprofessionalcolleaguestoconsiderjoiningyouontheJourney.
FriendshipForcemembersfromotherclubs
Coordinatorsarerecognizingthatotherclubsprovideanexcellentsourceofpotentialambassadors.EvenifyouwouldliketofilltheJourneyfromwithinyourowncommunity,youshouldlookforwaystopromotetheJourneytootherclubsfromtheverybeginning.ToooftenCoordinatorswaituntilthey
JourneyGuidelines|20
knowtheyhavevacanciesbeforedoingthisandthenveryoftenitistoolate.
Thekeyistopursueallcategoriessimultaneously.Themistakethatisoftenmadeistofocusonlyontheclubmembershipduringtheearlymonthsofrecruiting.Theproblemwiththisapproachisthatiftheclubmembershipdoesnotprovidesufficientqualifiedapplicants,thenitmaybetoolatetorecruitfromtheothercategories.
PromotingTheJourney ThebestwaytobeginpromotingyourJourneyistoproduceflyersorbrochuresthatcanbeproducedanddistributedelectronically,alongwitharticlesinyourclubnewsletterthatcanbeusedasthebasisforpressreleasesandotherwrittenmaterial.
Ingettingthewordoutbeyondyourclubmembers,thereareanumberofavenuesthatcanbepursued:
➢ Media:Dependingonthesizeofyourcommunity,thelocalnewspapermaybeinterestedinaFriendshipForcestory.OrtrylocalaccesscabletelevisionandInternetbulletinboards.
➢ Business,CivicandReligiousOrganizations:Membersofyourclubmaybeaffiliatedwithotherlocalorganizations.Considerapproachingthesegroupsaspartnersinyourpromotionalefforts.PlaceanoticeintheirnewsletterorontheirwebsitepromotingyourJourney;asktoaddressoneoftheirmeetingstopromoteyourJourney.
➢ LocalInternationalOrganizations:Somegoodplacestostartareuniversityinternationalstudentofficesandprograms,SisterCities,InternationalVisitorCouncils,andstudentexchangeorganizations.
➢ BeCreative!SeeyourJourneyasprovidingaservicetoyourcommunityandlookforwaystoofferthatserviceasbroadlyaspossible.
TheHostCoordinatormayhelppromotetheJourneybypreparinganinvitationforpotentialambassadors.ThiscanbeusedaspartofthepromotionalmaterialsfortheJourney.
Remember,untilambassadorssubmitanapplicationwithasignificantdeposittheyarejust“interested.”Theyhavenotreallyapplied.Youwillhavesucceededonceyou“closethedeal”byhavingthemsubmitdepositswiththeirapplications.
Fill-the-SeatPolicy
Ifajourneyisnotfullat100dayspriortodeparture,thejourneymustbelistedontheFFIonlinejourneycatalog.Afulljourneyisoneinwhichthenumberofambassadorsmatchesthehostingcapacityofthehostclub.Formulti-clubjourneys,thehostingcapacityofthesmaller
JourneyGuidelines|21
clubwilldeterminetheoverallhostingcapacity.DomesticandEUandSchengenjourneysareexcludedfromthispolicy.
WhattoLookforinPotentialAmbassadorsandHosts MostpeoplewhogenuinelysupportthegoalsofFriendshipForcewillmakegreatambassadorsorhosts.AsyouconsiderwhomtoincludeonyourJourney,herearesomecharacteristicstolookforinyourcandidates:
➢ AnOpenMind:Theabilitytokeepone’sopinionsflexibleandreceptivetonewstimuli.
➢ ASenseofHumor:Theabilitytolaughandfindhumorinthingshelpsguardagainstdisappointmentandfrustration.
➢ FlexibilityandAdaptability:Theabilitytocopewithnewsituationsaswellaskeepingoptionsopenandjudgmentalbehaviortoaminimum.
➢ PositiveRegardforOthers:Theabilitytoexpresswarmth,empathy,respect,andpositiveregardforotherswithawillingnesstocommunicatebothverballyandnon-verbally.
TheSelectionProcess TheselectionprocessbeginswiththeAmbassadororHostApplicationandAgreementform,whichshouldbecompletedandsignedbyeachapplicant.
➢ Theinterviewprocessisimportantforbothprospectiveambassadorsandhosts.Guidelinescanbefoundonthewebsite.
➢ ApplicantsshouldbemadeawareofthespecificrequirementsforyourJourneyincludingfeesanddeadlines,traveloptions(ifany),aswellasthephysicalandculturalconditionsyouanticipate.
➢ TheCoordinatorsareinanexcellentpositiontorecruitnewmembers.BeingahostoranambassadorisawonderfulwaytobecomeinvolvedwiththeFriendshipForceforthefirsttime.
➢ YoushouldgettoknoweachapplicantpersonallybeforedeterminingwhetherornottoaccepthimorherfortheJourney.Thismaybethroughaformalintervieworperhapsoverthephone.
➢ AskforwrittenreferencesorpeopleyoucancalliftheambassadorhasnotbeenonaJourneyorisapplyingfromanothercity.
➢ Remember,youareresponsiblefortheentireJourneyandwillwanttomakecertainthateachpersonyouacceptwillbeagreatFriendshipForceambassadororhost.
JourneyGuidelines|22
➢ PriorclubmembershipSHOULDNOTbemadeapreconditionforapersontoapplytobeanambassador.However,someclubshaveapolicythatallwhojoinaJourneyarerequiredtojointheclub.ItissimpletoincludeclubduesasapartoftheJourneyProgramFeesfornon-members.
➢ Itisamistaketofollowa“firstcome,firstserved”approachtorecruiting-ratheremphasizefromtheoutsetthatyouarelookingforthosethatarebestqualified.Applicantsarenotsigningupthewaytheymightforacruiseoraconference.TheyareapplyingandneedtobeacceptedbeforetheycanbeconsideredonyourJourney.Ifyoumakethisclearfromthebeginningyoucanavoidproblemslateron.
➢ Striveforatruecrosssectionofthecommunity.If,aftercompletionofgeneralrecruiting,thegrouplacksparticipantsfromcertainraces,ethnicgroups,occupationsandages,specificallyseektorecruitthem.
➢ ThefinalambassadorlistwithprofilesshouldbesenttotheHostCoordinatorasearlyaspossible.Ifhostmatchinginformationisreceivedwellinadvance,contactcanbemadebymailoremailbeforetheJourney.
