Exchange Week Checklist

An exchange week involves several groups, moving parts and deadlines. Start by confirming the participating schools, then build the daily programme around travel, visits, activities and meals. Registrations, dietary requirements, consent forms and emergency contacts need to be complete before you assign groups or host families. In the final days, prepare badges, folders, worksheets and route directions, check equipment and shopping, and set up the welcome hall before arrivals begin.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm participating schools
2 people
Develop the daily program
3 people
Collect Leaders' Contact Details
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check consent forms
2 people
Create group assignments
3 people
Match host families
3 people
Prepare transport schedule
2 people
Reserve activities
2 people
Confirm visit locations
Reserve rooms
Plan meals
2 people
Send program to attendees
Collect emergency contacts
Make name badges
2 people
Assemble welcome folders
3 people
Print worksheets
Print route directions
Check the shopping list
2 people
Do the shopping
3 people
Store chilled products
2 people
Clean the welcome hall
2 people
Set up tables
4 people
Set up chairs
4 people
Test the equipment
2 people
Hang decorations
3 people
Set up welcome desk
2 people
Set up the reception desk
2 people
Set up classrooms
3 people
Set up farewell evening
5 people
Prepare breakfast and departure
3 people

Event

Register participants
4 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Give Welcome Presentation
3 people
Lead the group game
5 people
Set up the dinner buffet
4 people
Serve dinner buffet
5 people
Refill drinks
2 people
Support the evening activity
5 people
Clear away dishes
3 people
Collect waste
2 people
Set up breakfast
3 people
Receive participants
3 people
Guide cultural workshops
6 people
Provide coffee break
3 people
Hand out lunch packs
4 people
Guide excursion groups
8 people
Serve dinner
5 people
Set up sports equipment
3 people
Guide sports activities
6 people
Restock water points
2 people
Set up the lunch buffet
4 people
Serve lunch buffet
4 people
Guide the creative activity
5 people
Display projects
3 people
Support the evening program
5 people
Facilitate group lessons
6 people
Distribute snack breaks
2 people
Provide lunch
5 people
Lead the city walk
8 people
Assist photo activity
4 people
Serve farewell dinner
6 people
Facilitate presentations
4 people
Hand out farewell gifts
2 people
Gather luggage
4 people
Check attendance
2 people
Guide transport to the departure point
6 people

Aftercare

Lock up the rooms
2 people
Clear away the day program
3 people
Clear away sports equipment
3 people
Clear the farewell room
5 people
Check lost property
2 people
Sort materials
3 people
Wash dishes
4 people
Clean the rooms
4 people
Remove decorations
3 people
Dispose of waste
2 people
Return borrowed materials
2 people
Store equipment
2 people
Store leftover groceries
2 people
Return unused products
Archive documents
Send thank-you messages
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Foldable tablesqty 12
Folding chairsqty 70
Reception desk
Coat racksqty 4
Tableclothsqty 12
Waste binsqty 8
Break benchesqty 6
Luggage racksqty 4

Tableware

Reusable platesqty 80
Reusable bowlsqty 80
Reusable glassesqty 100
Mugsqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12

Equipment

Laptopsqty 12
Projectorsqty 3
Projection screensqty 3
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Chargersqty 15
Power banksqty 6
Camerasqty 4
USB sticksqty 6

Decorations

Buntingqty 6
Country flagsqty 8
Welcome sign
Balloonsqty 100
Wayfinding signsqty 8
Photo backdrop

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 4

Lighting

Table lampsqty 6
String lightsqty 4
Night lightsqty 4

Cleaning

Bucketsqty 4
Microfiber clothsqty 20
Broom setsqty 4
Mopsqty 4
Hand soap dispensersqty 8
Laundry basketsqty 6

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyball net
Hoopsqty 12
Conesqty 30

Catering

Water jugsqty 12
Coolersqty 6
Buffet traysqty 8
Lunch boxesqty 70
Reusable water bottlesqty 70
Groceries

Tips

Set a registration deadline at least 3 weeks before the exchange week. Use the final list to collect dietary requirements, consent forms and emergency contacts before creating group assignments.
Draft the daily programme before booking activities or rooms. Leave at least 30 minutes between scheduled movements so groups can gather, board transport and arrive without delaying the next item.
Confirm host families and transport schedules no later than 7 days before arrival. Send attendees the programme, visit locations and route directions together so they do not have to search for separate updates.
Prepare welcome folders, name badges and printed worksheets at least 2 days ahead. Print extra copies of worksheets and route directions, because late changes and misplaced papers are common during a multi-day exchange.
Finish shopping the day before the welcome session and store chilled products immediately. Set up tables, chairs, reception materials, signs and presentation equipment before the hall opens, then test projectors, speakers, microphones and extension cords.

Frequently asked questions

How far in advance should I organise an exchange week?: Start planning at least 3 months before the exchange week, especially if several schools, host families and visits are involved. Confirm participating schools first, then set registration and paperwork deadlines.
When should exchange week registrations close?: Close registrations about 3 weeks before arrival. This gives you time to process the list, collect dietary requirements and consent forms, create groups and match host families.
When should I send the exchange week programme to attendees?: Send the complete programme 7 days before the exchange week. Include meeting times, visit locations, transport details and route directions, then send urgent changes as soon as they are confirmed.
What should I prepare the day before an exchange week starts?: Complete the shopping, store chilled products, assemble welcome folders and badges, and set up the welcome hall 1 day before arrival. Test laptops, projectors, screens, speakers and microphones before participants enter.

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