If you’d like to organise an exchange but you’ve got some doubts, or you simply want everything to run smoothly, at dothegap we can help you! In this post you’ll find 5 tips to help you organise an exchange in the easiest way possible.
How to organise an exchange: 5 tips
1) Choose an experience that’s enriching for everyone. The exchange should be adjusted according to the type of educational centre, sports club or association as well as to their students, but the most obvious choices aren’t necessarily the right ones. We suggest looking for options that allows the participants to learn and discover on their own, opening the scope of the core topic so that they can have an experience they can apply to their daily life. In fact, sometimes it’s more interesting to do an exchange with other disciplines or studies. It’ll give students a new perspective and help them learn things they can apply in their own studies.
2) Make a realistic schedule. Good planning requires time to coordinate between the exchange destinations and prepare the professors and monitors so that they can internalise the exchange, communicate it correctly and motivate their students. Nonetheless, remember that aside from the experience, the planning and the exchanges itself will provide the participants with vital lessons.
3) Have all the forms and documents prepared in advance. Related to the previous point, part of the time dedicated to organising the exchange should be dedicated to paperwork and formalities, such as the list of students, authorisations, bank details… It’s crucial that you have this prepared, and, to help you out, on this page we’ve compiled some of the forms and links with useful information to organise everything easier.
4) Carry out the communication effectively and in detail. A key to the success of any exchange and filling all the spots involves announcing the organisation of the exchange, explaining what it’s about and keeping all interested parties up-to-date. That’s why it’s important that the professors and monitors are involved. It’s vital that they inform their students and the parents. Initiatives such as hanging posters or facilitating contact details to request information may seem obvious, but don’t forget about them.
5) Maintain constant contact with the exchange centre and know what information you need. Choosing a centre can be done through institutions in your municipal, community or embassy, as well as through schools or organisations you already have a relationship with. It’s best to organise a visit with the professors and monitors to get to know the people, installations and programmes they’ll be working with. They should work in the organisation in a coordinated manner, with plannings, dates and all the participant details. It’s fundamental that you share each step, doubt and progress via email or by phone.
Having trouble finding exchange proposals? Bonus tip!
6) Use dothegap. We’re not gonna lie: organising an exchange takes time. All shortcuts are more than welcome and you’ll find them at dothegap so that you can focus on offering your students a one-of-a-kind experience. With dothegap you’ll have access to all kinds of centres, associations and sports clubs, with experiences adapted to your needs and a user panel that lets you manage the entire process in the easiest way possible. If you haven’t visited our page on How to prepare your trip, click on this link!
What do you think of these tips to organise an exchange? Is anything missing? If you’d like to add to this list or are interested in our platform, don’t hesitate to contact us!
2 Comments. Leave new
Very impressive
Thanks Nelson