AdditionalguidanceisavailableintheAmbassadorandHostSelectiondocumentsavailableonourwebsite.
SpecialNoteonMobilityandHealthLimitations AmbassadorCoordinatorsareresponsibleforacceptingonlythosewhocancomplywiththephysicalrequirementsoftheJourneyprogram.Ambassadorsmustbeabletojoininwiththeactivitiesoftheirhosts.Extensivewalking,carryingone’sownluggage,ridingpublictransportation,andclimbingstairswithoutassistanceareallnormalwithinaJourney.Participantsmustalsobealertandcapableoffollowingdirections.
Herearesometipsforscreeningpotentialambassadors:
• ReviewthehealthsectionoftheAmbassadorApplicationwiththeapplicantandmakesurethatanypotentialorcurrenthealthproblems,includingmobilityandstaminaissues,areadequatelynoted.Limitationsorconditionswithinthehostinghomesorcommunityshouldalsobetakenintoconsideration.Thiscouldbeeverythingfromtheformofpublictransportationavailableoraltitudeofthehostcity.
• Askapplicantsdirectquestionsabouttheirdailyroutine,travelhabits,andlevelofphysicalandmentalabilities.ExplainthenatureofactivitiesproposedontheJourney.
• IftheapplicanthastraveledpreviouslywithFriendshipForce,checkwiththeapplicant’smostrecentAmbassadororHostCoordinator.Or,askforreferencesthatcanspeakabouttheapplicant’slevelofphysicalandmentalcapabilities.
• Ifconcernsremain,askforaletterfromtheirhealthproviderindicatingthattheapplicantwillbeabletomeettherequirementsoftheJourney.
JourneyGuidelines|23
• Usecommonsense.Therewillcomeatimewheneachofuswillnolongerbeabletotravelcomfortably.Ifyoubelievethattobethecase,becandidbutcaring,sharingyourconcerns.MakesuretheyrealizethatitisnotfairtotheothermembersoftheJourneyifyouacceptapersonwhoisunabletocope.
FFIdoessupporttheparticipationofambassadorswithhealthlimitationsandphysicaldisabilities.However,withoutexception,theycanonlybeacceptedonaJourneyuponfulldisclosureoftheirlimitationstoboththeAmbassadorandHostCoordinatorsandwithwrittenagreementfromthehostJourneycommunityand/ortravelsuppliersthattheyareabletoaccommodatethelimitation.
HostMatchingProcess Asyoubeginmatchingyourambassadorsandhosts,herearesomehelpfulsuggestions:
➢ Payparticularattentiontoageandactivitylevelsothatbothhostsandambassadorscanenjoycomparableactivities.
➢ Thoroughlyreviewthelistofambassadorswhenyoureceiveitfromyourcounterpart.Checkinterests,hobbies,occupations,ageandgendertomatchwithahost.
➢ Organizeoneortwoworkshopswherethecultureoftheambassadorsandactivitiesscheduledwillbediscussed.Theworkshopsprovidesanopportunityforexperiencedhoststosharetheirexperienceswiththosewhoarenew.
➢ Payspecialattentiontoambassadorswhosmoke,havepetissuesorthathaveallergies,specialfoodneedsordisabilities.Itisimportantthatprospectivehostsareawareofanyspecialrequirementsandareabletoaccommodatethem.
➢ Makenoteofpetsand/orsmokersinhostfamiliestoensureallergicambassadorsarenotmatchedwiththem.
➢ Checkthenumberofbedroomsandtypeofbedineachhosthome.Bothwillinfluencethematchingprocess.Lookoverthepaperworktoseeifcertainambassadorswanttobehostedinthesamehousehold.
➢ Findoutearlywhichhomehostsrequireadayhostbecauseofworkorothercommitmentssoanadequatenumbercanberecruited.
➢ Itisagoodideatohavehostsinreserveincaseofanemergency.
➢ Provideeachhost(bothhomeandday)thename,address,phoneandemailoftheirambassadorasearlyaspossibletoallowforaletterofwelcomeandachanceforbothguestandhosttodevelopanacquaintance.
➢ Dayhostsshouldmakearrangementsregardingtheambassadorsdirectlywiththehomehosts.
➢ Freedaysshouldbeincludedaspartoftheprogramsothathostscantailoractivitiestotheirspecificambassadors.
JourneyGuidelines|24
➢ Explaintohoststhattheambassadorsshouldinvitethemoutorcookforthemoneeveningmealduringtheweek.ConfirmthistraditionwiththeAmbassadorCoordinator.
➢ Inacitywhereadmissionsandparkingareexpensive,guestsshouldbeprovidedwithalistofoptionalactivitiesandexplainwhatEXTRAcostswillbeinvolved.
➢ Advisethehoststodiscreetlybringproblems,whichmayarisetoyourattention.Earlyidentificationofaproblemcanresultinearlyresolution.
Enthusiasm! TherearemanyingredientstoasuccessfulJourney,butperhapsthemostimportantistomakesureyouapproachtheprocesswiththerightattitude.AccordingtooneexperiencedFriendshipForceleader,tobesuccessfulinfillingaFriendshipForceJourneyyouneedtoknowjustthreewords:
Enthusiasm!Enthusiasm!Enthusiasm!
Itprobablyisn’tthatsimple,butitistruethatasuccessfulJourneybeginsandendswithanenthusiasticAmbassadorandHostCoordinatorwhoreallybelievesthattheFFprovidesgreatopportunitiesforpeopletoexperiencetheworldwhilemakingnewfriends.
JourneyGuidelines|25
Chapter3:LeadIt
AFriendshipForcehomestayhasbuilt-inenergythatdrawspeopletogetherandprogressesonitsown.Letthequalitiesofflexibility,goodhumor,patience,andrespectbeyourguides.
WorkshopstoPrepareAmbassadorsandHosts JourneyworkshopsareextremelyimportanttoprepareambassadorsANDhostsfortheroleofcitizendiplomatandcross-culturalfriend.ItisattheseworkshopsthatgoalsandobjectivesoftheFriendshipForcearepresented.Theyalsoserveasanimportantreviewforexperiencedparticipantsandareavitalpartofhost/ambassadorpreparation–astheybuildexcitementandmomentumforthefriendshipexperience.
InformationalWorkshop Theseshouldbefun,friendly,andinformative.ServerefreshmentsandinvitesomeexperiencedmemberssotheycanhelpanswerquestionsfromthosewhoarenewtoFriendshipForce.TheseearlyworkshopsaregoodtoolsforsellingyourJourney!
