A Guide to organise an Inbound Exchange

GUIDE TO PLANNING AN
EFFECTIVE

INBOUND EXCHANGE

Friendship Force Mission
To promote global understanding across

the barriers that separate people

1

CONTENTS 3
The Position of ED for an Incoming Exchange

Preparation of hosts and co-hosts 6

What to look for in Potential Ambassadors and Hosts 12

Host Matching process 13

Sample Host Master Calendar 14

Ideas for Hosts and Co-Hosts 17

Hints for an Exchange Director 19

What to do in Perth? 20

Documentation required 25

Downloading policies and forms from FFI and

Australian websites 26

This Booklet provides a comprehensive guide for the members of the Friendship
Force Club of Perth.

Friendship Force Perth Club acknowledges the work of the Education Group of
Friendship Force Adelaide, who updated this information in 2015 which was
originally taken from material first prepared by the Friendship Force of Perth.

July 2016

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THE POSITION OF EXCHANGE DIRECTOR FOR
INCOMING EXCHANGE [Overseas and
Domestic]

Your appointment as Exchange Director immediately
gives you control and responsibility for the exchange. An
Exchange Director will serve on the Club Management
Committee 3 months prior to the exchange and one
month after the exchange.

You should now:

 Familiarise yourself with the FFI website and

exchange documents and Perth FF Club policies

 Appoint a moderate size committee to assist you.

This should include an Assistant ED and also a
Treasurer.

 Use the Club’s bank account for the

exchange.

 A Hosting ED may sometimes divide the program

into segments and delegate responsibility to
committee members for each of these.

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 Establish and maintain communication with the

relevant club(s). Be wary of different time zones and
also that your counterpart may not speak or
understand your language fluently. Endeavour to
keep communication clear and accurate.

 Begin planning dates acceptable to the clubs involved

and mindful of other phases of the exchange.

 Communicate with exchange ED information about

the area[s] which the ambassadors will be visiting,
likely weather conditions, currency conversion and
other information which you deem may be useful.

 Establish an 'Exchange file' to save all correspondence

re the exchange.

 Maintain open and friendly communication with the

FFI staff member allocated to the exchange. Be aware
of FFI 'Fill the Seat' policy for undersubscribed
exchanges.

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 The number of ambassadors for an exchange should

ideally be around 20. If this number cannot be
achieved advise the District Field Representatives in
Australia who will assist with recruitment.

 Request a signed reference from the Ambassador Club

president for any member of another club who
requests to join the exchange.

 Match up ambassadors with hosts and co-hosts

using information regarding interests, diet,
hobbies.

 Forward the 'match-up' list to the ambassador ED to

facilitate early commencement of communication
between ambassadors and hosts.

 Circulate same list to hosts and co-hosts,

encouraging communication and sending of profile
and photograph.

 If visiting club is being hosted by another Australian

club it is necessary to advise that club of the program
to ensure that activities are not duplicated or

omitted.

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PREPARATION OF HOSTS / CO-HOSTS

 Organise a meeting for all participants to explain the

program and ensure hosts and co-hosts understand
their obligations to attend all functions and activities
on the program.

 Advise hosts and co-hosts as soon as possible the

contact details of their ambassador[s] so
communication can be established.

 Alert hosts and co-hosts of any specific needs of

ambassadors eg, smoking, dietary needs, pets,
disabilities etc.

 Confirm at this meeting what is expected in the way

of cooperation and behavior during the exchange.

 Unless there are extenuating circumstances, all

ambassadors must participate in all the programmed
events.

 If ambassadors are non-English speaking, provide a

basic outline of key words and phrases in the other
language to aid communication.

 Impress upon hosts the date and time of arrival of

their ambassador[s] to ensure they receive a warm
welcome.

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 Hosts are to wear club shirt and name badges.
 Club banner also to be displayed.

 Confirm flight times with the airline.

 Decide where the exchange uniform will be worn and

emphasise the need to wear their club badge at all
times.

 Emphasise that should any problems occur before or

during the exchange the issue is to be raised discreetly
with the ED in the first instance.

 It is recommended that, where possible, the Exchange

Directors are hosted together to deal with any issues
which may arise.

 Determine the form and timing of entertainment,

reflective of Australia, to be presented to the
ambassadors.

 Organize one or two workshops where the culture of

the ambassadors and activities scheduled will be
discussed. The workshops provides an opportunity for
experienced hosts to share their experiences with
those who are new.

 Pay special attention to ambassadors who smoke, have

pet issues or have allergies, special dietary needs or

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disabilities. It is important that prospective hosts are
aware of any special requirements and are able to
accommodate them.

