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The following suggested timetable (in operation, more or less, since 1999) should allow sufficient time for arrangements to be completed without undue stress on the organisers. Should group bookings become cheaper than the inexpensive airlines, it also allows group bookings to be made at something approaching a reasonable price.
When group booking is not used, and airlines require travellers' names at the time of booking, it may be that ticket booking occurs in December or January. However, the guest group should endeavour to "firm-up" their list of who will be travelling by mid December, so that the host group can avoid extra costs from either making arrangements that then fall through or having to delay making arrangements until so close to the time that they cost more. Firm commitment on the part of the guest group by December also enables potential host families to make plans for Easter - either as hosts, or some alternative activity for their families.
Although arrangements are often best made between the groups themselves, keeping the two committees informed of arrangements at each stage lessens the possibility that tickets will be purchased for persons that cannot be hosted.
| August | Host committee sends names of the contact for each inviting group to the guest groups and to the guest committee. |
| September | Formal invitations to participate are sent by the host groups and/or committee to the guest groups. (The host groups should send copies of invitations to the host committee, and the invited groups should inform the guest committee of invitations that they receive.) |
| October | Guest groups confirm the number of participants, both directly to the host groups and to the guest committee. Guest and host committees compare numbers. Guest committee provisionally books tickets. |
| 16 November | Final date for host and guest committees to receive details of names and ages of all participants from guest groups. Final arrangements can be made by guest committee to book travel for guest groups, and sort out whether insurance will be cheaper if done as a group, or whether groups/individuals should make their own arrangements. (Note: insurance is not optional.) |
| January | Host committee sends details of programme of events to guest groups and to the guest committee. |
| Easter | Exchange happens, usually Good Friday to following Friday. |
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(This page was last updated 22 April 2007)