Delegation Parent Jobs
These are the tasks to prepare for Village, Step-Up and Youth Meeting programs. For Interchange, see the Interchange list below.
These are similar programs in structure, so planning is similar for parents. Here is a Parent Guide to help you prepare. You will likely have a mentor to help you but here is an idea of how you can divvy up responsibilities:
- Travel Coordinator: Books the travel for the whole delegation and leader.
- Prepare “book” or gift for all attendees
- Purchase host family gifts : Books about Florida; calendars, table linens, cookbook; prints from an art gallery; Jaguars memorabilia, beach themed items, Disney items – INCLUDE A THANK YOU NOTE
- Purchase National Night and/or Cultural Activity food and items: The delegates and leaders will decide what to do for their cultural activity and then the parents will help assemble the costumes, props, music or other items
- Purchase Staff gifts: CISV items like T-shirts, water bottles, plastic cups, etc. – from CISV store; will likely need five.
- Prepare Delegate Presentation: Works with delegation leader and delegates to support preparation of delegation presentation – may be assembling powerpoint, printing copies, downloading to a CD, zip drive, etc. Samples are available on the chapter google drive here.
- Purchase Open Day items (for the community where each delegation has a table for its country decorated with photos, candy, table decorations, etc.)
- Treasurer: One person serve as central keeper of receipts. If everyone spends equally, no money will be owed; if not it can be settled up at the end
- Purchase group first aid kit: Ace bandage; Antacid; Anti-itch cream; Advil/Tylenol (aspirin free);Bandanas (2-3 red ones); Bandaids; Chapstick; Cough drops; Diarrhea control tablets; Eye drops; Handiwipes; Insect repellent; Instant cold pack; Motion sickness medicine; Alcohol wipes; Safety pins; Sewing kit; Throat lozenges; Tissues; Tweezers ;Sunscreen
- Additionally you will need to have several meetings and sleepovers so families can divide the responsibilities. So set the next few delegation meetings.
Everyone may handle their own trading items.
Interchange is a little different from a planning perspective since you will host a delegate in your home for two weeks, and then your child will travel for two weeks. Here is an Interchange Parent Guide, and your Interchange Chair is always available to help with divvying up jobs such as:
- Travel Coordinator
- Prepare “book” with itinerary for the two hosted weeks: This booklet includes a calendar of the activities during the hosting phase. Each parent can prepare a page for the event(s) that they are planning and chaperoning. Another parent can organize, assemble, print and distribute the booklet. Samples are available on the chapter google drive here
- Each family will be expected to plan and chaperone at least one of the interchange events during the hosting phase. Past events include welcome party, farewell party, trip to Orlando amusement parks, Ichnetuckee float trip, Suns baseball game, National night, City day (meet with City Council members, Mayor, tour downtown, etc.)
- Purchase “welcome” gift bags for when visitors arrive
- Purchase National Night food and items for travel portion: While traveling, the USA delegation will prepare a meal for the host families and will conduct a national night sharing USA culture, which could include a dance, game show about the USA. The national night will be planned by the leader and delegates who will let the parents know what items are needed.
- Assist with Mini-Camp: The Interchange will have a minicamp (2 or 3 days) where the delegates will stay at an alternate location and participate in typical CISV activities. The minicamp CISV-related activities will be planned by members of the Junior Branch with the delegation leaders and LIC and chaperoned by CISV volunteers. Parents will help with food, logistics, etc. Information about how to plan the minicamp is located on the chapter google drive here.
- Treasurer: One person serve as central keeper of receipts. If everyone spends equally, no money will be owed; if not it can be settled up at the end.
- Assemble First Aid kit (see items above)
- Additionally you will need to have several meetings and sleepovers so families can divide the responsibilities
You have plenty of support from CISV Jacksonville, so please just get in touch if we can help!