 Check the number of bedrooms and type of bed in each

host home. Look over the paperwork to see if certain
ambassadors want to be hosted in the same household.

 At an early stage match hosts and co-hosts so they can

collaborate on the program.

 Provide each host (both home and co-hosts) the name,

address, phone and email of their ambassador as early
as possible to allow for a letter of welcome and a
chance for both guest and host to become acquainted.

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 Free days should be included as part of the program

so that hosts can tailor activities to their specific
ambassadors.

 Explain to hosts that the ambassadors should invite

them out or cook for them one evening meal during
the week. Confirm this tradition with the ambassador
ED Co-hosts may also be invited but it is not expected
that the ambassador will pay for their meals also.

 In a city where admissions and parking are expensive,

guests should be provided with a list of optional
activities and explain what EXTRA costs will be
involved.

 Compile a booklet containing the program and a brief

summary of the ambassadors together with host
details.

 The booklet should also contain the national anthems

of the countries involved and any travel tips to assist
the ambassadors.

 Arrange home-hosted dinners to allow the

ambassadors to meet a wide variety of people from
within the club.

 Note any birthdays to be celebrated during the

exchange.

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 Advise exchange club[s] of the costs of the exchange
 Transmit all FFI fees received to the Club’s exchange

account.

 All money must be receipted.
 Liaise with the exchange club to determine if an

exchange of gifts is to occur and what these may be.

 Communicate with your own club members to

engender enthusiasm for their support of the
exchange. Invite all club members to participate
where possible.

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 Use the Club Newsletter and monthly meetings to

disseminate information about the exchange and
encourage involvement in some form from all club
members.

 Obtain information about the visiting club and area.
 Ensure that appropriate, concise reports, including a

financial report, are written at the end of the
exchange with one copy retained by our club and a
second forwarded to FFI. Try to include relevant
photographs in your report.

11

WHAT TO LOOK FOR IN POTENTIAL
AMBASSADORS AND HOSTS

Most people who genuinely support the goals of Friendship
Force will make great ambassadors or hosts. Here are some
characteristics to look for in your candidates:
An Open Mind: The ability to keep one's opinions flexible and
receptive to new stimuli.
A Sense of Humour: The ability to laugh and find humour in
things helps guard against disappointment and frustration.
Flexibility and Adaptability: The ability to cope with new
situations as well as keeping options open and judgmental
behavior to a minimum.
Positive Regard for Others: The ability to express warmth,
empathy, respect, and positive regard for others with a
willingness to communicate both verbally and non-
verbally.

12

HOST MATCHING PROCESS

As you begin matching your ambassadors and hosts,
here are some helpful suggestions:
 Pay particular attention to age and activity level so

that both hosts and ambassadors can enjoy
comparable activities.
 Thoroughly review the list of ambassadors when you
receive it from your counterpart. Check interests,
hobbies, occupations, age and gender to match with
a host.
 Advise the hosts to discreetly bring problems which
may arise to your attention.

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SAMPLE HOST MASTER CALENDAR

9-12 Months before Exchange Date

 Exchange assignment confirmed
 Contact FFI program services coordinator
 Establish contact with Ambassador ED and confirm

exchange dates

 Let ambassador ED know how many you can host
6-9 Months or More before Exchange Date

 Establish an exchange committee, delegating as
appropriate

 Decide if you wish to propose any added options to
ambassador ED communicating these ideas and
costs for consideration

 Get written confirmation if additional costs are
involved

3-6 Months before Exchange Date

 Decide on how to handle your finances according to
your club policy

 Prepare a preliminary program of activities for the
exchange

 Communicate any choices within the program to
ambassador ED.

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 Recruit hosts among your membership or prospective
members

 Confirm final details with ambassador ED
 Obtain Ambassador/Host matching form from

ambassador ED
 Prepare host matching chart and send to ambassador

ED

 Reserve locations if needed for welcome

and farewell parties

1-3 Months before Exchange Date

 Select day hosts and dinner hosts as desired
 Finalize activities program and budget and review with

club treasurer or Board.
 Hold Hosting and Cultural Workshops for home hosts,

day hosts, and dinner hosts.
 Reserve facilities, guides, and tickets for programs as

necessary.
 Keep frequent communications with counterpart ED -

Finalize matching of home hosts and ambassadors
 Discuss with the Ambassador ED the club's gift policy

requirements, if any, for civic receptions.

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 Prepare "goody bags" for ambassadors (optional)

 Prepare exchange program booklet.

