Pre Departure Meeting 1

Pre Departure Meeting Agenda

SCHEDULE OVERVIEW
Start End Event
3:30 Leave office (GV Truck: Mario, Sarah, Tiffany). Ybers: Meet there. Think about traffic when
deciding when to leave.
4:30 Arrive at Host Home
4:30 5:00 Set- up and run the film with youth boarders
5:00 6:00 Begin the check in process and start eating
6:00 6:40 Meeting Begins
7:00 Student only/ parent only portions
8:00 Meeting Ends
8:00 8:30 Clean-up

Roles: Station 1:
Greeter: Stand in front to ensure every student has:
Dropped off their food
Checked in
Picked up their folder
Confirmed their parent information on vital information spreadsheet
Each student has had their bag checked and has taken a supply drive bag (if they arrive early)
Gone to the finance station if needed (ask them to take out their invoice beforehand)
Begins eating dinner

Hand Out Folders: Ensure each student receives their folder and explain that they must go through the
entire checklist before they eat. Point out where the finance desk is and ask them to take out their invoice
before (if they do not need to check in here it will already be checked off on their list).

Form Documentation: ALL forms turned in. Use processing/tracking to confirm nothing is missing. If
missing payments send them to the finance staff. Call students that have not come at 5:30 pm.
SCCC college credits (Hand out how-to information) Students that are interested can pick up this form.
After the trip they can inquire at the Global Visionaries office to apply for credits.

Station 2:
Money Belt Check out: Students can borrow a belt for $15, they return them upon arrival at the Airport
they will receive their money. Record who takes a money belt, we can charge their account or they can

Purpose For the parents to get any last minute questions answered, have them meet
the trip leaders and reiterate the trip details as discussed with students
throughout the year.
Event Coordinator Program Manager
Participants First Year students and Parents, LITs, JLs will lead the meeting
Date 2 weeks before the trip
Location At a students home
Document link Under Pre Departure
Pre Departure Meeting 2
pay in person.
Luggage Check & Drop-off: Make two lines and go through the check off list with each student. Every
piece luggage will fit in the overhead bin: Ensure all bags fit in cardboard luggage example. Ensure all
clothing is appropriate and that students have packed a water bottle, hat and plastic ware for themselves.
Have packing list available for students who need them.

Station 3: Food drop off
Receive food from families and organize it accordingly. Ensure that everything has a serving spoon.
Greeters will be taking food from families as they check in. Ensure that families that are eating have
completed everything on their check list. Be aware of how much food is left etc.

Station 4: Finances/Payments
This station should be at a more private place in the home. Collects payments and crucial conversations
(private place in home)

Ybers are present at the start of the meeting and make sure everyone leaves with their folder, luggage and box
Station 5: Check out supply drive bags (before and after meeting):
Each person is assigned a bag beforehand, use the sheet to check them off. Start distributing to families
who arrive early, distribute the rest to parents after parents portion. No one leaves without a bag. Junior
leaders should each take a bag home.


