Coordinate a Student Exchange / Erasmus+

Use one map per exchange: planning, travel, programme, communication.
For parent information, it is better to create a separate read-only map (see the Class Trip Parent Information template).

Application / budget finalised: DD.MM.
Participant list confirmed: DD.MM.
Bookings completed: DD.MM.
Outbound visit: DD.MM. to DD.MM.
Return visit: DD.MM. to DD.MM.

Name, location, contact person and contact details

One line per pair: our student, partner student, special notes (allergies, dietary requirements)

Transport, times, group discount
Has travel health insurance been arranged for everyone?

Are all identity documents valid? Consent forms due by DD.MM.
Give the emergency contact list to all accompanying staff

Enter the shared topic of the exchange, e.g. sustainability in our cities
Planned outcomes: presentation, video, exhibition

One line per day: morning, afternoon, evening
Include a mixture of project work, excursions, and time with host families

Video-call dates, shared document storage

Information evening: DD.MM.
Share the information map as a read-only link and provide contact details for the trip

Continuously collect photos (with consent), participant lists, and evidence of programme activities: this saves a great deal of work at the end, especially for funded programmes