About Themed Exchanges - Friendship Force International

101 WAYS TO BUILD AN
EXCHANGE
Friendship Force
2013 World Conference
Presenters:
Bob Cole, Betty Starr, Loes Epping
Bob Cole
Haliburton Highlands, Canada
What are theme exchanges? It is an exchange that focuses on a particular theme
rather than the features and attractions of a
particular place….although these are often included
with the theme activities.
Here are some themes to consider:
Cycling, Gardening, Theatre, Trekking, Hiking,
Photography, Bird Watching, Winter Sports,
History, Quilting, History of Steam, Model RR
Why a themed exchanges? • 
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Members of the host club often get tired taking
Ambassadors to the same old places with the
traditional exchanges
Members with a particular interest or skill are
motivated to show/teach others
An opportunity to team up with other community
groups to enrich the exchange
Opportunities exist to hook up with other FF Clubs to
promote the theme
Global Exchange with a Theme • 
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This brings people with a similar interest together to
pursue their passion.
The global exchange brings Ambassadors from
various countries and cultures together to pursue a
common interest.
Those with a common interest get to know one
another and share experiences related to the theme
The foregoing helps to attract full exchanges to
your club
Theme Exchange – Ge:ng Started • 
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Start early to develop your program & budget
Involve members that share an interest in the theme
to develop the program.
Involve other members with hosting and meals
Involve other clubs in the community
Involve other FF Clubs if that makes sense
Once your program and budget are complete; Let
the world know through FFI
Theme Exchange – More Tips • 
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Global exchanges require individual payments which is done by credit card through FFI Budget as an all-­‐inclusive even if you exceed the $100 FFI Guideline but be prepared to show the Ambassadors your budget Work with FFI to market your exchange Be prepared to help those that arrive early Enjoy your theme exchange!!! Program and Budget Date
Morning
Saturday
Jan 26th,2013
Sunday
Jan 27th
Monday
Jan 28th
Lunch
Afternoon
Budget
Evening
Noon: Toronto
Airport 3pm
Noon: Welcome
Lunch (BYOB)
Tours of the Fish
Hatchery
Those coming by car
arrive.
1:30 Horse drawn
Sleigh Ride at 7116
Gelert Road.
Hockey game at the
Minden Arena
Scotty Morison
9:00 Wanakita for
X-C Skiing, Sledding
& Snow shoeing
Noon: Lunch at
Wanakita
Same as morning
Wanakita Morning + Lunch
$30
Dinner with Hosts
Tues Jan 29th
Wednesday
Jan 30th
Free Day
9:30 Dog sledding:
1216 & 1145 Burkes
Road
Taffy on the snow
1487 Parish Line in
Quonset
Lunch with hosts
12:30 Lunch of Soup
& Sandwiches at the
Curling Club
PM with hosts
**Curling to 1:30 to
3:30
Dog Sledding $60
Taffy on Snow $5
Curling $10
Dinner with Hosts
Dinner with Dinner
Hosts
Thursday
Jan 31st
9:30 Ice fishing and
snowmobiling at Red
Umbrella Inn
Noon: Lunch at the
Red Umbrella Inn
Visit artisan studios.
Then to the movies
Ice Fishing & Lunch $35
Snowmobile - $5
Video: $10
Ambassadors take
Hosts out to dinner*
Friday Feb 1st
Free
With hosts
Free
Saturday
Feb 2nd
10 am Bus leaves for Ottawa
Morning with Hosts
Welcome Lunch $5
Sleigh Ride $10
Hockey Game
Pay at Door
Farewell Banquet: $25
Misc. $10
Total Estimated Cost $210
3-5 pm Hosts pick up
Guests in Haliburton.
Dinner with Dinner
Hosts
5 pm Farewell Dinner.
Cycling in Quad City
Schwerin Germany
Canoeing
Cycling
Isle of Wight
Trekking
Resting with local trekkers
Kentucky & Pennsylvania
Barn Quilts
Quilting Techniques
Haliburton Highlands
Curling
Dogsledding
Betty Starr
Lincoln, Nebraska
USA
“Taming A Harsh Land” Pioneers, Cowboys, Indians & Culture of America’s Great Plains 4 ParScipaSng Clubs: Lincoln, Omaha, Kansas and Oklahoma States in Our Theme
Nebraska, Kansas & Oklahoma
Why was this exchange successful? • 
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Started Early – 18 mo.
Dates were set early.
Involved more than one club.
Informational Card presented at the FFI
Conference in Japan.
All 4 clubs were asked to send a
Welcome Invitation to those they had
hosted in the past or on current
exchanges.
These clubs are located “off the tourist
trail” so many people ask “What is in
NE, KS & OK.” Involving all three states
made it focal point for this part of The
Great Plains and united themes.
Ambassadors could see 3 states that
many had never been through, had
flown over or driven through. The three
involved states gave them an
opportunity to see a part of the USA
never experienced.
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Length of time was adequate to really
see the country side of the Plains.
Preplanning of the program and details.
Committee members willing to support
finance of several speakers/activities on
their own.
Club supported several programs with a
financial support.
Coach time was used with ambassadors
telling about family homesteading.
AED & Committee came up with an
overall plan and it was forming shape as
we invited other clubs.
Guidelines • 
Leadership and Coordination between Clubs
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Selected a Administrative ED & Treasurer as well as EDs & Treasurers from each club
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AED is the ED for Ambassadors – not for a specific club – who represents all clubs fairly.