Pre Departure Meeting 3
Agenda
Start End Activity Who
6:00 6:10 Intro all GV Staff and Travelling Teachers/Junior Leaders
6:10 6:20 Words of inspiration about the JOURNEY
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/JLs
6:20 6:30 Logistics
1) ALL students must arrive to Airport Check-In counter 3 hours prior to departure: Thursday June 20
th
at 6:30 PM
ii
.
Use today to organize carpools.
2) We will not wait for you.
3) Parentsdo not come in to check-in counter. Say goodbye prior.
4) Bring a lunch and empty water bottlewe will not permit students to buy food in the airport. The NO JUNK
FOOD Challenge begins at the airport.
5) We will check in as a group: If you have frequent flyer miles you can give them when you check in
6) You can reach Marita by cell phone (on contact list), ONLY IN CASE OF EMERGENCY.
6:30 6:40 Review Itinerary
1) Day by dayhighlight all the great activitiespick everyones interest/make it exciting.
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2) Review what GV FYI is and LOD roles
3) Ask first LODs (numbers 1,2,3 on each work team) to raise their hand they will have a meeting June 17
th
4:30-6.
4) Can bring addresses of people who donated to trip to send a thank you from Guatemala
6:40 6:45 Homestay
1) Roommates based on Work Teams
2) Host family gifts- Final recommendations (no knives)
3) Eat what is put in front of you- how to deal with difficult food situations.
4) Vegetarians in group / other dietary restrictions (make sure students tell host families.)
5) Be friendly- Greetings (con permiso), quiet
6) Night time --Get to know family. Bring photos/games to share.
7) Homesickness (expect to have some.)
8) ONLY okay to speak English in your room with other participantsnowhere else.
6:45 6:50 School and learning
1) What to expect/how to get the most out of your experience
2) Civil war stories and Mayan ruins
6:55 7:00 Culture and Ambassadorship
1) Spanish at all times- even if you are learning, use como se dice
2) Even if the chapines are doing it, does not mean you should.
3) Arriving to school and job sites
4) Do not photograph kids/ indigenous people- to show respect and avoid misunderstanding (there used to be
cases of child kidnappings).
7:00 7:10 Packing
1) See packing list. Can get one today, will be emailed tomorrow. Talk to us after with remaining questions.
2) No electronics except
a. CAMERAS (for those assigned to by their work team have them raise their hand and record them).
3) Money: Bring cash (preferred) or travelers checks, we will change all money together at a bank in Guatemala.
Can bring between $150-$200- bills must be in good shape, banks wont accept damaged bills.
Money is for:
a) Tips for homestay and teacher (13 dollars each=$26) and
b) $15-$20 in cash for food during layover back to Seattle, you will not change this money.
c) Any souvenirs.
4) Liquids/gels need to be 3 oz or less and packed in a quart-sized Ziploc bag. Toiletries can be bought in small
travel-sized containers and will last the 2 weeks of the trip.
Pre Departure Meeting 4
a) You can check larger containers (like medicine) with the group box if absolutely necessary.
5) Carry on: Should have been checked today at check in, if not see a Youth boarder after the meeting. Can bring
one other bag that can fit under the seat in front of you.
6) Clothing: Students will stay at their homestay if they wear inappropriate clothing, will wear what we give them
for the remainder of the trip.
a) Hats required on work teams whenever outside
b) Boots for construction (these are REQUIRED for students safety).
7) Passports: in Guatemala will only carry on international travel days and carry copies we provide ALL other times.
8) Journals everyone needs one
9) Airborne, Emergen-C and Vitaminsstart taking them now
10) Phone cards DO NOT WORKon call day we will pay in cash
7:10 7:15 Basic Rules and Integrity breaking these rules can get you sent home to USA
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1) Leaving group or home without permission of Adult GV leader.
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2) Being alone (i.e.: always be with at least one GV buddy at all times).
3) Being in a clique (no exclusivity)
4) Gossiping
5) Disrespectful behavior.
6) Any pursuit or use of illegal substances including cigarettes.
7) Money belt: must be worn at all times. We will not chip in if your money belt gets stolen- can get one today.
8) Hat must be worn every day and must always bring water bottle. Will stay in if you do not have these items.
7:15 7:25 Safety
1) Trip starts when you say good-bye to parents and stops once in parents custody.
2) We are your parents
3) Safety wins out over fun at times. We may be over-protective parents b/c we dont know you as well as your
parents know you.
4) Pick-up trucks
5) We will show not rated movie about the civil war (When the mountains tremble)
7:25 7:35 Health Maintenance
1) Food: Eat everything that is on your plate to stay healthy.
2) Water:
a) Use bottled when brushing teeth
b) Keeping hydrated. 0 dehydration goal. Minimum of 4 liters/day (ie: 1 gallon)
c) Watch the number of times you pee / DRINK TOO MUCH RATHER THAN TOO LITTLE.
3) Bathroom etiquette: Toilet paper
4) Medications:
a) Disclose medications/medical conditions/family medical conditionsfor your childs safety. Let leaders know
when you take meds in Guatemala.
b) Diarrhea and taking Imodium, Pepto bismol, Ciprodo not take over the counter and/or prescription drugs
to treat Diarrhea without first consulting a GV adult leader.
7:35 7:40 Phone Tree
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1) Will call on June 21
st
at 10:00 am and 3:00 pm. If you do not receive a phone call, call the parent ahead of you..
2) Students will be calling parents on June 28
th
between 5-6:00 pm Seattle time please be by your phone.
7:40 7:45 Post Trip Information
Pre Departure Meeting 5
1) Post-trip Debrief and Pizza Party
a. September 8
th
all day (pizza party at 6 pm)
b. Location: any family open to that?
2) You will receive an email with electronic copies of roommates, itinerary, parents contact information and staff
contact information tomorrow.
3) Students that have pictures will be asked to upload them to the Flicker account, we will then share the login
with all of you so you can access the photos.
4) Youth Boardwe will email the application during the summer
5) SCCC College Credit (you can sign up and get retroactive credits post trip.)
Evaluations
1) 2 weeks after the program you will receive an email with a survey. You will not receive your community service
hours without completing it.
2) Parent evaluation. It is very important for the program.
7:45 pm PARENTS AND STUDENTS SPLIT
Students Only Portion-
Start End Activity Who
7:45 8:00 Key concepts to create a great group experience in GV
1) Flexibility things that are planned are guaranteed to change.
2) Hurry up and Wait
3) Group first, me second.
4) Team Work in everything: in clean up, everyone works together.
5) Take initiative dont wait for people to tell you what to do, once task is completed, ask what can I do next?
6) Suck it up - Complaining/whining brings everyone down. If you encounter a problem, deal with it head on.
7) H2O is always the way to go. Hydration start drinking 1 gallon of water a day.
8) Showers if you have not started already, begin taking 2-3 min. showers PRACTICE.
8:00 8:05 Things that ruin a trip:
1) Gossip / when a problem arises, deal with it.
2) Exclusivity
8:05 8:10 THINGS TO MAKE A GREAT TRIP EXTRAORDINARY
1) Get out of friend comfort zone.
2) Support each other in challenging moments and depend on your teammates
3) Appreciation for each other and everyone you are working with.
8:10 8:15 Verbal agreement/lingering questions
8:15 8:20 Discussion: what are they excited about? Goals, fears, hopes, expectations.
Goals for group. What you want to contribute to group (go around the circle)
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.

8:20 8:30 Practice counting off JLs in work teams
Parents only portion-
1. Take parents into another space with all the trip leaders
2. Have the trip leaders introduce themselves and why they will be traveling with GV (their history, profession etc.)
3. Leave time for the parents to ask any questions they may have.
4. Take the parents to check out supply drive boxes for their students (assign a staff to check out all the boxes in
order, writing down the name of the student that is responsible for each box).

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(see Pre-Departure Meeting Inspirational Words.2012-2013.doc)
ii
This time should be 3 hours before the departure time.
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DO NOT read off the itinerary, parents will have their own copy. Have them get it out.
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Ask the students to repeat them back to you, only say them if necessary
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Stay INSIDE homestay with Host families (no leaving even to cross street to get milk from corner store.)
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Already have the phone tree created, ask for parents to volunteer to start it. Include it in the packet.

Pre Departure Meeting 6