CulturalWorkshop Herearesomesuggestionsforculturalpresentations:
➢ Informationaboutthepartnercityandcountry.Usevideos,art,musicandfood,oraguestspeaker.
➢ Provideinformationontheculture,history,government,geography,climate,andlanguage.Reviewculturaldifferences.
➢ AmbassadorCoordinatorshouldreviewsuggestionsforthegift-givingprotocol.
➢ DistributetheJourneyprogramoritinerary.
➢ Keeplanguageinstructionsimple—butdoit!Knowingevenafewbasicgreetingsisasignofrespect.
➢ AskeachambassadortowritealetteraboutthemselvesthatyoucanforwardtoyourcounterpartCoordinatorandtheirhost(s).
JourneyGuidelines|26
Pre-departure(forambassadors) YouwillneedtospendtimeatthefinalworkshoponthelogisticaldetailsfortheJourney—oryoumaywanttohaveaseparateworkshopjustforthispurpose.Youwillneedtocoverthefollowing:
➢ Detailsregardingdeparture.
➢ Currencyneeds.
➢ Anyhealthrelatedinformation.
➢ AlllogisticsrelatedtotheJourney,includinganypost-homestaytours.
➢ Emergencycontactandhealthinsurance.
➢ FinalinformationthathasbeenprovidedbytheHostCoordinatorregardinghostingassignments.
Pre-arrival(forhosts)workshop Booklets(ineachlanguageifapplicable)fortheJourneyshouldbepreparedandshouldprovidethefollowing:
➢ ContactinformationforbothambassadorandHostCoordinator.
➢ Alistofambassadorsandtheirhostswithaddresses,phoneandcellnumbersandemail.
➢ Anitineraryanddescriptionofhostingactivitieswithmapsasneeded.
➢ Informationaboutthehostcityorarea.
➢ Hostsneedtoknowexactlywheretomeettheirguests.Itisveryimportanttobeontime.
BothAmbassadorandHostCoordinatorshouldbepreparedformanydetailedquestions—someofwhichyouwillnotbeabletoanswer.TellthemthatyouwillbeaccessiblethroughouttheJourneyiftheyshouldhaveanydifficultiesorneedtocontactyou.Ifanyoftheambassadorsorhostsseemparticularlyworried,youmaywanttoscheduleanindividualmeetingwiththemtoprovidethereassurancetheyneed.
Deadlines KeeptrackofdeadlinesforpaymentstoFFI,hostingclub,touroperatorsandothercontractualobligations.
BesuretomakearrangementsforpaymentofFriendshipForcefeesandhostclubprogramfeesatleast60dayspriortodeparture.Ifthereareanyquestionsregardingthis,consultyourFFIRegionalSupportManager.Ifanambassadorcancelslessthan60dayspriortodeparture,theFriendshipForceandhostclubprogramfeesarenon-refundable.
JourneyGuidelines|27
BeingPreparedforEmergencies EachyearFFIconductsover300Journeyswithover5,000participatingambassadors.Themajoritytakeplacewithoutanyproblemsatall.Therefore,itisimportantnottospendtoomuchtimeinyourworkshopsfocusingonemergenciesthatarenotlikelytooccur.Therearetwokindsofsituationsthatyoushouldbepreparedtohandle,however.
GroupEmergencies Traveldelaysandsurprises:Thereisalwaysthepossibilityofchangesintheitinerariesdueto
weatherorairline-relatedchanges.Have24-hourphonenumbersforanytravelagents,touroperatorsorairlines.InsurethatalltravellershavecontactdetailsfortheAmbassadorCoordinator.HaveallcontactdetailsfortheHostCoordinatorsoyoucanalertthemtochangesinarrivaltimes.
Politicalunrestornaturaldisasters:FFIandyourhostleaderswillkeepyouinformedpriortoyourdepartureandiftherewereanyconcernstheJourneywouldbecancelledorpostponed.Shouldtherebeunexpectedemergenciesornaturaldisasters,youshouldimmediatelycontactyourcountry’snearestembassyorconsulateandtheywillprovideyouwithveryclearinstructionsonhowtoproceed.(Youshouldhavethisinformationwithyouaspartofyouremergencycontactlist.)
Individualemergencies ➢ Anambassadororhostishospitalizedorhastobetreatedformorethanaminorillnessduringa
Journey.
➢ AnambassadorleavesahomestayduringaJourney,eithervoluntarilyorinvoluntarily.
➢ Anambassadororhosthasengagedininappropriatebehavior.UseAmbassadorPledgeincludedinAmbassadorApplication&Agreement,orotherinstructionstoavoidmisunderstandings.
➢ Anambassadororhostisanallegedvictim,perpetrator,orwitnesstoacrimeduringaJourney.
➢ Anambassadorloseshis/herpassportorothervitaldocument,particularlyifthisresultsintheneedforseparatetravelarrangements.
HelpfulHints Ambassadorsshouldkeepcopiesoftheirpassportidentificationpageinalocationseparatefromthe
original(makingitmucheasiertoreplacealostpassport).
SomeCoordinatorsasktheambassadorstoprovideasealedenvelopewithdetailedhealthinformation,tobeopenedonlyincaseofanemergency.
Iftheemergencyishealth-related,firstmakesuretheambassadorreceivesthenecessarytreatment—thetravelinsurancecompanycanbeofassistanceaswell.Yoursecondtaskistocontacttheappropriatefamilymemberbackhome.
Iftheemergencytakesplaceduringthehomestayexperience,yourHostCoordinatorwillbethebestsourceofsupport,sincetheyunderstandthelocalsituation.
IftheemergencytakesplaceduringthetravelportionoftheJourney,thebestassistancewillcome
JourneyGuidelines|28
fromthetravelprovider.
ContacttheFFIstaffinAtlanta.Usethe24-houremergencynumberiftheofficeisclosed.Thatnumberis404-522-9490.Therewillbeamessagedirectingyoutotheon-callstaffmemberwhowillassistyou.
FinalPreparations Asthedeparturedayapproaches,makesureallofthepreparationsareinorder:
TravelArrangements IftheJourneyincludestravelortours,makesureallofthearrangementsarefinalizedwellinadvance,paymentshavebeenmade,andambassadorsareinformedofdetails.
