Checklist: Preparation of an International Meeting

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A successful international meeting keeps the balance between formal and informal, indoor and outdoor. It gives participants space for informal talks as well as to let them get enough air and get acquainted with the host country in organized and unorganized ways. Although international encounter requires a lot of organization from the facilittaors, this checklist helps to focus on the didactical aspects.




Handbook #3
The Everyday Beyond

M. Haberl, J. Teynor, M. Prahl,
N. Zimmermann

European, international and global dimensions of learning processes: Read more

Goals and Participants

  • Why do I want to organize an international exchange?
  • What do I want to achieve in the end?
  • Who are my participants (pre-school children, old-age pensioners, unemployed youth) – what are their needs and what topics would be interesting for them?
  • What would they like to achieve?


  • Which countries do I want to exchange with?
  • Who will be my partner in the other country?
  • How will I find the partner?
  • What knowledge, resources, specific competencies do I, what of these do they involve?
  • How can we divide work?

When and where

  • Where and when will the meeting take place?
  • How long will it take?
  • With how many participants?

Content and methods

  • What will be the main topic of the meeting?
  • Do I know methods I could use or is some additional research or training needed?


  • How will the participants communicate with each other?
  • How will I communicate with the partner and the whole project team?
  • Do I need media support?

Practical issues

  • What are the practical tasks that need to be done – step by step?
  • How will the travel and accommodation be organized?


  • How much will the meeting cost?
  • How will I gather the funds?
  • How could money be replaced, for example with in-kind contributions?
  • How can I use the resources that are already in place?


  • How, when and for whom will the meeting be evaluated?
  • Do I want the project to be continued in the future?

"A well-thought-out program should include both intense work on merits, as well as enough space for leisure. For sure, the participants need to be given the opportunity to co-create the program and take responsibility for its realization. However, I always have the impression that even though participants want to have influence on the program, they also expect their trainers / teachers to give quite a strong framework. The presence of an interpreter or a language mediator is essential."

Tomasz Lis, academic teacher and trainer in international youth exchange

"For a long time, I was sceptical towards typical international youth exchange, which I considered trivial: to me it lacked merits, lacked content. I later discovered why international meetings were valuable as such, no matter what topic was discussed. The main role of the facilitator is to roughly moderate the spontaneous exchange and help the participants reflect the experience."

Magdalena Lapshin, trainer and organizer of international meetings