Friendship Force of Greater
TRAVEL ARRANGEMENTS GUIDELINES
for
Dave Bentzin
Bill Anderson
Jack Kimpton
The
purpose of the Travel Arrangements Guidelines for Outgoing Exchanges is to
assist an Exchange Director (ED) in the task of arranging transportation to and
from an outgoing exchange to an international location. This includes, but is not limited to, working
with travel agents, planning, scheduling, collection and distribution of money
and travel insurance. It will allow for
continuity and consistency in the execution of outgoing exchanges assigned to
The Greater Denver Friendship Force.
Section Page
I Methods
of Travel 4
III Ticketing 5
IV Exchange
Timelines 6
V Costs
and Money Management 7
VII Exchange Director Fee Waivers 10
Attachments
1. Approved Travel Agencies 11
2. Income & Expenditures Balance Sheet (sample) 12
3.
Travel Insurance
13
I METHODS OF TRAVEL
There
are three common methods of arranging travel for an outgoing exchange. They
are:
1.
Single Hub- The normal method of travel for
outgoing exchanges would be with all ambassadors leaving from and returning to
2.
Multiple Hubs- An alternative method for travel when Friendship Force members from
other clubs want to participate in our exchange. Arrangements may be made for those
ambassadors to meet the
The ED is responsible to determine the most
economical and convenient method of travel. If a non-stop flight from
For methods 1 and 2, frequent flyer tickets will not
be an option.
3.
No Hub-
This method may only be used if the ED and a majority of ambassadors
agree. When this method is used, the ED
and all ambassadors are responsible for making
their own flight arrangements.
The deadline for purchase of travel tickets will be determined by the
ED. Ambassadors will make and pay for
their own airline/travel reservations to the Exchange host city for the
exchange and home again as desired. All
ambassadors would be required to arrive at the host city one day before the
beginning of the exchange and all ambassadors would depart from their hosts on
the same day. Cost for lodging the first night would be arranged by the two
Exchange Directors and would be included in the Exchange fees. The respective ED’s will designate a specific
meeting place for the hosts to pick up the ambassadors so that special/multiple
pickup points are not required by the host club.
This method of travel would allow the individual
ambassador to use Internet arrangements, frequent flyer mileage points and/or a
travel agent and would have the week of exchange be only a part of the
ambassador’s entire trip.
If there are multiple exchanges, the ED, with help
from the respective host city ED’s, will determine the method and arrange for
the transportation to the next host city.
Costs will be included in the overall exchange costs as determined by
the ED.
The ambassadors shall be responsible for the assessment levied to pay the cost of an airline ticket for the ED. (see Chapter VII)
The ED’s responsibility shall terminate at the end of the last exchange visit.
II
TRAVEL AGENCY REVIEW
The Travel Committee shall periodically review travel agents that are agreeable to making Friendship Force Exchange travel arrangements. Agents and their Agencies that have been reviewed and currently recommended are identified in Attachment 1 of this document.
The Board of Directors and the Travel
Committee will NOT accept group ticketing and/or reservations that are made via
an internet provider and/or consolidator except through an approved
travel agent for travel methods 1 and 2.
A
travel agent shall be used.
Key
elements that will be reviewed with the travel agencies are:
1.
Must be an Airline Reporting Corporation/International Association of
Travel Agencies (ARC/IATAN) bonded agency
2.
Arrangements must be based on group ticket prices.
3.
Arrangements for the inclusion of the “comp” seat for the ED will be
included. (see Chapter V for pricing if a “comp” seat is not included in the
Travel Agency pricing)
4.
Airline seat deposit policies
5.
Deviations available, including costs, following the exchange.
Typically, a one or two week extension option would be negotiated .
6.
Payment methods and schedules.
The ED, after sufficient review, should then pick a travel agent to work with. At that point of time the ED should give the travel agent the parameters and guidance pertaining to the specific exchange. As questions or options arise, the ED and the agent should make the necessary decisions.
III TICKETING
The ED or designated representative shall be the only person working with the Travel Agency in the negotiation and arrangement of the ticketing. All ambassadors will work through the ED for questions and information about the flights.
When booking flights be sure to allow enough time between connecting flights, particularly when entering a country and having to go through immigration and customs. A rule of thumb is to allow a minimum of 4 hours if going through customs and 3 hours if only making a connection to another airline. More time between flights provides additional margin for flight delays and unexpected crowded conditions that may occur. Missing a connection with a group may result in difficulty getting on a subsequent flight and may require an overnight stay not to mention complicating the start of the Exchange with the Host club.
When obtaining boarding passes, be sure to request as many flight segments as possible. Having a boarding pass may increase the likelihood that you are able to fly on a subsequent flight segment. If a flight segment is over booked, you may be out of luck.
