FRIENDS BECOME OUR CHOSEN FAMILY!
This page is aimed at our wonderful hosts in our district. Without you, new Rotary friendships would not be possible!The purpose of this page is to:
(a) Invite clubs to participate in the Rotary Friendship Exchange programme by hosting any one of the following incoming groups for 2 or 3 nights.- Brazil, South America 10 - 23 November 2018
- Latvia, Europe 2 - 14 February 2019
- Mexico, North America September 2019
- New Delhi, India 18 - 24 October 2019
- Canada & USA, North America November 2019
- NSW Australia, Australia & Oceania 8 - 21 February 2020
- Alaska, North America March 2020
(b) Answer your Frequently Asked Questions, thus making planning your host experience a breeze!
ROTARY FRIENDSHIP EXCHANGES are defined as Rotarians who travel to each other's country/district and join in fellowship, sightseeing, and visit a few Rotary projects.
- A fabulous way to travel the world and make friends with people you have something in common with. RFE gives Rotarians the opportunity to experience different cultures and traditions across the world!
A FREQUENTLY ASKED QUESTIONS1. What is the duration of a complete exchange? Usually 10 to 14 days, excluding travel time.
2. How long does a host experience last? Anything from 2 to 3 nights. Very seldom 4 and more nights.
3. How
do we introduce ourselves to our inbound visitors?
- You complete a PARTICIPANT QUESTIONNAIRE (well ahead of their arrival) which serves as an introduction to guests, e.g. meal preferences, allergies, etc..
- Provide home meals, i.e. breakfasts, lunches, dinners.
- Accompany your guests to their different events - if you are unable to, arrange alternative transport
- Get the club involved
- Make friends
- SHARE experiences, culture, tradition etc.
- HAVE FUN!
- While visitors love seeing our projects we try not to bombard them with this during their stay. We suggest no more than 1 project visit is needed. Should the visit coincide with your weekly meeting, the visitors can join the meeting and they would be able to do a presentation on their district for you. We understand that it will be difficult for all hosts to attend activities in the daytime. Please ask fellow club members to support you with transport to and from activities.
6. How do we plan activities?
- Ask the CONEX for a blank itinerary, if you have not received one yet.
- Put together an itinerary for the days you are hosting, i.e. visits to local sights and interesting places in your area, inclusive of club meetings.
- Indicate the required dress code for each event.
7. What about 'time out'?
- From previous experience we know teams prefer to have afternoons free to relax and socialize with you or read a book and catch up on emails so please do not feel you have to “keep them busy” when they have free time as that is not the intention. They may also want to do a little shopping, or catch up on sleep.
- Quick Tip: On arrival, perhaps ask your guests if they don’t have some laundry washing which can be done before they’re off to the next leg of their tour!
...don't use the meat tenderizer!
8. How do we plan meals?
- Potluck evenings are very popular. Local Rotarians bring a favourite South African dish to the dinner evening and a good old South African alcoholic or non-alcoholic beverage. Condiments do not count as a dish.
- We will share information in advance regarding eating preferences allergies etc.
- I doubt our guests will have a problem with a good steak “ braai” occasionally but not every night. Teams in the past suggested vegetarian, chicken, fish and or pasta.
- Clubs usually provide meals to guests during club meetings and/or club projects.
- Make sure your guests has water during the day.
9. How can we leave a footprint in the memory-bank of our incoming visitors?
- A small "welcome-basket" in their room with a tiny shampoo, conditioner and sunscreen, and a typical product (without putting pressure on luggage weight) that is unique to your town, area, or our country be a special touch to hosting your visitors! (Gifts do not have to be bought, it can be craft from a local Rotary project.)
B FINANCES
1. The inbound guest pays a once-off R500 administration fee per person (non-refundable), which is kept in reserve to cover RFE related overheads. D9400 RFE is not receiving sponsorship from district, thus the administration fee.
2. A land-cost (a set amount per day, per person) is payable no later than 60 days prior to their date of arrival.
- The land cost applies from the date of arrival to the date of departure, even if the arrival or departure dates are part of a day, and not a full day.
3. Expenses covered/not covered by the land-cost
The land-cost is used for the guests' excursions and not for transport between activities.
An excursion is a sight-seeing activity/trip planned for an the incoming RFE group, e.g. visiting museums, historical places etc.
Breakfasts and home dinners/lunches are at the cost of the hosts. Lunch costs may be claimed from the land-cost only if part of an excursion.
4. Best Practice
To qualify for a refund from RFE, you need to:
(a) Have a supporting expense slip / invoice for the excursion. Grocery shopping and/or hosts' transport costs do not qualify as an expense because it is part of home-hosting.
(b) Be within your allocated budget. Going over budget, is at your own cost.
(c) Plan the excursion in your itinerary. Itineraries must be pre-approved by RFE.
Refund monies not spent from the land-cost allowance, to RFE within 48 hours from the last day of hosting. These monies are again re-allocated to be used in other areas of the exchange.
USEFUL LINK:
South Africa Border Crossing Guide: https://www.drivesouthafrica.co.za/blog/south-africa-border-crossing-guide/
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