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:
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
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