Documents Secureallofthedocumentationneededforemergencysituationsfromambassadors.Othervitalpiecesofinformationare:contactnumbersforbothCoordinators,travelsuppliers,andtheembassyorconsulateinthehostcountry.
LeadershipDuringtheJourney AFriendshipForcehomestayhasabuilt-inenergythatdrawspeopletogetherandprogressesonitsown.Letthequalitiesofflexibility,goodhumor,patience,andrespectbeyourguides.
➢ AnAmbassadororHostCoordinatorisaspokesperson,andmaybeaskedtomakecommentsorpresentationsatJourneyfunctions,atmeetingswithlocaldignitaries,orperhapswiththenewsmedia.
➢ Shouldanyproblemsariseduringtheweek,yourroleistohelpdefinethesituation,serveasliaisonbetweenthoseinvolvedandtohelpresolvethedifficulty.
➢ InmanycasesthetwoCoordinatorswillbestayingtogetherandshouldworkcloselytogetherregardingeachstepoftheprogramitinerary.
➢ ItwillbeimportantforeachambassadorandhosttoknowhowtocontacthisorherCoordinator.
➢ Whentherearegroupactivities,speakwitheachambassadorandhosttomakesureallisgoingwell.Encouragethosewhoarehavinganydifficultyanddealdecisivelywithanysituationsthatrequireachange.
➢ Occasionally,evenwithcarefulrecruitingandworkshoppreparation,anambassadororhostwhoappearedtounderstandthegoalsandobjectivesoftheFriendshipForcepriortoaJourneybehavesinamannertothecontrary.Whenthishappens,theAmbassadorandHostCoordinatorshavetheauthoritytohandlethesituationinthebestinterestofeveryone
JourneyGuidelines|29
concerned.Behaviorssuchasabuseofalcohol,illegaldrugs,verbalorphysicalabuseareunacceptableatanytime.
➢ WorkingwithyourcounterpartCoordinatoryoushouldfirsttrytoresolvethesituationwithtactaswellasfirmness.SometimesaprivateconversationbetweentheambassadororhostandrelevantAmbassadorandHostCoordinatorswillbesufficienttosolvetheproblem.TheAmbassadorCoordinatorhastheauthoritytoremoveanambassadorfromahomeandplacetheminanearbyhotel.Thiswouldbeattheambassador’sexpenseiftheyweretheoffender.
➢ IftheproblemappearstoberelatedtothehostingsituationtheHostCoordinatorcanchangehostsandhandletheproblemwithdiscretion.
YourFinalAssignment:HaveFun! ➢ YouplannedagreatJourney.
➢ Yourecruitedawinningdelegationofambassadorsandhosts.
➢ Yourentiredelegationiswellpreparedfortheexperience.
Yourfinalassignmentisaveryimportantone.EnjoyyourownJourneyexperience!TheentireFriendshipForceleadershipsystemisbasedonvolunteersenjoyingtheJourneyexperience.RememberthatsomeofyourambassadorsandhostsarepotentialfutureCoordinators.Youwillwantthemtoseeyouhavingagreattimeaswellasprovidingeffectiveleadership.
Post-JourneyActivities Ambassadorshavereturnedhome;hostsaregettingbacktotheirnormalroutine–buttherearestillseveralimportantpost-Journeyresponsibilitiestocomplete.
Reunionparty Itisfuntogettogetherforaninformalreunion.Thesharingofphotosandstoriesisawaytoremembertheexperienceandtokeepalivethefriendshipsdeveloped.ConsidercommunityactivitiesthatmighthelppromotetheFriendshipForcebysharingtheresultsofyourJourneywiththelocalmediaandwithFFIHeadquarters.
Keepingtheinternationalfriendshipsalive Newfriendshipscanbelonglasting,butonlyiftheyarenurtured.
➢ CulturesdifferregardingtheetiquettepertainingtothankyounotesandothercommunicationfollowingtheJourney.However,itistheresponsibilityoftheAmbassadorCoordinatortomakesureeachambassadorsendsa“thankyou”messagetotheirhosts.
➢ Discusswithambassadorsandotherclubmembershowbesttostayintouchandsharewitheachotheryoursuccesses(andfailures)oflong-distancecommunication.
JourneyGuidelines|30
➢ Ifaclubhasnothostedadelegationfromprevioushostcountryrecently,invitethemforanofficialJourney.
➢ Membersofthedelegationmaywanttoinvitetheirnewfriendstocomeonprivatevisits.
➢ Eitherway,youwillbecontinuingthemissionoftheJourneytoestablishlastingfriendshipandunderstanding.
Journeyevaluation FollowingthecompletionoftheJourney,yourFFIRegionalSupportManagerwantstoknowhowthingswent,boththegoodandthenotasgood.YourFFIRegionalSupportManagerwillsendyouandallotherJourneyparticipantsanonlineevaluationformtofillout.ThesurveyisconfidentialandonlyFFIstaffwillseetheresults.YourFFIcoordinatorwillprovideyouwithanoverviewoftheresultsuponrequest.
ItisveryimportanttoprovideacandidandaccuratereportontheJourneysothatwecanworkwithallclubstocorrectanydifficulties.TheFFIstaffisalsointerestedinlearningwhatwentwell,sothatfutureCoordinatorscanhavethebenefitofyourexperience.
Picturesarealwaysgood!WelovesharingyourJourneyphotosviaourFFIwebsite,ourFacebookpageorothermedia.SendphotosbyemailtoyourFFIRegionalSupportManager.Besuretoincludethelocation,dateandnamesofpeopleinthephoto.
FinancialReport TobepreparedforthelocalcluborFFIonrequest.
JourneyGuidelines|31
SupplementalInformation
AppendixI:GeneralInformation
FriendshipForceAmbassadorsandHosts ThegoalforaFriendshipForceJourneyistopromoteglobalunderstandingacrossthebarriersthatseparatepeople.Thisisachievedbybringingtogethertwogroupsofpeople:theambassadorswhotraveltodistantlands,andthehostswhoopentheirhomes.ThehospitalityprovidedbythehostprovidesauniquesettingfortheJourneyofideasandcultureataverypersonallevel.Inafewdaystime,ambassadorsandhostsbecomefriends,despitetheirdifferences,andbegincrossingthebarriersthatnormallyseparatethem.
THEAMBASSADOR
AFriendshipForceambassador,travelingtoanothercountry,takesonthreedistinctroles:guest,ambassador,andtraveler.
