4. Preparation
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4.1 Student Meetings
An effective and efficient way of maintaining the momentum is to have a regular series of student meetings. Meetings should be held on a specific day(s) of the month, and attendance should be mandatory. The following topics should be discussed:
- fundraising
- travel and itinerary updates (itinerary and handouts to be kept in a binder by each student)
- passport and visas (to be obtained well in advance)
- gifts to take and bring home
- travel tips
- currency exchange
- rules of conduct
- dress code
- packing tips
- orientation schedule
- journals (students should write daily journals while in Japan)
- hotel information
- spending money
- insurance
- electronic devices
- airport procedures
One regular meeting per month should be set aside for orientation, and parents should be encouraged to attend. The workshops should cover such topics as:
- introductory Japanese language
- Japanese cultural norms
- history, religion and geography
- gender roles
- foods and food etiquette
- bathing
- transportation
- shopping
- home stay expectations (if arranged)
- Japanese school system
4.2 Documentation
The teacher coordinator must insure that they have the following photocopied documents from all participants, including teacher and parent chaperones:
- copies of student passports
- medical plan and number
- extended health care information
- travel medical and insurance information (if purchased)
- special medical and dietary requirements
- passports
- Visas for non-Canadians (contact the local Japanese consulate)
One set of documents will be taken on the trip, and the second set should remain with the home school.
In addition, the coordinator should provide the school with a copy of all contact names, telephone numbers and addresses in Japan and of the travel agent.