During Last Month before Exchange Date

 Purchase gifts for Ambassador ED and club if
appropriate.

 Finalise details for arrival and departure.
 Verify arrangements regarding government officials.
 Prepare agenda for arrivals, welcoming party, and

farewell party.
 Reconfirm if entertainment has been booked.
 Hold final workshop with committee and/or hosts

Post Exchange

Submit online evaluation form and prepare final report for
club and FFI
Have a party to celebrate a job well done!

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IDEAS FOR HOSTS AND CO-HOSTS

 Take your guest on a tour of the house advising

where to get a snack or drink, 'tricky' light switches,
doors and windows etc.

 Discuss any need to share bathroom[s] and how that

will be managed.

 Listen appropriately to what your ambassador says

and don't make unfavorable comparisons. Put aside
condescension, criticism and prejudice.

 Have a frozen meal handy in case of emergencies.
 Don't hurry meals but allow time for conversation.
 Invite family and friends to meet ambassadors. Avoid

colloquialisms [unless teaching your ambassador] and
speak slowly and clearly.

 Allow time for resting especially after a long flight.
 Offer laundry facilities.
 Provide wardrobe space, room for the suitcase,

drawers and a chair.

 Consider a night light and explain that it is OK to flush

toilet paper.

 A few Australian souvenirs, a glass, a bowl of mints,
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tissues and other 'niceties' will make your
ambassador feel welcome.

 Explain internet use if available for email.
 Don't bust the budget to cater for your guest as they

are visiting to experience your lifestyle not to be
feted.

 Although it is generally accepted that an ambassador

will offer to take hosts out to a meal, it is not
mandatory. Consider the financial situation of the
ambassadors before selecting a restaurant and also
the possibility of dining with a group.

 Allow your guest to enjoy some 'free time' within

your home and also within the program.

 Be flexible and maintain a sense of humour. Try to

empathise.

 Offer the opportunity to attend Church services.
 In earlier communication determine if your

ambassador has any specific wishes for the time
they are being hosted by you.

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HINTS FOR THE EXCHANGE DIRECTOR

 Know your ambassadors and host / co-hosts well
 Compile of list of contact numbers of all people

involved in the exchange and circulate to hosts
and co-hosts.

 The ED has the final say.
 Unacceptable behavior by an ambassador should be

handled jointly by the ED's with tact and firmness. In
severe cases the ambassador can be asked to move to
other accommodation at their own expense and even
be requested to leave the exchange.

 Any incident involving behavior, illness or accident will

require the submission of an Incident Report to FFI.

 Plan speeches for functions where necessary.
 Introduce the Club president at the first official

function of the exchange.

 Consider publicity — newspaper, radio, television.
 Send thank you note to hosts and co-hosts.
 Organise a reunion party of all hosts and co-hosts to

share experiences, photographs, ideas etc.

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WHAT TO DO IN PERTH? [Just a few ideas!]

The following list is compiled from previous successful
exchanges over 2014-2016. Some of these activities are
considered premium must-see tourist attractions in Perth
and surrounds, whilst others offer diversity and variety to
complete a well-rounded schedule whilst staying in Perth.

Perth City and CBD Fremantle & beaches
 Maritime Museum
 BKienllgTsoPwarekr & Elizabeth  The Roundhouse –

1pm Cannon
Quay  Fremantle Prison
 Army Museum
 Perth Mint  Shipwreck Galleries
 River Cruises –
 Perth Museum
Fremantle
 Western Australian  Fishing Boat Harbour
Art Museum  Fremantle Walking

 Parliament House Tours
 Old Asylum
 City Walks  World War II Tunnels,

 SciTech Leighton Beach
 Perth beaches scenic
 Free Concerts – WA
Symphony Orchestra drive

 River Cruises – Perth 20
and Wine Cruises

Places of Interest by Area

South of the River
 Perth Zoo – South Perth
 RAAF Aviation Museum – Bull Creek
 Castledare Railway (1st and 3rd Sundays of each month) –
Wilson
 Wireless Hill Museum and wildflowers - Booragoon
 Armadale Reptile Park – Wungong
 Araluen Park - Armadale
 Penguin Island – Rockingham
 Peel Zoo – Pinjarra
 Serpentine Dam and Tractor/Machinery Museum
 Canning Dam

North of the River
 Wildlife Centre – Herdsman’s Lake
 Lake Monger – Leederville
 Railway Museum - Bassendean
 AQWA – Hillarys
 Hillarys Boat Harbour