1. Guest:WhatmakestravelwiththeFriendshipForceuniqueistheopportunitytoliveforfivetosevendayswithalocalhostfamily.Theambassadorbecomespartofthehostfamily,sharingeverydayresponsibilitiesaroundthehomewhilelearningfirsthandaboutthehostculture.Livingconditionsvaryaroundtheworld,andtheambassadorshouldbephysicallyabletomeettherequirementsofthehostcommunity.Thismayincludewalkingtothemarket,travelingonpublictransportationandclimbingstairsinthehome.Lodgingandmealsinthehomeareprovidedbythehost,andgroupactivities,suchaswelcomepartiesandlocalsightseeing,areincludedinthebasicFriendshipForcefee.Otherexpensesoutsidethehomearetheresponsibilityoftheambassador:localtransportation(oratankofgas),admissioncoststolocalattractions,andmealsoutsidethehome.Sometimesambassadorsliketosharetheirculturebypreparingamealinthehome—purchasingtheitemsrequiredatthelocalmarket.Beingagoodguestalsomeansexpressinggratitudeinappropriateways.Takingthehostouttodinnerandsendingathankyounote(notjustaquickemail)aftertheJourney.
2. Ambassador:ThosewhotravelasFriendshipForceambassadorsgonotjustfortheirownpersonalgoalsbutalsotorepresenttheirhomecommunityandtheircountry.Thismeansthatinadditiontolearningaboutthehostculture,theycanshareabouttheirown.Astheymakefriendsinthehostcommunity,ambassadorsprovideaverypersonalanduniqueconnectiononbehalfoftheircountry.Theyshouldgopreparedtobeatrueambassador,reflectingthebestoftheircountry.
JourneyGuidelines|32
3. Traveler:AFriendshipForceexperienceisagreatwaytoexperiencetheworldfromanewanduniqueperspective.Withlocalcitizensasguides,theambassadorisintroducedtothebestattractionsoftheregion.Interestedinparticularopportunities?Justask!Ambassadorswhoenjoyexploringontheirownwillfindampletimeforit.TravelingasaFFambassadorisenjoyableandenriching,butitalsorequiresspecialdedicationandpreparation.Aspiritofadventure,flexibility,andbeingopentonewexperiencesareallessentialsforasuccessfulambassadorexperience.
THEHOST
TheFriendshipForcehostalsotakesonthreeroles:host,culturalambassador,andguide.
1. Host:Thehostprovideshomehospitalitytothevisitingambassador(s)foruptooneweek,offeringwhatisnaturalforthemandtheircultureinthewayoffoodandactivitiesinthehomeandcommunity.Eachguestshouldbeprovidedprivatesleepingquarters,butitisfineforgueststosharebathandtoiletfacilitieswithmembersofthehostfamily.Thetimespentinthehomeisusedtoestablishaclosepersonalfriendshipbetweenthehostandguests.Thiscanbedonewithouthostandguestsharingthesamelanguage—butithelpstohavesomeoneavailablewhodoesspeaktheambassador’slanguage.Atalltimesthehostshouldberespectfulofthecultureoftheambassador.Whilethehostmaychoosetoinvitetheguesttoparticipateinreligiousobservances,theseshouldalwaysbeoptional.Mealsinthehomearetheresponsibilityofthehost,buttheambassadorshouldbeexpectedtopayformealsandactivitiesoutsidethehome.Itisalsocustomaryfortheambassadortoinvitethehosttodinneronenightortooffertoprepareamealinthehome.Thehostshouldaccepttheseoffersastheyhelpensuretheestablishmentofamutualandbalancedrelationship.Agoodhostalsorecognizesthevisitor's’needforrest!Afteralonginternationaltriporabusydaysightseeing,thevisitormayneedsometimetorestandcatchtheirbreathbeforeanotherbusyday.
2. Ambassador:AlthoughtheFriendshipForceassignsthetitle“ambassador”tothevisitor,inmanyrespectsthehostsarealsoambassadors,representingtheircommunitiesandcultures.ThehostshouldseethisasanimportantandenjoyableaspectofservingasaFriendshipForcehost.Ashostsgettoknowthevisitors,theyshouldlookforwaystosharetheirculture—throughordinaryexperiencesinthehomeandthroughactivitiesinthecommunitythatcanhelpthevisitingambassadorbetterunderstandthehostculture.Hostsshouldalsointroducetheirvisitorstoothersinthecommunity,findingopportunitiesforfamilyandfriendsoutsidethehometomeetthevisitingambassadors.
3. Guide:ThevisitingambassadorsareprovidedsomeformalculturaltoursaspartoftheoverallJourneyprogram.TheyalsomaybetravelingintheregionseparatefromtheirFriendshipForceexperience.Evenso,thehosthasagreatopportunitytoserveasalocalguide,providingthevisitorwithinsightsintothelocalcommunityandculturethatnormaltouristsneversee.ToseeanewcommunitythroughtheeyesofthelocalhostratherthanfromthewindowofatourbusispartofwhatattractspeopletoaFriendshipForceJourney.Ondayswhennoformalactivitiesareplanned,thehostcantakethevisitorsintothecommunity,sharingplacesofmutualinterest.Insomecasesambassadorsmaywanttoexplorethecommunityontheirown.Hostsshouldrecognizethatthisispartofthethrillof
JourneyGuidelines|33
experiencinganewcommunity.Ifambassadorswanttohavetimeontheirown,thehostscanarrangethebestwayforcarryingoutthisgoal.
OfferingaStrongCulturalHostingProgram Traveltomakefriends?Idon’thavetimetokeepupwiththefriendsIhavenow!ThiswasthestatementofayoungwomanwhoattendedafocusgroupFFIconductedinanefforttokeepourorganizationcuttingedge.So,wehaveaCHALLENGEtoattractthenextgeneration.Weknowthatineachofour350+communitieswehaveawaytogiveanexcellentculturalexperience.Now,notonlycanthispersonmakefriends,buthaveawonderfulcrossculturaleducationintheprocess!
