Dear Club YEOs and Rotarians,

I would like to invite you to a work meeting of club Youth Service Officers (YEOs), organized by Rotary Youth Exchange Czechia, z.ú. (hereinafter referred to as "RYE CZ") This meeting will take place on Saturday 21/09/2024 in Kroměříž concurrently with the Orientation Meeting for inbound students coming for long-term exchanges for the 2024-25 season.
 
It is mandatory for the chair of each club’s youth service committee (YEO) or another designated member of the committee to attend this meeting if your club: 

• will be hosting at least one long-term exchange student during the 2024-25 season (the meeting agenda will cover, among other things, guidelines for hosting these students throughout the season); or
  
  
• plans to send at least one student abroad on a long-term exchange for the 2025-26 season (i.e. with departures in summer 2025) via RYE CZ. Please note that clubs not represented at the meeting in Kroměříž will not be eligible to send students through RYE CZ for the 2025-26 season (the agenda will include detailed instructions on the selection process at both the club and RYE CZ, time and material details, etc.); or
• plans to organize a summer camp through RYE CZ during the 2024-25 season, or during the summer holiday in 2025.

Participation is also highly recommended for representatives of other clubs who are interested in/considering sending students on long-term exchanges through RYE CZ in the future or are considering sending students for short-term exchanges in 2025. I particularly encourage clubs that have not yet participated in long-term youth exchanges, or those that have paused organising exchanges for a while, to attend. This meeting will provide a valuable opportunity to learn about the latest opportunities, including short-term exchanges; gain experience from other clubs; and see the foreign students "in action".

The programme for club representatives (attached) runs on Saturday from 9:00 AM to 5:30 PM. It will cover current topics related to long-term exchanges, short-term summer camps, family exchanges, working with web applications, and other practical information for club operations.

Of course, each club representative is welcome to attend other sessions if they choose (the agenda for the entire Inbound Orientation meeting is in the second attachment). RYE CZ will cover accommodation costs for 2-3 bed rooms for a maximum of two nights (20-22nd September), meals from dinner on 20th September to breakfast on 22nd September.

More than one representative from the same club can attend the meeting.

The meeting is organised by RYE CZ and Rotex.

Please confirm your attendance (or the attendance of another representative from your club) to the organisers by Tuesday 10th September 2024, by filling out the registration form at this link https://forms.office.com/e/jxm3uyNsXS. As you know, inbounds must be accompanied by an adult to and from OM I. The questionnaire includes questions regarding this transportation.

In addition to the invitations, you will find an attached file "Rotary Clubs-YEO as of 1.09.2024", which contains up-to-date information from our database. If you are no longer serving as a club YEO, please send me the details of your successor using the format shown in the table. Should you find any other discrepancies in the list, kindly let me know as well. Thank you.

Please feel free to contact me with any questions at the email address below or by phone.

Thank you for submitting your registrations by the deadline (10th September 2024), and I look forward to seeing you in Kroměříž.

Programme
21/09/2024 (Saturday)
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09:00 - 10:30 Basic information about the long-term exchange program – principles and rules, countries available for 2025/26 exchanges, etc.
10:30 - 10:45 Break
10:45 - 11:30 Short-term exchanges: goals, organisation, selection in clubs, evaluation
Family exchanges: goals, organisation, selection in clubs, evaluation. Discussion
11:30 - 13:00 Long-term exchanges – organisation of the 2024/25 year, inbounds – travel, school, counselors, host families, event calendar, Rotex, visas, insurance. Discussion
13:00 - 13:45 LUNCH
13:45 - 15:15 Long-term exchanges – promotion, timeline for selecting outbounds for 2025/26

Orientation meetings for parents/outbounds, outbound calendar, administration/paperwork, applications. Discussion
15:15 - 16:30 Working with web applications, entering data, access, etc.
16:30 - 17:30 Discussion (on the entire programme).