1 st Mandatory Meeting Monday, May 14, th Grade Cultural Exchange Summer 2013

Agenda 1.Attendee Sign-in 2.Trip overview (what, why, where) 3.Sharing of Trip Experience – Karen Meier 4.Committee Introduction 5.Important dates 6.Family Expectations 7.Trip Cost 8.Committee – Open Positions 9.Next Steps

Attendee Sign-In 1.Sign-in process 2.Process to follow-up if not able to attend mandatory meetings

Trip Overview -Goal of Trip -Sample Itinerary

 The goals of the trip are: ◦ Prepare them for the 8 th Grade Exchange ◦ Build confidence in their abilities ◦ Celebrate 6 years of Japanese study and motivate them to continue  First exchange was in  Have used the same basic itinerary for many years now.  Sponsored by Oya No Kai

 General Itinerary: ◦ Fukuno – a small town, most families have rice paddies next to house. ◦ Gokayama – village in the mountains with traditional homes – a UNESCO World Heritage Site. ◦ Kobe – a big metropolitan city, the sister city of Seattle. ◦ Numazu – city near Mt. Fuji. ◦ Kyoto – historical city – old Capitol city. ◦ Sapporo – possible new location depending on # of travelers.

SunMonTueWedThursFriSat 6/ From PDX to Japan 23 Nagoya Crown Hotel 24 Nanto City, Fukuno Home stay World Heritage Gokayama 30 KOBE, Sumaura Home stay 7/12 3 Music fest in KOBE 45 Nagashima Onsen, 6 to PDX from Nagoya 789

Trip Experience by Karen Meier

Committee Intro RoleDescriptionWho Oya No Kai Liaison Alison Walcott Exchange Committee Chair The Exchange Committee Chair (s) are responsible for coordinating the activities of all committee members to ensure that all aspects of the Exchange planning are adequately covered and that everything takes place in a timely fashion.Ann Skoog Exchange Committee Co-ChairSame as aboveStephanie Hinkle Class Treasurer The Class Treasurer is responsible for setting the budget for the Exchange, tracking expenses relative to the budget, tracking the budget/expenses relative to the funds available in the Class Fund, and establishing actual expenses once the exchange is over. The Class Treasurer should coordinate with the ONK Treasurer, Auction Treasurer to stay up to date on the amount of Class Funds available.Mitsue Ham Chaperone Coordinator This position manages chaperone selection process according to established ONK Board selection policy. It is a two person position. It requires a lot of time throughout the year and is very critical to the success of the trip. It would be best to have a parent of a boy and a parent of a girl work together. This person does not need to be Head Charperone in Japan, but could be.Malu Wilkinsen Chaperone Co-Coordinatorsame as aboveJami Knutson Communications Coordinator This person is responsible for communication between the planning committee and the classJulie Gefroh

Key Dates Cultural Series Begins [Apr TBD] 2012 The Trip [June TBD] Student Payment & Due Dates Mandatory Parent Meetings Chaperone Meetings Mar Apr May Jun Jul AugSeptOct Nov DecJanFeb Mar Apr MayJun 2013 $485 [Jun 25] $485 [Oct 1] $485 [Jan 14] $485 [Mar 11] $485 [Apr 15] $300-$500 [May 28] Chaperone Payment & Due Dates $250 (refundable if not selected) [TBD] $700 [TBD] $700 [TBD] $700 [TBD] $700 [TBD] $485 [Nov 15] Important Dates: 5 th Grade Cultural Exchange Summer May 14 Introduction Letter of Intent Oct 1 Registration Forms Passport copies Student Rules/Expectations Jan 14 Itinerary Update Mar 11 Cultural Awareness Series Finalizing Itinerary Exchange Committee Established [May 18] Japan Host/City Initial Contact [Jun TBD] Scholarship Apps Due [Oct TBD] Ticket Booking Process Begins [Oct TBD] Chaperones Selected [Nov TBD] Student Chaperones 1 Sept [TBD] Key Assumption: $3600 cost/7 payments Deposits are refundable prior to ticket purchasing. Excluding $100 non-refundable administrative fee. $200 ($100 non-refundable) [May 29]

Family Expectations See Handout 1.Time (meetings, performance practice) 2.Required Volunteerism 3.Cultural Exchanges – hosting/guest relations 4.Fundraising 5.Letter of Intent 6.Financial: Trip Cost

Trip Cost See Handout 1.What is the total estimated cost? 2.How are funds being collected and secured? 3.What is opportunity to reduce cost? 4.When is it refundable/non-refundable? 5.Scholarship option

Open Committee Positions Travel Coordinator The Travel Coordinator is responsible for arranging all the travel logistics to and from Japan, escort at layover in airports, ground transportation, hotel arrangements.TBD Cultural Exchange Liaison (paid) Works with Exchange committee and Japan Liaison to help co-coordinate logistics with travel, host itineraries, etc.TBD Cultural Series Coordinator The Cultural Series Coordinator sets the standard of behavior for our students and to help prepare both students and chaperones for cultural differences, expected behaviors and appropriate problem solving techniques to deal with difficulties.TBD Cultural Series Co-Coordinatorsame as aboveTBD Fundraiser Coordinator The Fundraiser Coordinator works to help raise funds through See's Candy, Script, etc. Also serves on the Auction Committee as the primary 5th grade contactTBD Omiyage CoordinatorPlans and purchases all the class omiyage (gifts) for the tripTBD Performance CoordinatorWorks with students on a performance to do when in Japan (music and dance)TBD Exchange Director (paid by class/teacher/Incharge in Japan) Unlike the previous jobs - this position is a paid position. The person selected will be an employee of ONK. Generally speaking, the Director has been one of the Japanese teachers from Richmond School. The Director receives $1500 for stipend, plus all expensesTBD Exchange Assistant (paid by class/Intern/Assist in Japan) Unlike the previous jobs - this position is a paid position. The person selected will be an employee of ONK. The Assistant Director has been one of the Japanese Interns for the 5th grade class. The Assistant Director receives $750 for stipend, plus all expensesTBD Teacher in Residence (Paid by class) TBD Head Chaperone (In Japan) TBD

Next Steps May 29: 1 st Payment Due September TBD: Chaperone Application & Meeting October 1: 2 nd Mandatory meeting – Students required to attend too! Monthly: Trip Status and Communication – Key Date Reminders: Meeting, Deposits, Forms due – Overall Trip Planning Status Update