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Requested that the Administrative ED and Treasurer travel on exchange and exchange fee was portioned
between these two people
Coordinated conference calls with FFI
Agreed on time & date which works for all clubs
Hired Coaches between clubs/states -- 4 Coach trips
Communicate with all clubs about their itinerary, budgets, hosting, and transportation
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Communication with Ambassadors
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All bios with photos were submitted ahead of time, grouped, and sent to ambassadors by e-mail before
exchange began
E-Mail itinerary to all Ambassadors before exchange begins
Provide for Evaluation from both the Ambassadors and the Involved Hosts & Clubs.
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Specialized Program
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Activities on this exchange followed as we readily describe “Who We Are, And What We Do.”
Selected restaurants which were buffet or could handle 30+ people without waiting. Or, we arrange for
set meals…this also included a sack lunch
Planning Timeline Began with the FFI Conference / Hamburg Germany / Oct. 2011
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In November, 2011, a committee of 7 formed in the Lincoln Club to plan the theme.
3-4 month time was spent brainstorming ideas, find pictures
18 Months Planning – Meeting Once a Month in beginning.
Started with Lincoln Only! Committee decided to add another club relating to theme.
Lincoln Committee Representative attended the Southwest Conference, Spring 2012 to
propose an idea to FF Kansas who accepted immediately. Oklahoma asked to join as
well.
Theme chosen was related to “Who We Are and How We Live.”
“Taming A Harsh Land” Pioneers, Cowboys, Indians & Culture on America’s Great Plains.
Idea presented to FFI at the Spring Midwest Conference in 2012.
We worked with both Pallie Savoie and Kathy Thomas about selecting a date, would the
idea sell as an exchange, and how we might proceed.
Approval was given approximately 10 – 12 months before the exchange
Work began on photos and graphics needed for promotion
Permission to use two artists photo’s. One Nebraska; One Oklahoma.
Set up Payment schedule with FFI.
Share ambassador arrival and departure times with all clubs.
Promotional Materials
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Letter to Invite – to all people we had hosted, been hosted by
or met through FFI conferences.
Invitational Card
Articles in the “Passport” and other club newsletters
Materials presented during the exchange
FFI World of Friends Catalog
Facebook Page created
Members of 4 clubs to extend invites
Program / IAnerary • 
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Each of 4 clubs submitted their program relating to the theme.
AED evaluated, questioned and fine tuned the program so all activities
related to the theme.
Allowed first night in hotel…..with an orientation before the exchange
begins. This is very important for a longer exchange.
Allowed 1 day per club as a free day.
Consider – 1 day hotel between clubs as you travel between. This added to
our cost.
Added one day travel time between clubs participating.
E-Itinerary was sent to Ambassador when applying.
Final copy of Itinerary was given as a hard copy on exchange.
Ideas for Improvement • 
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Facebook Page – Poor Participation
Not everyone liked the t-shirts
Book list & video list could be expanded
Knowing the $$ amounts to plan in the itinerary
before you know the number of ambassadors.
Welcome activity might be done at another activity.
Several ambassadors were flight delayed and
were not able to participate as planned.
Always have a back-up plan for weather/failure to
show speaker, etc.
Loes Epping
Netherlands East, Netherlands & FFI Board
Member
“Work”shop
Reinvigorate your hosSng with: Themed
Exchanges
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Themed Exchanges Themed Exchanges
Age Dependent
Interests
Heath
Profession
1, 2 or more themes = MulAple Themed Exchanges Nice to meet you
Our first homepage
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1, 2 or more clubs =
Multiple Club
Exchanges
(in one or more countries)
Friendship Force Netherlands East Friendship Force Belgium – Limburg Non members ?
Ambassadors • 
Benefit?
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Disadvantage?
Hosts • 
Benefit?
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Disadvantage?
2017
2007
1997
1987
1977
age 85 years
age 75 years
age 65 years
age 55 years
age 45 years
Younger people Are themed – ACTIVE -­‐ exchanges more aSracAve to young(er) people? 11/13/13
www.friendshipforce.org/index.php/site/clubresources/
Click on
“club resources”
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Select Language ​ ▼
Se a r ch SU BMIT
Monday, February 08, 2010
Welcome to Club resources page
Then, click on
“Leadership Resources
Tool Kit”
Dear Friendship Force clubs,
Club Resources is designed with you in mind. It is filled with essential and useful information relating to managing
a club or an exchange. You’ll find here all the forms and documents needed for exchanges as well as for
managing your club. P lease take a few minutes to click through what you see here to familiarize yourself with the
content. If you feel that something is missing, please let us know and we will do our best to find it for you. Here are some of the features we think you’ll like:
Clubs. You can find profiles of clubs around the world. This is helpful in learning about your exchange
counterparts, as well as contact information for possible domestic or stopover exchange partners. If you need to
update your club’s profile, you can download a template and then send it to [email protected].
Exchanges. You can find all the upcoming exchanges listed in this section. But don’t forget the list of exchanges in the catalog that your members are invited to join.
Documents. These forms, manuals and other documents are essential for any club or exchange leader.
Download what you need.
Logos. This section tells you what you need to know to develop your club logo as well as the style guidelines on
the proper use of the FFI logo.
Website Development. Assistance on how to develop or improve your club website.
Communiqué. As a club leader you may be receiving the Communiqué already. But current and back issues will
now also be available on the website.
Online Payments. Here you can select “Exchange Payments” or “Club Dues” to make your payments online with
a credit card.
FFI staff: Need to know who to contact at FFI in Atlanta? The updated staff list provides contact information as
well as the job descriptions for each staff member.
Feedback: Let us hear from you regarding the website. What do you like and what would you like to see
changed? Permalink
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