FFE Speakers Tour A Project Inside the Project

Introduction Teams or people of other countries and cultures visit us and tour through various partner countries, see them as guests!! Estimated stay in Europe up to three weeks, maybe shorter Goal is to achieve the highest possible impact of their messages to the target groups Very intensive time for visitors and groups, needs special planning, don‘t underestimate!!

Preparation Project-Team Project Management Team discusses the stay (when, whom, how many weeks, priorities e.g. EU decision makers) with partners Project Team should consider and investigate : when is the best time for visitors to come? Milestones (conferences etc.) in visited countries (consider holidays) and periods that are too busy in visited partner countries Circulate general framework : timeline of tour, money matters: per diems, special agreements!

Project Team One person should be responsible! Consider Red Tape (bureaucraziness) for immigration maters: contact Ministry of Foreign Affairs for conditions!! Recommendation letters? - Formal invitation now have to be send to local embassies for visa? Send cash in advance? Once in Europe with visa, easy to travel within Schengen countries

Preparation Partner Country Name one person of your team that is overall responsible through for the Guest Speakers Tours for planning and delivering Define goals: consult project application, synergies, other opportunities? Design Communication Plan (use Frans Paper!) and plan press/media contacts Organize professional translation for media and events!!

Preparation Partner Country Organize volunteer personell or interns that they can care about visitors if possible (leisure time programme, fair/foul weather) Find accomodation and „escort service“ for the time in between the events (best: 1 person with language skills) Find professional translators

Preparation Partner Country Contact and invite possible allies and other groups: promote the tour through their channels Make an detailed timeline and distribute it to project team, visitors and to next partner (Check!), agree on procedure of transfer Be ready for emergencies (sickness)! Prepare emergency information pack for visitors

Tapha Versorgung FreitagSamstagSonntagMontagDienstagMittwoch Verantwort- lichkeit Karina (GLOBAL 2000) übernimmt Tapha hauptverantwortlich GLOBAL 2000 koordiniert Klimabündnis Oberösterreich koordiniert Tapha Ankunft ca. 10:00RuhetagSt. Pölten 8 Ankunft Bruno, CRIIRAD; ca. 9:00 Astrid (privat) und/oder evtl. Karl bringen Tapha zum Event Astrid und Karina versorgen Tapha Entscheidung Donnerstag, 9.4. ob St. Pölten geht, Ort und Zeit unbekanntEvent Freistadt 9Bruno arbeitet mit Tapha Übersetzung Ruth (GLOBAL 2000) 30. April, 9.50 Uhr, Handelsakademie, Festsaal, Brauhausstraße 10, 4240 Freistadt, Öffentlich zugängliche schulische Veranstaltung, Vortrag und Diskussion 10AstridEvent Filmcasino Übersetzung Martina: muss aber bis 18:00 in Wien sein! Ruth und Silva fährt mit Tapha nach Linz 11 holt Tapha und Bruno ab und bringt sie zu GLOBAL 2000Übersetzung Ruth Übersetzung Ruth (GLOBAL 2000) 12 Termin Prückl, U3 Stubentor, Interviewtermin „die Presse“ 12:00 13Interview mit „Österreich“ Tapha fährt mit Astrid Silva und Martina nach St. Pölten

Soft goals of guest speakers tour Make the visitors feel at home, good planning means less stress! Plan at least one event in your office and/or for special donors/members If properly planned and performed visitors tours can be a source of energy to the project and all people included!!