Make sure that all ambassadors verify that their baggage is checked through to their final airline destination if the trip has more than one flight segment.
Passports
for all ambassadors traveling outside the
If the Method of Travel (see section I) is Method 1 or 2, the ED will determine the number of deviations that are permitted for the ambassadors. The number, cost and type of deviations will be determined in conjunction with the Travel Agent.
If the Method of Travel (see Section I) is Method 3, the ambassador is totally responsible for obtaining his/her airline ticket, whether it is by frequent flyer mileage or by other means.
IV
EXCHANGE TIMELINE
(Times may vary due to the ED’s and/or Travel Agent’s requirements)
Exchange Confirmed: Begin process of researching airline arrangements.
Look into possible optional tour arrangements.
Contact FFI Program Services Coordinator for advice.
6 Months before Departure: Dates, program fee, and itinerary confirmed.
Begin recruiting.
Collect Ambassador Applications and exchange deposits.
Provide travel insurance information to ambassadors.
3 months before departure: First update due to airline and tour company (optional) including list of passport name of confirmed Ambassadors.
Estimate final number of Ambassadors.
Keep some extra seats, if possible, and drop any if needed to protect the airline seat deposit.
Update FFI on status of exchange.
2 months before departure: Final name list due to airline and FFI.
Drop any unused seats.
Administrative and Host fees due to FFI.
Update FFI on status of exchange.
1 month before departure: Final payment due to airline, tickets issued
Final arrangements confirmed
Update FFI on status of exchange
Provide emergency contact information for all Ambassadors.
Departure Enjoy
1 month after return: Final report to FFGD Board of Directors on all monies collected and expended.
The ED is responsible for determining and collecting all money required for the exchange. In actuality, the exchange treasurer and travel agent may collect specific funds; however, the ED must be able to account for all costs and insure all payments are made in accordance with the schedules.
Listed below are the costs that the ED will generally be responsible for. Each exchange may have different costs, depending on the specific exchange.
All payments made to the local club must be cash, check or money order. Payments made to FFI and travel agents may also be by credit card.
NOTE: ALL FEES SHOULD BE REVIEWED WITH CURRENT
FFI AND LOCAL CLUB FEE SCHEDULES FOR ANY
CHANGES.
ITEM COST
FFI Administrative Fee, First week of hosting $ 115.00
FFI Administrative Fee, Second week of hosting 115.00
FFI Administrative Fee, Third week of hosting 50.00
Hosting Club Fee 75.00
Note: Per person for each hosting club.
FFGD Club Fee 25.00
Note: Per person to cover administrative costs.
Youth Discount TBD
Note: FFI Exchange Coordinator will define the amount
Exchange Deposit $ 250.00
Note: Earnest money that indicates the person is serious.
Airline Ticket TBD
When the cost of the round trip ticket is determined, based on 20 paid
ambassadors, the ED will determine the 1/20th share that will be
prorated onto each ambassador’s ticket price. This will pay for the
ED as defined in Chapter VII.
Tip Fund TBD
Note: A fund for the ED to supply necessary tips during
the exchange so that collections will not have to be taken
numerous times on the exchange. Examples are coach driver,
guides, special events, etc.
Land tour (optional) TBD
Special Events (optional) TBD
Note: On occasion, the hosting club will recommend special events
that the ambassadors may want to do at additional costs.
An Airline Seat Deposit from each ambassador may be required by the airlines. The Seat Deposit is in addition to the Exchange Application Deposit of $250 and the ticket price. The Airline Seat Deposit will be refunded within a reasonable time by the airline after the date of departure. It is the policy of FFGD that the club will advance the cost of this deposit to the exchange and in turn will collect the refund, when received.
Cancellation requests subsequent to being accepted for the exchange must be made in writing to the ED and forwarded to FFI.
If an ambassador cancels for any reason, the amount of the Exchange Deposit that will be refunded will be based on the status of exchange planning, deposits made and transportation commitments. It is the responsibility of the ED to make refund decisions.
Ambassadors who cancel 61 days or more prior to departure will be refunded the full FFI Administrative Fee and the Hosting Club fee of $75.00 per person per club. The $25.00 FFGD Club fee is non-refundable. Ambassadors who cancel 60 to 31 days prior to departure will be refunded the FFI Administrative Fee, less $50.00. Ambassadors who cancel 30 days or less before departure will be refunded the FFI Administrative Fee less $100.00. The hosting club fees are non-refundable for ambassadors who cancel 60 days or less before departure. Upon the receipt of written request for cancellation, refund of the airline ticket costs, or other prepaid exchange costs will be accomplished to the extent allowable according to vendor cancellation policies and FFGD committed expenses.
