When applying for funding a pre Visit (Advanced Planning Visit) should be considered and added into the application. Otherwise information should be gathered from reliable sources and combined together with a risk assessment to make a decision

To get funding and advice about youth cultural exchange, get in contact with:

 

Erasmus+ 

 

The local Borough or County Council

 

The local Community Council

 

In relevant areas, the local Communities First Board

Arts or Sports Funds where relevant to the group’s activity

PRE-VISITS
FUNDING
AIMS & OBJECTIVES

Always have a clear purpose and plan

 

Ensure safety and an enjoyable learning experience

 

Set clear aims and objectives

 

Ensure right environment for the activities

 

Prepare with  the necessary information about staffing  and  resources required.

Always have a clear purpose and plan (agreed by young people)

 

Ensure safety and an enjoyable learning experience

 

Set clear aims and objectives

 

Ensure right environment for the activities

 

Prepare with  the necessary information about staffing, and needed resources

AIMS & OBJECTIVES
TIMES & DATES

Staff and young people’s availability

 

The need to fit in with the requirements of the host community

 

Any religious holidays and festivals

 

Costs and funding requirements

 

Weather factors

Ensure you have completed the required paperwork required legally or by your organisation.

 

Travel tickets, passports and visas; and a photocopy of all of these

 

All documents relating to accommodation bookings

 

Medical documents and significant medical histories for staff and young people

 

A copy of the organisation’s required paperwork

 

Insurance  documents and the company’s contact numbers

 

Emergency details for the location to be visited (eg. location of hospital and medical services)

 

A copy of all of these should be kept by the home contact person

DOCUMENTATION
ACCOMMODATION

The immediate accommodation area should be exclusively for your group and there must be separate male and female sleeping/bathroom facilities for young people and staff

 

Ensure good security where there is no 24 hour reception to stop unauthorised visitors

 

Have at least one staff member of each sex for mixed groups

 

Ensure that the accommodation meets Health & Safety regulations and the requirements of the group

 

Make a pre-visit if possible to assess the accommodation prior to the visit and undertake a risk assessment

 

Make the young people aware of fire procedures.

ACTIVITIES

A detailed programme should be established with appropriate supervision at all times

 

Be aware that the activities may change during the youth exchange

 

The activities must guarantee the participation of all young people

 

Encourage young people to undertake appropriate challenges during the activities

Ensure that the activity providers have any valid license. Find further information at www.aala.org

Ensure that all the risks have been assessed

 

That they have the appropriate insurance

 

That they have the appropriate safety procedures and first aid in place

 

That their operating procedures meet the guidelines of the National Governing Body for the activity where this is appropriate

ACTIVITY SAFETY

All parties should be equipped appropriately for the location, weather, and the relevant activity

 

Prior planning is required in order to ensure all the needed material (clothing, equipment and kit) for each stage of the programme

RESOURCES & KIT
 

PLANNING & PREPARATION
CYNLLUNIO A PHARATOI

helloconnectcymru@gmail.com

02920 575705

Cardiff, Wales

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