East of Perth
 Mundaring Weir & Pump Station
 CY O’Connor Museum - Mundaring
 Kalamunda Historic Village

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 Bickley Observatory – night star gazing (well out of town)
 Lesmurdie Falls (wildflowers August-September)
 Lake Leschenaultia
 John Forrest National Park
 Whiteman Park
Joondalup/Wanneroo
 Gravity Centre – Gin Gin
 Gin Gin Observatory
 Yanchep Park & Caves
 Botanic Golf and Gardens
 Neil Hawkins Park and Bird Sanctuary
Guildford, Midland
 Guildford Gaol and Courthouse
 Lilac Hill Cricket ground
 Historic Walks
Themed Day Trips
 Mandurah and Peel district
 Gourmet Food and Wine Tasting - Swan Valley
 Wildflowers – Coach tour: Kings Park, Lesmurdie Falls, John

Forrest National Park and Araluen
 Dwellingup Forestry Centre & surrounds
 Rottnest Island
 Gravity Centre and Observatory, Gin Gin
 The Pinnacles, Cervantes and Lancelin

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Annual events in Perth to consider by month

February July
Laneway Festival NAIDOC Week
(indigenous culture)
Festival of Perth WASO – free concert
August
Fringe Festival/Midlandia Avon Descent
Kings Park – Ramadan &
WA Opera / WA Vietnam Vets Day (large
Symphony Orchestra crowds expected –
(WASO)– Free concerts caution)
September
Gay Pride Parade
Father’s Day
March Kings Park Wildflower
Festival
Sculptures by the Sea, Araluen Tulip Festival
Cottesloe Beach (mid- October
late March)
Perth Royal Show
Mandurah Crab Fest Zig Zag Walk, Kalamunda
Blessing of the Fleet,
Guildford Heritage Fremantle
Festival Mundaring Hills open
April studios
Anzac Day November
Bayswater/Belmont
Autumn River Festival Melbourne Cup
May
Mother’s Day Beaufort Street Festival
Bickley Harvest Festival
May Day Festival and March – Swan Festival of Light
Fremantle (1st Sunday in May)
Free Perth Heritage Days (free
June
Celebrate WA open buildings and

gardens)

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Resources
Internet sites to check for free entertainment and ideas
www.Perth.gov.au/festivals
www.Fremantle.gov.au/festivals
www.WASO.com.au
www.Eventful.com/Perth
www.Weekendnotes.com
www.whatson.com.au/perth/thingstodo
www.westernaustralia.com/events
It is advisable to ensure information detailed on various internet sites is
current and accurate.

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Documentation required [see FFI ED Manual]
Health and Mobility Checklist
Exchange Director Manual

Ambassador Documents
Ambassador Application and Agreement
Ambassador Emergency Contact Form
Ambassador ED Information
Ambassador and Host Documents
Potential Host and Ambassadors
Interview Guidelines
Ambassador and Host Matching Form
Incident Report Form.
Participant Evaluation Form

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Downloading Policies and Forms from the FFI and
Australia Websites

Supporting materials for Friendship Force volunteer
exchange Directors are located in the Club Resources
section of the website. The most current policies and
forms are posted here for you to download, read and
print easily.

1 Enter the Friendship Force website:
www.thefriendshipforce.org

2. Click on the red Club Resources tab. This section is

designed especially for Friendship Force volunteers
and contains supporting materials and information.

3. Click on Documents, located in the red, horizontal menu

bar. Here you can find forms, policies, samples and
reports related to clubs and exchanges.

4. Click on Exchange Documents, located in the yellow

horizontal menu bar. This section contains materials
for both ambassador and host EDs

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5. Scan the list to find the item you need. Click on

MSWord to download the item as an editable
Microsoft Word document, or click on PDF to
download the item as a non-editable document
compatible with any computer. Note: When looking
for the current policies, download the version that
corresponds with the year in which your exchange
will take place.

6. Click "Open" or "Allow" if prompted.
7. When the document opens, you can save it to your

own computer or print it.

Downloading Policies and Forms from the
Australian Web site

1. Enter the Friendship Force Australia website at

http://www.friendshipforce-australia.org

2. Click on Guidelines. Click on Exchange Management

ED and Forms.

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Friendship Force Pledge

As a member of the Friendship Force I recognise that I can
make a difference. I recognise that I have a mission. That
mission is to be a friend to the people of the world. As I embark
upon this adventure, I know that others will be watching me. I
know that through my example to my own fellow citizens and
people of other nations, the cause of friendship, love and
peace, will be furthered. I can make a difference.

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