IFF Event Planning Guidelines for Community and School Groups

 

Program possibilities for your Community or School Group

 

• Schools

• Community fairs, festivals or other activities

• Multicultural events of youth clubs ( e.g. Boy/Girl Scouts )

• Global Days in Public Libraries   

• Service Clubs ( e.g. Rotary )   

• Senior Citizen Centers

 

Scheduling:

 

• Contact the IFF Coordinator to set up a date for the Fair.   

• Indicate the number of countries you would like to have represented. Please do not specify countries as we do not wish to exclude any interested international students. 

 

Transportation:

 

• The sponsoring community is expected to pay for the mileage to and from the community.

 

Planning The Day:  

 

• Decide on the type of presentations or programs. 

• Set up a schedule for the event and send a copy to the IFF Coordinator. It is helpful for the presenters to have a schedule before they arrive. 

• Be sure to allow some break time during the day. Presenters especially would like to join other community activities.  

• Please include the expected time of arrival to the community and allow 15-30 minutes to set up before presentations.  

• If it is home stay, please make sure that the host families would like to have international students as guests and arrange some activities to share. 

 

Food (if applicable):  

 

• Inform cooks of the number of expected presenters, and others who will be eating. 

• If possible, arrange for some meatless choices on the menu. Some international students may have religious dietary restrictions. Some may not eat meat or eggs.

• Decide when and where presenters will eat. If they eat with the community people, plan so that they eat with groups they have presented to.
   

Event Preparation:  

 

• Assign two or more people to serve as hosts to presenters. They can help carry boxes and equipment, set up display items and accompany the presenters to the presentation site.   

• If possible, arrange a community activity for IFF volunteers, e.g. tour, farm visit, museum, etc. 

• Prepare nametags for local people, hosts and presenters. (Please do not fill in presenters’ names until they arrive, as they may prefer an alternate name.)

 

Site Preparation ( if appropriate ):  

 

• Designate a place for each country to be represented. 

 

At the site please provide:

 

1.A long table for display items

2.A world map

3.A chalk or marker board for presenters to write on

4.A CD/cassette player for music to played on

5.Water available for presenters.

 

• Have a hospitality table available in a convenient place where presenters can take a break and have coffee or tea. Snacks are always appreciated. 

• Make sure presenters know the locations of the rest rooms they may use during their visit.  

• Contact local news media for publicity.