F PREPARATION

F.1. PRACTICAL ARRANGEMENTS

How will the practical and logistic matters of each planned activity be addressed (e.g. travel,
accommodation, insurance, safety and protection of participants, visa, social security,
mentoring and support, preparatory meetings with partners etc.)?
In the preparatory phase we will hold in advance a meeting for planned visit to Zagreb in
March (3.- 03.04.2017.) In order to agree on the details of the main activities - exchanges that
will take place firstly in Zagreb, and then in Syracuse. The meeting will be attended by one
leader and one participant from the partner school and one leader and one participant from
the school coordinator. Students will arrive by plane and accommodation will be organized in
the family, about which they have already agreed on, the leaders - the head of the partner
organization with the leader of Croatian and participants from partner organizations with
participants from the Croatian team. Arrival of participants will be organized jointly. It is
planned to travel by plane to Zagreb Airport / to Sicily, from where it will be organized
transport of participants by bus to school. Airline tickets will be booked during the
preparation phase as agreed to Advance planned visit. For local transportation to activities
away from school (Zagreb / Syracuse), partner-host will take care of the organization of
transport (buses / public transport). For the trip to the Croatian Zagorje will hire a bus. All
other details about transport and procurement cards will be arranged by e-mail and Skype.
While both exchange participants from partner schools will be placed in the family
participants from school applicants. The persons responsible for accommodation will be held
parent-teacher conference with the parents where young people will be placed and forward
them to the conditions that need to provide young people from the exchange as well as the
program and the time that should be at school in the morning and later on.
Before the arrival of the exchange, leaders will ask all participants to complete a
questionnaire in which to enter information about allergies, illnesses and contacts in case of
emergency. All necessary information will be included in the digital Information Letter, which
will be prepared at the preparatory stage and exchanged among the participants (both
partners). Also, upon arrival at the activity , all participants share the tickets Zagreb / Syracuse
with designated school, other institutions that will be visited during the activity, home
address where they will sleep, and phone number in case of emergency to be able to call at
any time of the exchange. All participants from the EU will in the preparatory phase be
familiar with the development and use of the European Health Insurance Card, which all
participants and coordinators/ teachers must have when travelling abroad ( insurance ).
There is a school kitchen which will offer fresh meals every day according to the direction and
control of the Croatian Institute for Public Health. We will prepare meals in school kitchen for
the group of students on Exchange, eco meals related to the topic of the project. The partner
will do the same, but the detailes will be decided and discussed later on via e-mails and during
the Advance planned meeting in Croatia.