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MD-19 Youth Exchange

District Chair Seminar

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The First Object of Lions International:

“To create and foster a spirit of understanding among the peoples of the world.”

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We in Youth Exchange truly believe that promoting peace in the world just doesn't

“happen.”

It takes work and it means meeting people one on one - experiencing how

another culture lives.

In YEP, that is what we do!

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The Youth Exchange Program (YEP), works to enhance the Lions First Object

by the following...

We bring youth into contact with people, both young and old from other countries.

They share family and community life of another culture.

Which promotes international understanding and goodwill throughout the world.

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Your District Governor Asked You to Serve the Youth Exchange Program (YEP) in your District.

The question is...do you know what to do next?

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Why We Have District Chairpersons

Because the entire Youth Exchange Program is designed around them.

Not only are you the eyes and ears of our organization, you are our mouth as well.

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But, You Are Part of a But, You Are Part of a TeamTeam

An extensive team!

We have:– Exchange Coordinators for the different

countries or regions, Treasurers (US & Canada)

Travel CoordinatorGeneral Chair

Airport Coordinators anda Secretary

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In addition, there is the MD Youth Exchange Foundation and their Board.

Some Districts have Youth Exchange Foundations as well.

All are overseen by the Council of Governors.

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Where do you start?

Attend this training.

Learn your basic duties.

Some tasks are learned through experience.

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So Let's Begin...

We ask that all districts to have two chairpersons. Some may have only one, others more.

Each District Governor appoints a Chairperson for a two-year overlapping term for continuity.

They usually split their district North and South.

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You are the main contact point for our organization

You are the liaison, PR person, screener, expediter and you help us critique when the

travel year is complete.

You have contact with the youth, with host families and sponsoring clubs that the rest of us

may not have.

You are the voting representative of your district in the committee.

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LiaisonYou act as the go-between for the~

Host family

Traveling Youth

Coordinators and

Clubs

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Public Relations

Speak to the clubs and Zones in your areas to promote the Youth Exchange Program.

Have information tables at your District conference and other occasions.

Talk with youth interested in traveling.

And, most important, ask families to host.

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The Expediter

We have Coordinators that work different parts of the world (South America, Europe, Asia and

Australia/New Zealand).

They make all arrangements for youth from our MD that travel (outbound),

and all youth traveling into our MD (inbound).

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Expediter (cont.)

Your task is to make sure that paperwork, checks etc. get to the proper person in a timely

manner.

You are to insure that sponsoring clubs have screened potential host families and/or

outbound youth.

Make certain that outbound youth have all documents, insurance and have attended our

orientation.

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Screener

Interview in person or by phone: outbound youth, be sure they are of good character. Youth who will present themselves as good ambassadors for Lions and MD-19. This can be done over the phone if needed.

Interview potential host families.Someone age 18 or older should be at home

most of the time.Look for potential problems that can be handled

up front. (A visit to the home may be very helpful).

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As Planner, you will...

Work with the other MD Chairs, Board and Coordinators.

Attend the meetings held by MD-19 YEP.

There are usually three; annual convention, autumn and winter/spring.

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Critique

As you know, we have two exchanges each year,

summer and winter.

Japanese and European youth travel in our summertime.

Peru, Australia and New Zealand travel in our winter time.

At the end of our “exchange year” we discuss together ways to enhance our program.

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You have two other areas you must work in order to excel.

Obtain host families for inbound youth.

Obtain outbound youth for travel.

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We try very hard to place inbound youth with a host family in both,

Canada and the US.

The earlier we get the host families, the more likely this will happen.

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Hosting may be:

Two weeks~Three weeks~

or, any number of days in between.

Be flexible.

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Remember...

Outbound youth do not need to be from a “Lions” family.

But all youth and all host families must be sponsored by a club in MD-19.

May a youth live outside our MD and still travel with us?

Yes. The deciding factor is always the sponsoring club. If one of our clubs sponsors

them, they are eligible for consideration.

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Youth do not need to be “students.”

General travel age is 16 through 21 at time of travel.

For Europe and some other countries, it is age 17. They must be mature enough to make

connections alone in a foreign country.

Applications are processed on a first-come, first-served basis.

Most deadlines are March 1st of each year, but please try to get them earlier.

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All Applications Must be Signed by the Sponsoring Lions Club!

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Finances - Outbound

Each year, the Board sets the travel prices.All prices are subject to change!

The travel cost is a “packaged” price.

A $500 deposit is required with each application.

Contest winners? Please note auxiliary contributors on their application.

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Applications & Finances - Outbound

Applications and money shall be sent to one contact person:

Canada, Ron Silver-Quenel Lions U.S.A., Kathy Schumer-Mill Creek Lions

Complete payment must be made by May 1st.

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Finances - Inbound

Inbound youth from Europe and certain other countries are responsible for internal travel.

That means they must be prepared to pay their way from the first to the second host family.

They should have adequate pocket money to pay their way into attractions as well.

Although some do, host families are not obligatedto pay for the youth.

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Host Families

Like all of us, host families are volunteers.

This is a cultural stay. Host families are asked to assimilate inbound youth into the family.

Does that mean the youth provides day-care for the family, are left on their own or work

chores around the farm? No!

Let's be honest. The youth want to experience as much as they can while here. A good host

family understands this and does a combination of family time and sight seeing.

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Who Meets Them at the Airport?That was a much easier question in days past.

We had Airport Greeters that met all youth, stopping here or traveling through.

Now security prohibits any of us from meeting them at their gate.

Therefore, plan to have the host family meet youth whenever possible. New host family? Have

someone at the airport with them.

They can't make it? It is up to you, the District Chair(s) to make arrangements.

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What Airports Do We Use?

Mostly~

Vancouver, B.C., Canada (YVR)Seattle, WA, USA (SEA)

Spokane, WA, USA (GEG)Portland, OR, USA (PDX)

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What resources does the MD have to help you – the District Chairperson?

Because much of our business is done over many kilometers (that's miles for you in the US),

we find e-mail to be invaluable.

Most of the information you receive from and around the MD will be by e-mail.

Even applications.

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ResourcesUse the MD website. It is located at:

LionsYouthExchange.org

On our webpage you will find current applications, both youth and host family.

Travel package prices (these are set by the committee around January).

Information about incoming youth.

Brochures you can print.

Much, much more. Use this regularly.

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Resources

The CoordinatorsThe General ChairmanThe Travel Coordinator

and of course...

Other District Chairs.

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To Summarize...

Attend the meetings

Promote Youth Exchange

Obtain Host Families

Find Youth to Travel

Expedite paperwork

Participate in year-end critique

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Thank you for your kind attention