Below is information regarding the End-of-Stay (EOS) Orientation for hosted students that occurs just prior to departure. Departure Day travel information can be found in the Plan Hosted Student Departures section.
This orientation is intended to be farewell event that gives students the chance to thank their host family and gain a bit of closure, while giving them a final opportunity to bond as soon-to-be AFS Returnees.
All of the resources you need to conduct an end-of-stay orientation are listed below and attached.
- End-of-Stay Leader Guide
- Survey of EOS Orientation (if using printed copies of the survey)
- “Host Family Certificate of Appreciation” editable Word template (optional but strongly recommended)
- People Bingo (optional game/ice-breaker activity)
- FAQ Travel Sheet for students (required handout for students)
Please note that the End-of-Stay Orientation doesn’t have an optional PowerPoint. The reason is so everyone can stay focused on being “present” and “in the moment” during EOS.
EOS Planning for Teams:
- Each team is responsible for planning an End-of-Stay (EOS) event for their participants based on the goals put forth in the End-of-Stay Orientation Leaders Guide (coming soon to this page).
- The EOS event must be planned for a minimum of four to six hours excluding travel.
- Within teams, the site for the EOS event is often the same as the pick-up location for the participants. If this is the case, the EOS site needs to be held at a central point within the area team or equidistant to the gateway and near a major highway, i.e. the EOS site must be towards the gateway. If the EOS event is not planned to take place at the pick-up location, teams must arrange for their participants to arrive at the pick-up location at the designated time.
- Teams should not plan to conduct their EOS event in the gateway city unless they are actually based in that city. For those teams based in the gateway city we ask that the EOS event not be planned at the same site used for Departure Day unless prior permission from TLC has been obtained.
- The EOS pick up location may not be at a personal residence. Due to changing regulations with the many bus companies AFS USA works with, please plan your pick up location to be in a nearby non-personal residence.
Special considerations for Teams with 15 or fewer End-of-Stay Participants (not including YES students who depart earlier):
- Since small teams may not have their own designated pick-up location, they may hold an individual EOS event and then share a pick up location with other teams. The other option is for smaller teams to join together with another team for EOS at one location.
- If a team is planning to hold their EOS event at a location other than a designated pick-up location, the team must arrange for their participants to arrive at the pick-up point by the designated time agreed to with the Regional Travel staff.
- Due to the distance between some teams, your Regional Travel staff will work with you to finalize your EOS pick up point by 30 March 2018.
What the Teams are Responsible for:
- Recruiting an EOS coordinator for their team or group of teams by 16 March 2018
- Meeting planning deadlines as follows:
- Preliminary EOS plans/site entered into the Activity Module by 30 March 2018.
- Final EOS plans, including directions (if the EOS site is the same as the pick-up location), communicated by 04 May 2018.
- Chaperone names and travel requests to Regional Travel and Logistics Coordinator (RTLC) by 04 May 2018 (Volunteer registration for any chaperones not previously registered must be submitted by 04 May as well.)
- Name, address, phone and email of person receiving nametag mailing by 31 May 2018.
- Entering complete information into the Activity Module in Global Link by each deadline. We have created templates that are easy to find: Area Team Name (HDS code) EOS 2018. Specific instructions will be emailed to the EOS Coordinators.
- Arranging the EOS site, activities and ensuring all students participate in the EOS. This does not include those students who chose to Program Release prior to EOS.
- Notifying students, host families and other related volunteers and staff of all arrangements in a timely manner.
- Arranging and coordinating student travel to EOS site or airport for those teams that must fly.
- For any new volunteers involved in the EOS activity, the volunteer registration must be submitted by 04 May 2018.
Student Who Choose to Program Release:
Unless a student is releasing at the EOS event (PRES) or at the gateway (PR), you are not required to provide an individual EOS activity. The status of these students is either Personal Early Return (PRTN) or Return Family Event (RTN).