Planning Guide for Primetimers Host Sites
(to be used in conjunction with the Host Site Application)
PROGRAM
- Please review the goals of the Primetimers program as you plan your presenters and local experiences. Determine the focus and the goals of the program that you hope to offer.
- Please consider balance in the educational portion of the program, including: lecture, experiences with people and local culture, interactive exercises, small group discussions from a faith perspective, music or other arts, quiet time for reflection, and worship.
- Give consideration to ways of building in diversity (cultural, racial, gender, etc.) in terms of both leadership and exposures/interactions.
- The recommended ratio of educational experience to service work is roughly 70% education to 30% service. Remember that the primary focus of the program is education and exposure, not service.
- The recommended hours of service are 5-12 hours for a week long event and 10-30 hours for a two-week event.
- In planning the overall schedule, remember that often older adults will need rest time. Remember to leave room in the schedule for sharing time, devotions, rest and unstructured time.
- Consider ways to offer individuals optional program elements.
LOGISTICS
- Determine the size of the group that you can accommodate, based on sleeping arrangements, transportation constraints, and financial considerations. We recommend a group of 15-40 participants.
- Determine the length of the event and dates. For events within the U.S., 5-7 days is recommended. For events outside of the U.S. 7-14 days is recommended.
- With attention to distance from major airports, consider the range of preferred arrival/departure times.
- Consider whether participants will be met at the airport, or will be expected to arrange to travel to the site on their own.
- Consider the range of sleeping accommodations which will be offered. E.g., will it be single/double; with/without sink; private/shared bathroom, etc.?
- Consider if accommodations are accessible for persons with limited mobility. E.g., does it include extensive walking, rough terrain, climbing stairs, etc.?
- Consider the need for transportation. E.g., what is the distance from housing to project site, access from local airport, distance to exposures, etc.?
COSTS
In considering the costs per participant, consider the following:- room costs
- additional costs for a single occupancy room
- food, including any meals that will be off-site
- honorariums for lecturers (honoraria will vary based on setting, but we recommend: $50 per hour, not to exceed $300 for the week)
- translation costs
- reading materials or duplicating hand-out materials
- local transportation costs
- service project materials expenses
- use of facilities, equipment, or administration
- on-site group leader expenses
- shepherd event fees
Divide the total costs into the number of projected participants in order to determine per person costs for your site.
The GBGM cannot take responsibility for a mis-budgeted event. Please plan carefully for the appropriate overage. An event will be cancelled on the application deadline and fees refunded, if there are not sufficient applicants to cover the spread of built-in expenses.
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