for Ambassador and Host Coordinators - Friendship … Guidelines | 7 Your Role as an Ambassador and...

Journey Guidelines |

JourneyGuidelines

forAmbassadorandHostCoordinators

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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

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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

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CivicReception 35“Treat”theHostTime 35FriendshipsandFood 35ActivityIdeas 36UniqueIdeas 36Excursions 37GuidelinesforTravelArrangements 37

DownloadingInformationfromtheFFIWebsite 40

Ifordinarypeoplegettoknoweachotherasfriends,theydiscoverthatthevaluesandexperiencestheysharearemoreimportantthantheirdifferences.

-WayneSmith,Founder

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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.

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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.

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FriendshipForceAmbassadorPledge ByleadingasuccessfulJourneyyouwillprovidepeoplefromyourclubandcommunityanimportantandrewardingcross-culturalexperience.YouwillalsobecontinuingatraditionthatisreflectedintheFriendshipForceAmbassadorPledge:

AsamemberoftheFriendshipForce,

IrecognizethatIcanmakeadifference.

Ihaveamissiontobeafriendtothepeopleoftheworld.

AsIembarkuponthisadventure,Iknowthatotherswillbewatching.

Iknowthatthroughmyexampletomyfellowcitizensandthepeopleofothernations,thecauseoffriendship,loveandpeacecanbeadvanced.

ICANMAKEADIFFERENCE.

ThankYou

YouandyourfellowCoordinatorsaroundtheFriendshipForceworldplayavitalroleincarryingoutthemissionofourorganization.ByservingasavolunteerAmbassadorandHostCoordinators,youenablepeoplefromyourcommunitytoestablishdirectlinkswithpeopleofanothercountryandculture.Togethertheydevelopalevelofculturalunderstandingthatsimplyisnotpossibleasordinarytourists.Thiscouldnothappenwithoutyourleadership.Wehopeyoureceiverealsatisfactionfromknowingtheimportanceofthecontributionyouhavemade.

OnbehalfofFriendshipForcemembersinyourcommunityandaroundtheworld,

THANKYOU!

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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.

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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.


➢ 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.


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.


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.


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


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:


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


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


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


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


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


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.


➢ 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.


• 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.


➢ Explaintohoststhattheambassadorsshouldinvitethemoutorcookforthemoneeveningmealduringtheweek.ConfirmthistraditionwiththeAmbassadorCoordinator.

➢ Inacitywhereadmissionsandparkingareexpensive,guestsshouldbeprovidedwithalistofoptionalactivitiesandexplainwhatEXTRAcostswillbeinvolved.

➢ Advisethehoststodiscreetlybringproblems,whichmayarisetoyourattention.Earlyidentificationofaproblemcanresultinearlyresolution.

Enthusiasm! TherearemanyingredientstoasuccessfulJourney,butperhapsthemostimportantistomakesureyouapproachtheprocesswiththerightattitude.AccordingtooneexperiencedFriendshipForceleader,tobesuccessfulinfillingaFriendshipForceJourneyyouneedtoknowjustthreewords:

Enthusiasm!Enthusiasm!Enthusiasm!

Itprobablyisn’tthatsimple,butitistruethatasuccessfulJourneybeginsandendswithanenthusiasticAmbassadorandHostCoordinatorwhoreallybelievesthattheFFprovidesgreatopportunitiesforpeopletoexperiencetheworldwhilemakingnewfriends.


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).


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.


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


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


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.


➢ Ifaclubhasnothostedadelegationfromprevioushostcountryrecently,invitethemforanofficialJourney.

➢ Membersofthedelegationmaywanttoinvitetheirnewfriendstocomeonprivatevisits.

➢ Eitherway,youwillbecontinuingthemissionoftheJourneytoestablishlastingfriendshipandunderstanding.

Journeyevaluation FollowingthecompletionoftheJourney,yourFFIRegionalSupportManagerwantstoknowhowthingswent,boththegoodandthenotasgood.YourFFIRegionalSupportManagerwillsendyouandallotherJourneyparticipantsanonlineevaluationformtofillout.ThesurveyisconfidentialandonlyFFIstaffwillseetheresults.YourFFIcoordinatorwillprovideyouwithanoverviewoftheresultsuponrequest.

ItisveryimportanttoprovideacandidandaccuratereportontheJourneysothatwecanworkwithallclubstocorrectanydifficulties.TheFFIstaffisalsointerestedinlearningwhatwentwell,sothatfutureCoordinatorscanhavethebenefitofyourexperience.

Picturesarealwaysgood!WelovesharingyourJourneyphotosviaourFFIwebsite,ourFacebookpageorothermedia.SendphotosbyemailtoyourFFIRegionalSupportManager.Besuretoincludethelocation,dateandnamesofpeopleinthephoto.

FinancialReport TobepreparedforthelocalcluborFFIonrequest.


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.


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


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.


➢ 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.


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.


• 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!


• 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


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


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.


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.


❖ LinkstotheJourneyEvaluationForms:

o AftertheJourney,giveyourfeedbacktoFFIbycompletingthisonlineevaluationform,whichwillbesenttoyoubyyourFFIRegionalSupportManager.

❖ AguidefordealingwithemergenciesandtheformtosubmittoFFIintheunlikelyeventofanemergency.

❖ InsuranceInformation

for Ambassador and Host Coordinators - Friendship … Guidelines | 7 Your Role as an Ambassador and...

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