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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




  • 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. 




  • 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. 


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