As soon as the Journey is confirmed

• Board appoints host Journey director with recommendations for support committee.
• Host Journey director liaises with ambassador Journey director regarding dates, numbers, itinerary, transport before and after New Plymouth, membership, budget and other relevant details

When Journey details are sorted out

• Book venues for welcome and farewell functions
• Make any bookings regarding local transport

Two to four months before

• Continue to liaise with ambassador Journey director - include whether the ambassadors are required to contribute additional funds to cover special attractions
• Prepare a proposed itinerary
  • Use the tried and proven attractions where expenses are known in advance but allow for special requests from the ambassadors’ Journey director.
  • If the ambassadors have visited or have yet to visit another New Zealand club liaise with their (NZ) Journey director to avoid programme duplication such as Maori culture, kiwi visits, farm experiences, etc.
  • When itinerary is complete present to board for approval.
• Prepare a budget
  • Use everyday entry prices as any discounts received will be a bonus.
  • Currency fluctuations will make a difference to how many NZ dollars are received, any increase in the USA dollar Journey rate reduces available funds.
  • Present budget to the Board for approval.
• Advise club members of pending Journey and start to arrange accommodation, hosts day and dinner hosts.
• When ambassador list is received from ambassador Journey director
  • arrange suitable hosts based on information received
  • advise all parties so that communication can begin.
• Arrange for money to be transferred no less than 60 days prior to arrival to either
  • (a) the FFI New Zealand account at FFI Headquarters on behalf of your club, or
  • (b) direct to your bank account.
• Ask your City or District Council for promotional material.
  • Make arrangements with the Mayor’s secretary for ambassadors to meet the Mayor.
  • The itinerary will dictate if a full Mayoral reception is required.

One to two months before

• Ensure club host fees have been received, currently US$150 per ambassador plus the cost of additional activities arranged between the Journey directors. This money should have been dispatched by them 60 days prior to the Journey commencing.
• Prepare an ambassadors welcome park.

Three weeks before

• If Journey is using commercial transport, buses, mini vans, community coach etc, ensure booking are confirmed and drivers arranged.

Two weeks before:

• Hosts and Journey directors meeting to explain and arrange final details of itinerary and what is expected of hosts.
• Confirm/arrange club programme and entertainment on first and final nights
  • Who is doing what?
  • Invite all local members to functions that can shared with the ambassadors.
• Check again with Mayor’s Office to ensure visit is recorded in his diary.
• Welcome function final planning
• Farewell function final planning
• Cash float, perhaps have this available to cover small contingencies, say $200.
• Cheque book
  • Arrange to have authorized signatories available to pay for costs or use personal credit card for later reimbursement.
  • Keep receipts for accounting purposes.

During the visit

• Each day keep hosts and ambassadors fully informed regarding the following days programme, particularly if there are likely to be any changes.
• Liaise with ambassador Journey director when making these decisions.

After the visit

• Thank hosts and other club members for their assistance during hosting.
• Complete basic financial accounts for the hosting, present to board for approval.
• Complete review documentation as is required by Friendship Force International.

The upcoming journeys that we have confirmed are:

• TBC - No Data.

To view a flyer for this journey, click here.  Price includes economy airfares.

To view the itinerary for this journey, click here

Members of the Club have hosted ambassador journeys from the following clubs and countries.

• 1987 - De Moines
• 1988 - New Hampshire
• 1988 - Minnesota
• 1989 - Cheyenne/Wyoming
• 1989 - Big Canoe, Georgia
• 1990 - Florida/Springhall
• 1990 - Gifu, Japan
• 1991 - Sydney
• 1991 - Wanganui
• 1991 - Omaha, Nebraska
• 1992 - Lee County, Florida
• 1993 - Varel, Germany
• 1993 - Shizuoka, Japan
• 1993 - Nelson
• 1993 - Knoxville, Tennessee
• 1994 - Reno
• 1994 - Nth Carolina/Charlotte, Texas
• 1995 - Ipswich, Australia
• 1995 - Hamburg, Germany
• 1996 - KCFF Conference
• 1996 - Hawera
• 1996 - Olympia, USA
• 1996 - Madison, Wisconsin
• 1997 - Greater Denver, USA
• 1998 - Western Waikato
• 1998 - Manawatu
• 1998 - Hungary
• 1999 - Belgium
• 1999 - US Golfen
• 1999 - Wairarapa
• 1999 - Western Bay of Plenty
• 1999 - Bristol
• 1999 - Tucson, Arizona
• 2000 - Michigan/Oklahoma
• 2000 - Hertfordshire, UK
• 2001 - Glass House Mtns, Aust
• 2001 - Lincoln, Nebraska
• 2002 - Niagara
• 2002 - Wanganui
• 2003 - Nelson
• 2003 - Minnesota
• 2003 - Gold Coast, Aust
• 2004 - Christchurch
• 2004 - Colorado
• 2004 - Gisborne
• 2005 - Prague, Czech Republic
• 2005 - New Plymouth/Napier
• 2005 - Wairarapa
• 2005 - Western Tokyo
• 2006 - Connecticut
• 2006 - Newcastle NSW
• 2007 - North Bay, Canada
• 2007 - Albuquerque, New Mexico
• 2007 - Gelsenkirchen, Germany
• 2008 - Hannover, Germany
• 2008 - Sapporo, Japan
• 2009 - Sydney
• 2009 - North Shore Interclub
• 2010 - Cedar Rapids
• 2010 - Hobart, Tasmania
• 2010 - Taupo (Interclub)
• 2011 - Vintage Transport Global Exchange
• 2012 - Bavaria-Nuernberg-Erlangen, Germany
• 2012 - Kauai, Hawaii
• 2013 - Newcastle, Australia
• 2013 - Los Angeles
• 2014 - Hamilton-Waikato
• 2014 - Huntsville, Alabama
• 2015 - Whanganui
• 2015 - Japan English Language Exchange
• 2015 - Gold Coast, Australia
• 2016 - Whangarei
• 2016 - Freiburg, Germany
• 2019 - Quebec, Canada
• 2020 - Raleigh, USA  (Cancelled due to Covid-19 pandemic)

Updated 1st January 2022