PretendyouaretheHostCoordinatorandjustreceivedthefollowingE-mail:
Dear[HostCoordinator], Ihavegoodnews!WearecomingtoyourclubwithafullJourney. Mostofourambassadorsareinthe45–60yearoldagerangeandthiswillbetheirfirst-everFriendshipForceJourney.WehaveworkedveryhardtoattractthisnextgenerationofBabyBoomertypefolksandfeelthefutureofourclubdependsonthesuccessofthisJourney.Iknowtheywillbeexposedtoanexcellentculturalexperiencewithyourclub,butmyambassadorsaresoexcited,theywouldliketohearmorespecifics. PleasesharesomedetailsandespeciallyhowtheseambassadorswilllearnmoreaboutyourcultureontheirfirstFriendshipForceadventure! WithGreatAnticipation, [AmbassadorCoordinator] Howwouldyourespond?Clubsaroundtheworldarecomingupwithideasonhowtocreateexcellentprogramsemphasizingtheirculture.Readon!
EarlyCommunicationandPlanning • Earlycommunicationbetweenhostandambassadorclubsisessential.
• CommunicationbetweenHostandAmbassadorCoordinatormustbeverygood.
• Letincomingclubknowwhatisavailable. • GetfeedbackfromtheotherCoordinator.
• OfferoptionsandlettheAmbassadorCoordinatorchoosefromthem.
• Givesuggestions. • AdviseAmbassadorCoordinatorofopportunitiesandcosts.
Iftheseare“extras”beyondthetypicalJourneyprogramtheywouldbepresentedasanoptiontobeagreeduponinadvance,alongwithanexplanationofextracostsinvolved,e.g.aspecialactivityorexcursion.
JourneyGuidelines|34
➢ Findambassadorsportingintereststoseeifagamecanbeorganized. ➢ AskAmbassadorCoordinatortoprovidemorefeedbackonindividualambassadorinterests,
groupexpectations.Askforprofiles–notjustcirclingofoptionsonapplicationforms–thishelpstoknowmoreclearlytheneedsandwishesoftheindividualsinthegroup.
➢ Establishastrongcommitteeandmakesurethecommitteegetstheambassadors’interestspriortomakingtheprogram.
➢ AmbassadorCoordinatorshouldinformapplicantsoftheFriendshipForceHealthandMobilityPolicy,sothataprogramtailoredforafitandhealthygroupwouldbeappropriate.Somealternativescanalwaysbeprovidedwithintheprogram-activeambassadorscouldgocanoeingorkayakingdowntheriverwhilstothersenjoyapicnicontheriverbanks.
➢ Listofcommunityculturalevents,includingsportingevents,areavailableontheinternetuptoayearinadvancesothehostingcommitteecanplanahead.Thesecommunityeventsallowtheambassadorstomeetthelocalcommunityaswellastheotherwayaroundandmayincreasepublicityforyourprogram.
➢ Understandtheotherculturewhichmaybemoreformalorinformalthanyourown.Makeopportunitiesfortheformalorallowancesforthelessformal.
➢ Learnabouttheothergroup’sculturewhendevelopingtheJourneyprogram. ➢ SeekoutBabyBoomerstoparticipate. ➢ Shareclubprofiles. ➢ Becarefulnottooverpowerwithinformation,especiallyiftranslatingbetweenlanguagesis
required. ➢ Givingpeoplepositiveattitudesisveryinspiring. ➢ BesuretheAmbassadorCoordinatorunderstandstheprotocolifyouarehavingacivic
receptionandwhethertokensofgreetingareexchanged. ➢ Recruithostsinsameagerangeandconsiderambassadorsandhostswithmatching
interests. ➢ Offering“WishDays”inwhichindividualambassadorscanpursueaspecialinterestiseasier
withadvanceplanning,butcansometimesbeaccommodatedifhostscommunicatewithambassadorsatthebeginningoftheJourney.
➢ Bepositivetomeettherequestsandthechallenges. ➢ Dayhostsareessentialtoallowambassadorstoheartheviewsofanotherclubmember.
Theycanevenbeusedtohosta“WishDay”orflexibleday. ➢ Inviteaquarteroftheambassadorsplusaquarterofallclubmemberstoindividualhomes
foranactivity. ➢ Itisimportanttovisitotherhomesbesidesthatofthehost. ➢ Divideambassadorsintogroupswhoareinterestedinspecifics:schools,hospitals,
environment,tramping/hiking,andincludeclubmemberswhowillfacilitate.
JourneyGuidelines|35
WelcomeIdeas
• GreetwithbannersandwearFriendshipForceshirts. • Havereceptionattheairport. • InviteallclubmemberstotheWelcomeParty.
• Cocktailwelcomepartyfeaturinglocalwinesandfoodspecialtieswithageneralbaravailable.
• PotluckDinner(sincetheseareindeedrepresentativeofsomecultures). • OutdoorBBQwithbeer/wine. • Invitefamilymembersandyoungerneighborsorfriendstohelpwiththewelcomeparty.ThesefolksmightbecomeinterestedinFriendshipForce.
• PrepareaWelcomeBagwiththeprogram,localmaps,smallgifts,etc. • Taketravelwearinessandtimeofdayintoaccountwhenplanningwelcomeevent.
• Havesomelocalculturalcontenttothewelcomeevent.
CivicReception • Arrangewellinadvancewithgovernmentofficials.
• GiveAmbassadorCoordinatorthepropertitleandnameforthemayor,governor,orotherofficialwhowillbegreetingthecontingent.
• Sometowncouncilsorlegislativebodieswelcomeavisitbyanambassadorgroupwhichcanthenseegovernmentinaction.
“Treat”theHostTime • Someclubsscheduleaneveningwhenambassadorstreattheirhoststodinneratalocalrestaurant.
• Someambassadorsbringspecialfoodsandprepareadinnerfortheirhostsintheirhome.
• Considerationshouldbemadesoasnottochoosearestaurantthatistooexpensiveandwouldbeahardship.Assomeonesaid,“Beingafriendismoreimportantthanmoney.”
FriendshipsandFood • Progressivedinnersgiveachancetoseeotherhomesandincludenon-members. • Haveaneventfeaturinglocalfoodproductsandspecialties. • Winetastingandwineandcheesegatheringsarepopular.
• Micro-breweriesorbreweriescanbeofinterest. • Whendinnerhosting,inviteyoungerneighborswhoarenotFFmembers.
• Havesmalldinnerpartiesinmembers’homes.
JourneyGuidelines|36
• Breakfast,brunch,lunchonthebeachoratapark. • OutdoorBBQsarealwayspopular.
ActivityIdeas • Vintagecartour. • Wildlifesanctuaryvisitorzoos. • Visitinggardensorarboretums.
• Acknowledgetraditionalland-ownersandincorporatetheircultureintheprogram,suchastheaboriginalpeoples/Maori/NativeAmericans,etc.
