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One month before the exchange:
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PANIC! (Ok, no, don’t panic.)
Now is the time to make sure everything is falling into place. How is
registration going? How’s your staff list shaping up? How many housing requests
do you have? Do you need more hosts? Have you rented all the necessary
equipment? Have the t-shirts been ordered? Is it time to start cutting back on
expenses, or can you afford some of the things on your wish list? Who do you
need to bribe?
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Housing assignments. Assign
hosts and guests about 1-2 weeks before the exchange.
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Coordinate an airport shuttle.
Many hosts will not be able to pick up their guests during the day, so
coordinate some volunteers to fetch guests from the airport. Arrange a central
meeting place (preferably somewhere with food) where guests can relax with other
dancers before they either head to the dance or to their temporary home.
Tips:
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Don’t make housing assignments more than two weeks out. It will only create more
work for the housing coordinator, since people will inevitably decide not to
come at the last minute, a host may drop out, or someone may decide to stay with
their annoying cousin after all. You want to make as few changes as possible.
When you make assignments, make sure each party has e-mail addresses, phone
numbers, and the guests’ expected day of arrival. You don’t need to micromanage,
but make sure guests can get all the information they need from their hosts, and
vice versa.
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