Communication between partner schools is imperative and should be started as soon as possible. Don't hesitate to make
Meetings at which the adult and the Visiting Team prepare for their trip should be scheduled by the Adult in consultation with parents. These meetings are important and perfect attendance by all must be stressed. At these meetings the Team will (1) prepare the various classroom and assembly programs, (2) get to know each other , (3) plan scrapbooks and gifts for the Host school and Host families, etc... (Simplicity and thoughtfulness are the keys for these gifts).
    The most important program the Team must plan is for one or more assemblies at the Host school. This event should be enjoyable, informative and simple. It should not be over-loaded with facts which can be better learned by the Host school children in class study. Length should be no longer than 20-30 minutes, with lots of action. Singing, games, stories, slides, skits, dance make for a nice mixture. Keep it simple, but practice so it runs smoothly. (If you plan to use a slide projector or a tape recorder, do not assume that the Host school has this equipment available. It might not, so you must check ahead of time.)
    The Adult should carry all money and forms, passports and visas, tickets, baggage checks, etc., during travel. Money should not be in cash but in travelers checks. The families of all Team members should contribute equally to an emergency fund which will be carried by the Adult. If not used, the money is returned to the families upon return home.
    The amount of spending money taken by the children will be decided upon by the school. ISSE suggests no more than $100 per child. Host parents (and their children) have frequently been shocked at the amount of money their guest has to spend. This gives a very wrong impression of the country he/she represents. The Adult should be responsible for holding "shopping money" and should dispense it only as needed. Discourage parents and friends from giving "extra" money at the airport.
    Passports should be applied for as early as possible. The Adult should check into the proper procedure and inform parents. Each family should consult with their physician about shots which might be needed in the country to be visited. The Adult should double-check with the health department. Some countries require notarized letters from BOTH PARENTS giving permission for their child to travel with the Adult. This permission might be added to the ISSE form "Accompanying Adult As Legal Agent" which the Adult should have available at all times. Your travel agent should be able to advise you on this.
Because water and certain foods in another country sometimes cause stomach problems for visitors, the Adult should have medicine available in case of stomach flu. However, this problem will not occur if Visitors will eat the food which the Host family provides for themselves at home, and will eat carefully when away from home.
    Travel arrangements for the delegation are sometimes set up by the school; sometimes it is up to the Adult to make the arrangements. Be sure to confirm specific dates with partner school before scheduling the flight times. All delegates should take a change of clothing in their flight bags in case of emergency (if luggage goes to Mexico while you go to Argentina!). Flight bags might be donated to ISSE groups if travel agent is aware of the group's purpose.  Before leaving for the trip, some Adult delegates get better acquainted with their young team members by spending a weekend together, camping, sight-seeing, swimming, whatever appeals to the whole group. This helps the whole team to get to know each other, adult and children. The adult sets the mood and the relationship, both at home and during the Visit. Be positive, be flexible, be yourself... Don't expect any particular lifestyle but be willing and prepared to adapt to whatever you may find.
    Some Adults are responsible for taking photos and presenting a program about the ISSE visit upon returning home. Perhaps the ISSE Committee should buy this film, pay for developing, and retain 20-30 slides for permanent record. The Adult and the children should all keep journals during their Visit; the information therein will be very helpful when they are planning their reports and programs on their return. These can best be done while the Host child does homework, but if regular homework is not given in the foreign country, time should be set aside for this worthwhile activity.
Upon arrival at the partner school, the Adult should phone or send a telegram to report the delegation's safe arrival. The one ca phone calls, if necessary. Never assume that a letter or telegram you may have sent has actually arrived. After a reasonable time, if no answer is received, telephone to confirm your plans. Always use airmail postage.
Answer letters promptly and keep copies of all correspondence for further reference. If one person does all of the official corresponding it will make for a more concise and organized relationship with the partner school, with less chance of a misunderstanding.
    The Application, Acceptance, Summary, Release from Liability forms, the School Participation Fee and (U.S. schools only) the Registration fees should be sent to the ISSE-International Office promptly, before the first Visit takes place. The Post-Visit Reports should be sent to the Office within two weeks after the Hosting, and after the Visiting. In each country which has a national ISSE coordinator, each school should send to that coordinator a copy of all basic correspondence relating to its partnership plans.
    As soon as Selection is complete, send Background Data Forms (with photographs and with introductory letter from each Host and Visitor) to the partner school. Continue as complete communication as possible with partner school: travel dates, numbers of Visitors expected, ideas for joint projects during Visits, equipment needs for assembly program, etc... Follow up with at least one phone call before each Visit takes place to be sure there are no misunderstandings. If communication seems very difficult, check with International Office or your National Coordinator for assistance.
It is strongly recommended that no phone calls be made by Visiting children or their parents while the children are away from home. Such calls tend to create homesickness and can become habit-forming. Host families should never have to pay for long-distance calls made by their guests. E-mail is an acceptable alternative.
When making plane reservations, wait until definite confirmation has been received from the Host school as to suitable dates for the Visit. This will help avoid any need to change your reservations. If the definite confirmation has not come from the partner school, don't hesitate to make that phone call to get agreement on dates.
    Host families and schools must be prepared to absorb some pre-Visit communication costs. If there is a local ISSE Committee, it probably should pay for long-distance calls.

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