• Fishing(onegroupwentfishingandhadtheircatch“smoked”).
• Shopping(whichcouldbeadrop-offandpick-upoftheshoppers). • Sportsactivities. • Seeinglittlechildrenplayfootballorsoccerorbaseballisfuntowatch. • Singingcanbeaddedtomanyactivities.
• Four-wheeldriving. • EveningPlans:music,clubs,theater,opera,dancing–organizehostsfortransport.
• Allkindsofdancing:linedancing,folkdancing,squaredancing,somedancesarenativetoaparticularculturethatwouldbefuntoteachtheambassadors.
• Outdooractivities:boating,hiking,biking,swimming. • Playacting:re-enactmentsofafamoustrialorotherhistoricevent.
• Lawnbowls. • Carrally(Bakersfield,CaliforniaUSAdoesonewithcluesthatwasverypopular!). • Visitlocalschoolsoruniversity. • Visitmuseumsorartgalleries.
• Visitlocalhistoricorculturalsites,uniquecommunityprojects,environmentalsites. • Havea“FunDay”featuringalocalsportingeventoracelebrityguest.
UniqueIdeas • Finduniqueactivitiesthatnoonewoulddojustontheirown:useyourmembersforideas.
• Holdastreetpartywithhoststomeetlocalresidentsandneighbors. • “WishDay”whereindividualshavetheopportunitytodosomethingofspecialinteresteitherwithorwithouttheirhosts.
• Celebrateanationalholidaywithallofthetraditions,evenifitisonadifferentdate! • Ridingthroughcoastalsanddunes. • Bushwalks,beachortrailwalksendingatapub!
JourneyGuidelines|37
• Contactother“specialinterest”organizationstobecomeinvolved,e.g.carrallyclubs,quiltingguilds,sportinggroups.Thelocalcouncilandtheinternetcanhelpwiththesecontacts.
• Onenight–mixmembersandmakepizzas! • Campingororienteering
• Quizzesbetweenclubs.Eachoneanswersquestionsabouttheirownculture.Thenreversetoseehowwellyouknowtheotherculture!
• Goingtotheoutback,themountains,thewilderness,thewoods,whateverisnearyouthatwouldbeadifferenttreatforyourambassadors.
• Explorelocalvolunteer,humanitarian,orenvironmentalissues.
Excursions SomesidetripsandactivitiescanbeaccomplishedwithintheUS$150ClubHostingFee,butotherswouldhavetobecoveredbychargingtheambassadorsmore,suchasovernightexcursions,tripstotheGreatBarrierReef,WaltDisneyWorldorotherthemeparks,orspecialtheatricalormusicalperformances.ThesecanbedoneasapartoftheJourneyorasapre-Journeyactivityorpost-Journeyactivity.TheimportantthingisthattheybepresentedasanoptionwithcostsoutlinedinwritingandtheambassadorCoordinatoragreesinadvance.Protocolcanbefoundincurrentpoliciesaccessiblewhenfollowingtheinstructionsonpage53.
• Biking/hikingintherainforest,throughthepark,onthelocalwalkingtrails. • ThemeParkssuchasSeaWorld,Disneyland,etc. • Traintrips. • Boattrips. • Ferryrides. • Overnighttours. • Two-daytrips,toanationalpark,toexplorenearbypointsofinterest,togotoaspecialdestination.
• Stayinginayouthcampatapark.
• Bustriptoauniqueareaexploringculturalpointsofinterestalongtheway. • Goingtoaspecialfestivaloruniqueculturalevent.
GuidelinesforTravelArrangements
Herearesomesuggestionstohelpyougetstartedwiththeprocess.Ifatanytimeyouneedfurtherassistance,feelfreetocontactFFIstaffforadviceandrecommendations.
1. BeginresearchingpossibleairlinesandtravelitinerariesassoonasyourJourneyassignmentis
JourneyGuidelines|38
confirmed.Whileitisnotpossibletogetfinalpricingandconfirmationsmorethanayearinadvance,usetheinternettoinvestigatesampleairfares,touritineraries,etc.early.
2. FFIstaffmemberscanprovideadviceonitinerariesthathaveprovedsuccessfulinthepastandmayalsobeabletoreferyoutoAmbassadorandHostCoordinatorswhohavetraveledtothesamedestinationorprovidealistofrecommendedtravelsuppliers.
3. Inconjunctionwiththehostclub(s),establishyourexactJourneydatesaswellastheprogramforanypre-orpost-Journeytouring.Youwillreceivebetterservicefromtravelprovidersifyouhaveafairlyfirmideaofyourplansbeforetheybeginresearchingoptionswhilestillbeingopentosuggestions.
4. Decidewhetheryoufeelmorecomfortableworkingwithalocaltravelagencyorwithalarge,nationalconsolidatorortouroperator.Youmaygetbetterpricesfromaconsolidator,butyoumightreceivebetterservicebyworkingthroughalocalagency.Don’tbeafraidtointerviewseveralagenciestoseewhichonefeelslikethebestfit.
5. Selectanagencytoworkwithandaskthemtomaketheairlinebookingsand/ortourarrangementsandconfirmthepricetoyou.
6. Itisstandardpracticetorequireadeposittoholdairlinespaceinadvance,usually$100perseat.Thisallowstheairlinetoholdablockofseatsforyourgrouponspecificflightsataguaranteedpricewithoutknowingthepassengers’namesandwiththeactualticketingnottakingplaceuntilclosertothedeparturedate.Theclubshouldassistwiththepaymentofthisdeposit–thefundswillbereturnedafterthegrouptravelsaslongasthetermsofthecontracthavebeenfulfilled.Ideally,youwillwanttohaveaconfirmedprogramandpriceaboutsixmonthsbeforeyourJourneytoallowformaximumrecruitingtime.
7. Don’twaituntiltheJourneyisrecruitedbeforemakingtravelarrangements.Itmayseemeasier,butitcanlowertheparticipationontheJourneyintheendbydiscouragingpotentialguestsastheycanbereluctanttocommittoaJourneywithoutknowingthefinalcostinadvance.