When arranging an optional tour in conjunction with the exchange, a single supplement cost may be required due to an odd number of ambassadors. In this case, the cost will be prorated to all ambassadors. If the ambassador count changes after the tour deposit has been made, due to additions or cancellations, the resultant costs or refunds will be determined by the ED.
At the conclusion of the exchange it the responsibility of the ED to account to the FFGD Executive Board for all funds collected and expended. If there are excess funds collected from the ambassadors, the ED shall poll the ambassadors to determine if those funds should be used for a “reunion” party or be equally refunded to each ambassador. If neither is chosen, the funds will be returned to the general fund of the FFGD.
Attachment 2 to this document is an example of an Income & Expenditure Balance Sheet.
VI
TRAVEL INSURANCE
It is the policy of Friendship Force International and of Greater Denver that all Friendship Force ambassadors are required to secure adequate emergency evacuation and medical insurance to cover emergencies during their exchanges. Travel, health, or accident insurance is not provided by the Friendship Force. This requirement can be fulfilled through one of two methods.
(a) The ambassador’s existing insurance policy, if it covers international medical and emergency evacuation, providing that the Insurance has contractual relationships with the appropriate foreign medical clinics or facilities.
(b) The ambassador purchasing a separate travel insurance package through a travel agent or directly with an insurance company.
The ambassador shall provide the ED a copy or necessary appropriate information on his/hers insurance 30 days prior to the start of the exchange.
Various plans have differing
requirements. Some of the notable items
to be aware of are:
Some plans have an age limit and do
not insure people over 80 years old.
Some plans have a Pre-Existing Medical Condition
waiver, which usually requires premiums to be paid within two weeks after the
first payment for the trip
.
Medical evacuation does not mean transportation home unless an attending qualified physician orders it. It is evacuation to the nearest medical facility capable of treating the illness involved. The size of medical evacuation allowance varies widely and will have an impact on the premium.
The outbound ED will receive a full waiver of FFI administrative fees and first week of hosting fees if there are at least 20 paid ambassadors on the exchange.
Exchanges with 40 paid Ambassadors will generate a second fee waiver that can be awarded to another participant (such as an Assistant Exchanger Director or scholarship recipient) or evenly distributed among all paying ambassadors.
If the exchange operates with fewer than 20 paid ambassadors, the ED will receive a prorated portion of the FFI administrative fee waiver as long as there are at least 10 fully paid ambassadors on the exchange. In addition, the ED will receive a full waiver of host fees if there are at least 10 fully paid ambassadors on the exchange.
The ED will receive a waiver for one round trip airline ticket to and from the host city if there are at least 20 paid ambassadors on the exchange. If the exchange operates with fewer than 20 paid ambassadors, the ED will receive a prorated portion of the airline ticket as long as there are at least 10 ambassadors. (example: 50% for 10 ambassadors up to 100% for 20 ambassadors, not including the ED) If more than 20 paid ambassadors are on the exchange, a second fee will be generated, either in part or in total, with 40 paid ambassadors. This fee can be applied to another participant, as determined by the ED and Executive Board, or it may be evenly distributed among all paying ambassadors.
Additional costs and fees that are required to be paid by the ambassadors, such as ground tours, airline deviations for additional “in country” time, costs for transportation between host cities, tip fund, and FFGD club fee shall be paid by the ED, the same as for all ambassadors.
Jim Watson, President Date
Sally Parsons, Secretary Date
Attachment 1
(Sample)
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To
Be Paid by Check |
Amount |
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To
be Paid by Credit Card |
Amount |
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Host Club Fee (per club) |
$ 75.00 |
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Airfare |
$_______ |
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FFGD Club Fee |
$ 25.00 |
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FFI Fee |
_______ |
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ED Prorated Air Fare |
TBD |
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FFI Fee 2nd Week (Optional) |
_______ |
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Prorated Tip Fund |
TBD |
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Land Tour (Optional) |
TBD |
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Sub Total |
$_________ |
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Host Special Events* |
TBD |
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Sub
Total |
$______ |
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Total
Cost per Ambassador |
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Less Paid Deposit |
$ 250.00 |
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Credit Card |
$________ |
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Deposit Check |
________ |
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Total Paid by Check |
TBD
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Final Check |
________ |
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Total Paid by Ambassador |
$_________ |
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CASH |
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FLOW |
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Exchange
Funds |
Balance |
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FFGD
Club Funds |
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*
If Special Event is to be prepaid |
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Attachment 2
Internet Location for Multiple Insurance Companies
www.InsureMyTrip.com
www.AccessAmerica.com
www.Travelguard.com