1. Standard Toolkit for Learning Centers Hosting Guide – Managing Logistics of Visits MABS Learning Centers Training-Workshop

2. Standard Toolkit for Learning Centers: Hosting Guide – Managing Logistics of Visits ACTIVITIES: A. Pre-Visit 1. Schedule and confirm the visit 1. Request that institutions interested in an exposure visit to your bank send a formal letter stating the day of the planned visit and the number of participants. Stipulate that requests for visits be made at least (2) weeks in advance to provide adequate time to make preparations.

3. Standard Toolkit for Learning Centers: Hosting Guide – Managing Logistics of Visits ACTIVITIES: A. Pre-Visit 2. If the requested schedule is acceptable to the bank, send a confirmation letter to the institution making the request (per group) that the bank has determined for exposure visits. Include in the confirmation letter a “conforme” provision where the head of the requesting institution or an authorized official can affix his/her signature to indicate acceptance of the conditions by the bank. Request that a signed copy of the confirmation letter be returned to the bank.

4. Standard Toolkit for Learning Centers: Hosting Guide – Managing Logistics of Visits ACTIVITIES: 2. Arrange logistics After agreements have been secured with the visiting institution, make sure to organize the following: Venue. Make sure that there is an adequate venue to hold the briefing with the participants. It should be able to hold as many numbers as there are participants in the visiting delegation. If the bank does not have a conference room or a place to hold a meeting, it should arrange for a venue that is close to the bank. Prior to the visit, confirm that equipment works and that there is adequate seating and tables.

5. Standard Toolkit for Learning Centers: Hosting Guide – Managing Logistics of Visits ACTIVITIES: 2. Arrange logistics Food. Include food expense in the exposure visit facilitation fees. Make arrangements with a caterer in advance. Caters may need three or more days advance notice depending upon the group size. Transportation. Most often the visiting institution will arrange its own transportation. Provide a map and any directions to ease the visitor's travel to the location of the training event.

6. Standard Toolkit for Learning Centers: Hosting Guide – Managing Logistics of Visits ACTIVITIES: 2. Arrange logistics Materials. List materials necessary for the event and make reproductions in advance. Equipment. Confirm that equipment such as LCD/overhead projector, computer, television, etc. are available and functioning.

7. Standard Toolkit for Learning Centers: Hosting Guide – Managing Logistics of Visits ACTIVITIES: 3. Prepare program agenda. Prepare a program agenda for the visit based upon the anticipated activities.

8. Standard Toolkit for Learning Centers: Hosting Guide – Managing Logistics of Visits ACTIVITIES: B. During the Visit 1. Confirm the presence of officers and personnel involved in the activity. Check the venue for cleanliness and organization immediately prior to the event and confirm again that equipment is functioning and that reference materials are available. 2. Once the participants have arrived, usher them in the venue and ask them to sign the bank’s attendance sheet. 3. Proceed with the program as scheduled.

9. Standard Toolkit for Learning Centers: Hosting Guide – Managing Logistics of Visits ACTIVITIES: B. Upon Conclusion of the Visit 6. At the end of the activity, thank the participants for their interest in coming to the bank to observe its microfinance operations.