8. Makesureyouunderstandthetermsofyourairlineand/ortourcontract.Inmostcaseswithairlinecontracts,youcanholdallseatswithoutpenaltyuntil90daysbeforedeparture.Atthatpoint,youwillneedtostartguaranteeingthenumberofparticipantsorrisklosingyourdeposit.Typically,at90daysout,youmustguarantee80%or90%ofthetravelers.YouwillstillwanttoholdasmanyadditionalseatsasyoucaninordertohavespaceforlateadditionstoyourJourney,butyouwillneedtocancelseatsthatmaynotbeusedinordertoprotectyourdeposit.Keepinmindthatusuallythereisaminimumof10peoplerequiredtotraveltogetherinordertoreceivethediscountedgroupfare.Takecaretoalsogetclearinformationontheairline’spolicyaboutdeviationsfromthemainitinerary–whetheritisallowed,ifthereisanyextracostinvolved,etc.
9. WhenpricingyourJourney,usetheworksheetprovidedbyFFI.
a. Makesurethatyouknowinadvanceanypotentialexpensesinadditiontoairfare,hostingfees,localclubfeesandFFIadministrativefees.
b. Areyouaskingyourhostclubtoarrangeanyspecialactivitiesthatwillresultinadditionalcost?
c. Considertransfersfromyourarrivalairporttothehostclub,orbetweenPhaseIandPhaseII
JourneyGuidelines|39
hosting.Keepinmindthatstandardhostingfeesdonotincludethecostofairporttransfers.
d. Ifthereisalandpackageincludedintheprogramfee,doyouwanttoincludemoneytocovertipsandgratuities?
e. Considerincludingasmallamountasa“contingency”fundtocoverunanticipatedcostssuchasanincreaseinairlinetaxes.Ifthismoneyisnotused,youcanreturnittotheambassadors,pickupthetabforamealnotcoveredontheprogram,ordonateittoacharityinthecommunityyouwillbevisiting.
f. SomeAmbassadorCoordinatorsincludeinthepricetheearnedseatfortheAmbassadorCoordinatorsothattheircostsfortheJourneyarefullycoveredwith20ormorepaidambassadorsanddiscountedproportionatelywith10ormorepaidambassadors.DiscussthiswithyourboardoryourRegionalSupportManager.
10.Ifyourprogramfeeincludesatourorlandpackagethatispricedaccordingtothenumberofparticipants(forexampleonepriceforaminimumof15people,lowerifthereare20or25,etc.),werecommendthatyousetyourpricebasedonalowernumberofparticipantsthanyouexpect.Forexample,ifyouhopetohave20ambassadorsontheJourney,usethetourquotebasedon15.
a. LetyourambassadorsknowthatifmorepeoplesignupfortheJourney,thepricecanbeloweredforeveryone.Itisaloteasiertolowerthepricethantoincreaseit!ItwillalsoencourageotherstojointheJourney.
b. YoualsowanttoprotectyourpricingfromasituationwhereyourJourneymightbefullbutsomeambassadorsmaychoosenottojointhetoursothatyourtournumbersarelowerthantotaltravellers.Thiswillalsoprotectyouagainstlatecancellationsfromthetourthatmightcausethepricetoberaisedforallparticipants.
11.Onceyouhaveyourarrangementssetandpriced,you’rereadytorecruit!
a. BesuretokeepyourRegionalSupportManageratFFIupdatedastoyourdates,plans,andstatussothathe/shecanassistyou.
b. AsambassadorssignupfortheJourney,makesuretheyprovideyouwithaphotocopyoftheirpassportalongwiththeirapplication.Youwillneedtoprovidealisttotheairlinewiththenamesexactlyastheyappearinthepassport.
c. CheckthatalloftheambassadorshavepassportsvalidatleastsixmonthspastthereturndateofyourJourneysincesomecountriesrequirethisbeforeallowingentry.
d. YourRegionalSupportManagercanalsohelpyoufindoutifyourambassadorswillneedvisasfortraveltoyourcountryofdestinationandwhattheprocedureisforthatprocess.
e. BesuretoprovideambassadorswithinformationontheFFItravelinsurancepolicy;remindthemthattheyarerequiredtohaveadequateinsurancecoveragefortheJourney.
JourneyGuidelines|40
DownloadingInformationfromtheFFIWebsite TheFFIwebsitecanbeveryusefulforAmbassadorandHostCoordinators.SupportingmaterialsforFriendshipForcevolunteersarelocatedintheMemberResourcessectionofthewebsite.Themostcurrentpoliciesandformsarepostedhereforyoutodownload,readandprinteasily.
GototheFriendshipForcewebsite:www.thefriendshipforce.org.
ClickontheMemberResourceslinkonthehomepagefooter.ThissectionisdesignedespeciallyforFriendshipForcevolunteersandcontainssupportingmaterialsandinformation.
Click“Open”or“Allow”ifprompted.
Whenthedocumentopens,youcansaveittoyourowncomputerorprintit.
IndexofJourneyDocuments
ThefollowingJourneydocuments,includingpoliciesandforms,areavailablefordownloadontheFFIwebsite.Gotowww.thefriendshipforce.org.ClickonMemberResourcesonthehomepagefooter.
❖ HowtoCompleteaFillablePDFForm
❖ FriendshipForcePolicies:
o PoliciesandproceduresapprovedbytheFFIBoardofDirectorstogovernallFriendshipForceclubandJourneyactivity.
❖ HealthandMobilityChecklist:
o AchecklistfortheHostCoordinatortocompleteandgiveittotheAmbassadorCoordinator.ProvidingthisinformationwellinadvanceoftheJourneyallowstheAmbassadorCoordinatortorecruitwell-qualifiedambassadorstoparticipateintheJourney.
❖ AmbassadorApplicationandAgreement:
o TobecompletedbyallmembersinterestedinparticipatinginaJourneyandsubmittedtotheirAmbassadorCoordinator.
❖ HostApplicationandAgreement:
o Tobecompletedbymembersinterestedinhosting.ThishelpsAmbassadorandHostCoordinatorstoselecthostswhoarerepresentativeoftheircommunityorregion.Thedetailedinformationprovidedalsohelpsmatchhostfamilieswithambassadors.
❖ AmbassadorandHostMatchingForm:
o Ausefultooltohelpmatchambassadorsandhosts.
JourneyGuidelines|41
❖ LinkstotheJourneyEvaluationForms:
o AftertheJourney,giveyourfeedbacktoFFIbycompletingthisonlineevaluationform,whichwillbesenttoyoubyyourFFIRegionalSupportManager.
❖ AguidefordealingwithemergenciesandtheformtosubmittoFFIintheunlikelyeventofanemergency.
❖ InsuranceInformation