How to organise an exchange week

An exchange week depends on coordination between participating schools, leaders, host families and activity locations. Start by confirming who is involved, then build the daily programme before arranging registrations, accommodation, transport and meals. Most problems appear when dietary needs, consent forms, emergency contacts or travel details are collected too late. Use the plan as a working schedule, with one person responsible for each deadline and a final check before arrivals.

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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

1
Confirm participating schools
2 people
2
Develop the daily program
3 people
3
Collect Leaders' Contact Details
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Check consent forms
2 people
8
Create group assignments
3 people
9
Match host families
3 people
10
Prepare transport schedule
2 people
11
Reserve activities
2 people
12
Confirm visit locations
13
Reserve rooms
14
Plan meals
2 people
15
Send program to attendees
16
Collect emergency contacts
17
Make name badges
2 people
18
Assemble welcome folders
3 people
19
Print worksheets
20
Print route directions
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Store chilled products
2 people
24
Clean the welcome hall
2 people
25
Set up tables
4 people
26
Set up chairs
4 people
27
Test the equipment
2 people
28
Hang decorations
3 people
29
Set up welcome desk
2 people
30
Set up the reception desk
2 people
31
Set up classrooms
3 people
32
Set up farewell evening
5 people
33
Prepare breakfast and departure
3 people

Event

34
Register participants
4 people
35
Hand out name badges
2 people
36
Serve welcome drinks
3 people
37
Give Welcome Presentation
3 people
38
Lead the group game
5 people
39
Set up the dinner buffet
4 people
40
Serve dinner buffet
5 people
41
Refill drinks
2 people
42
Support the evening activity
5 people
43
Clear away dishes
3 people
44
Collect waste
2 people
45
Set up breakfast
3 people
46
Receive participants
3 people
47
Guide cultural workshops
6 people
48
Provide coffee break
3 people
49
Hand out lunch packs
4 people
50
Guide excursion groups
8 people
51
Serve dinner
5 people
52
Set up sports equipment
3 people
53
Guide sports activities
6 people
54
Restock water points
2 people
55
Set up the lunch buffet
4 people
56
Serve lunch buffet
4 people
57
Guide the creative activity
5 people
58
Display projects
3 people
59
Support the evening program
5 people
60
Facilitate group lessons
6 people
61
Distribute snack breaks
2 people
62
Provide lunch
5 people
63
Lead the city walk
8 people
64
Assist photo activity
4 people
65
Serve farewell dinner
6 people
66
Facilitate presentations
4 people
67
Hand out farewell gifts
2 people
68
Gather luggage
4 people
69
Check attendance
2 people
70
Guide transport to the departure point
6 people

Aftercare

71
Lock up the rooms
2 people
72
Clear away the day program
3 people
73
Clear away sports equipment
3 people
74
Clear the farewell room
5 people
75
Check lost property
2 people
76
Sort materials
3 people
77
Wash dishes
4 people
78
Clean the rooms
4 people
79
Remove decorations
3 people
80
Dispose of waste
2 people
81
Return borrowed materials
2 people
82
Store equipment
2 people
83
Store leftover groceries
2 people
84
Return unused products
85
Archive documents
86
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

Confirm the participating schools and collect leaders’ contact details before sending invitations. Keep one current contact list so changes to arrival times or group assignments reach the right people quickly.
Build the daily programme before reserving activities, rooms or transport. Allow time for meals, transfers, breaks and delays rather than filling every hour with visits or workshops.
Set a firm registration deadline at least 3 weeks before arrival. Use the same deadline to collect dietary requirements, consent forms and emergency contacts, then follow up with anyone missing information.
Match host families only after registrations and dietary information are checked. Send each family the participant details, arrival plan and emergency contact procedure no later than 7 days before the exchange starts.
Prepare welcome folders, name badges, worksheets and route directions at least 2 days in advance. Test laptops, projectors, speakers, microphones and charging equipment before setting up the welcome hall.

Frequently asked questions

How far in advance should you plan an exchange week?: Start planning at least 12 weeks before the exchange. Confirm participating schools first, then set deadlines for registrations, host-family matching, activities, transport and meals.
When should exchange-week registrations close?: Close registrations about 3 weeks before arrival. This gives you time to check consent forms, collect dietary requirements and create reliable group and host-family assignments.
When should I send the exchange-week programme to attendees?: Send the programme 7 days before the exchange week, once activities, visit locations, rooms, meals and transport have been confirmed. Include route directions and a contact number for changes on the day.
How early should host families receive participant details?: Send confirmed matching details at least 7 days before arrival. Include dietary information, emergency contacts, the transport schedule and instructions for reporting a late or missing participant.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.