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FFE Speakers Tour

FFE Speakers Tour. A Project Inside the Project. Introduction. Teams or people of other countries and cultures visit us and tour through various partner countries, see them as guests !! Estimated stay in Europe up to three weeks , maybe shorter

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FFE Speakers Tour

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  1. FFE Speakers Tour A Project Inside the Project

  2. Introduction • Teams orpeopleofother countries andculturesvisitusand tour throughvariouspartner countries, seethemasguests!! • Estimatedstay in Europe uptothreeweeks, maybeshorter • Goal istoachievethehighestpossibleimpactoftheirmessagestothetargetgroups • Very intensive time forvisitorsandgroups, needsspecialplanning, don‘tunderestimate!!

  3. Preparation Project-Team • Project Management Team discussesthestay (when, whom, howmanyweeks, priorities e.g. EU decisionmakers) withpartners • Project Team shouldconsiderandinvestigate : whenisthebest time forvisitorstocome? Milestones (conferences etc.) in visited countries (considerholidays) andperiodsthataretoobusy in visitedpartner countries • Circulategeneralframework : timelineof tour, moneymatters: per diems, specialagreements!

  4. Project Team • Onepersonshouldberesponsible! • ConsiderRed Tape (bureaucraziness) forimmigrationmaters: contactMinistryofForeignAffairsforconditions!! • Recommendationletters? - Formal invitationnowhavetobe send tolocalembassiesforvisa? • Send cash in advance? • Once in Europe withvisa, easy totravelwithin Schengen countries

  5. Preparation Partner Country • Name onepersonofyourteamthatisoverallresponsiblethroughforthe Guest Speakers Tours forplanninganddelivering • Definegoals: consultprojectapplication, synergies, otheropportunities? • Design Communication Plan (use Frans Paper!) and plan press/mediacontacts • Organize professional translationformediaandevents!!

  6. Preparation Partner Country • Organize volunteer personell or interns that they can care about visitors if possible (leisure time programme, fair/foul weather) • Find accomodation and „escort service“ for the time in between the events (best: 1 person with language skills) • Find professional translators

  7. Preparation Partner Country • Contact and invite possible allies and other groups: promote the tour through their channels • Make an detailed timeline and distribute it to project team, visitors and to next partner (Check!), agree on procedure of transfer • Be ready for emergencies (sickness)! Prepare emergency information pack for visitors

  8. Soft goals of guest speakers tour • Make the visitors feel at home, good planning means less stress! • Plan at least one event in your office and/or for special donors/members • If properly planned and performed visitors tours can be a source of energy to the project and all people included!!

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