Tips for Accompanying a Group

Introduction

As a volunteerliaison, you are first and foremost a citizen diplomat, easing the logistics and impacting the information outcome. Mostly, when liaising, you will be answering questions in the van, preparing the Visitors for what to expect, explaining things about Albuquerque and New Mexico from your knowledge base, and listening for clues about the information they seek or the experience they are having. Below will give you more of an idea on what the expectations are of aLiaison, especially for days where there are professional meetings. On weekends, more flexibility is allowed and changes to the itinerary can be made. Please check with the Program Coordinator first though.

In advance: Learn about the Visitor’s countries and cultures, Visitors are surprised when you know a little about them and their country, review their biographies.

YOUR ROLE AS A GLOBAL TIES LIAISON:

  1. Plan Ahead.Think about what you may want to tell our guests about while traveling.
  2. Dress Code. We ask that volunteers dress in Business Casual. You will be attending professional appointments and representing Global Ties ABQ in a professional capacity.
  3. Transportation. Drivers are part of our team. Introduce yourself, make sure the driver, has the itinerary, and you are on the same “page”. If you have a problem with a driver, notify the Program Coordinator immediately so they can change drivers, do not wait till the program is over to complain.
  4. Relationship with Interpreters and State Dept. Liaisons. Build a working relationship with interpreters or liaisons. They are responsible for the complete 3 week visit to the United States, and are the best friends you can have. They will appreciate you serving as a local Liaison.
  5. Interaction with Visitors.Feel free to interact with the Visitors and encourage them to reach out to the Resource organizations and establish follow-up connections.
  6. Logistical Coordination. Work with the State Dept. liaison to coordinate and if needed adjust logistical details of the visit. This is always in partnership with our liaisons. They know the group dynamics, who is the defacto leader, etc. Your relationship with them should be dynamic and flexible. They all have different personalities, talents, and preferences. The Liaison should notify the Program Coordinator if any changes to the established itinerary are suggested by the liaison or the Visitors.
  7. Liaison’s Role at Meetings. At meetings, the Liaison should briefly present the role and objectives of Global Ties ABQ, introduce the State Department liaison, and then leave the liaison to make the introductions of the individual Visitors and the interpreters. If the host organization has invited guests not listed on the itinerary it may be helpful for the Liaison to introduce them. Again, the liaison knows the protocol and how to pronounce names. Keep in mind that you are there to assist and observe, not run the meeting. If a time comes, such as a breakdown in dialogue, you may ask a question to restart the conversation, and then sit back again.
  8. Taking Notes. The Liaison should take brief notes at the meeting: people attending, key topics of discussion, etc. Also note any follow up commitments made by either the host organization or the Visitors. A template for the meeting notes will be provided by the Global Ties ABQ Program Coordinator.
  9. Communication with Program Coordinator.Keep the Global Ties office regularly informed by phone or e-mail. We are part of the team and want to be informed of changes, challenges, and even special experiences. A brief email, call or text is greatly appreciated at the end of the day.
  10. Photos. We love an encourage picture taking when you are with the visitors. However, IT’S VERY IMPORTANT to keep in mind that some visitors may not consent to their picture being taken or pictures of them publically posted. The safety of the visitor could be at risk so it is very important to abide by their wishes.The national programming agency obtains the media consent form from the Visitors when they arrive in the US and this information will be provided to the Liaisons. Before deciding to post on your our social media pages or sharing pictures with friends, please double check andsubmit all photos to the Program Coordinator who will determine which can be used in our or your publications.
  11. Meals. Lunch is generally paid for individually by the international guests who have been given a per-diem to spend. This means they expect to have freedom to interact with their friends or to wander and skip lunch. This is often how they save money, too, by eating lightly or not at all. We have suggested our lunch locations to be medium priced or to provide choice for the group. Sometimes they want to make different plans and your insight will help make those spontaneous decisions.
  12. Evaluations Forms. Encourage visitors to complete the evaluation forms provided by Global Ties ABQ. Our evaluation process is important and visitors should be reminded about it at the end of the visit.
  13. Be prepared for the unexpected. Please call or text the contact information located on the second or third page of the program book if you have any questions.

WORKING WITH INTERPRETERS

  1. Communicate with the Visitor, not the interpreter. Interpreters are trained to simultaneously say exactly what you say. Consecutive interpreting (listen then speak) doubles the amount of time required for a session.
  2. Speak in a normal voice. Speaking extremely slowly or loudly does not help the interpreter.

EXPENSES INCURRED

  1. The following procedures will be followed when submitting expense forms for your program.
  2. Payable expenses are: Mileage paid for liaising in your personal vehicle at the government rate, parking fees and entrance fees. Meals are not reimbursable
  3. Procedures

a. Submit one copy of Expense Report within 3 days of liaising with all receipts attached. You will be given an Expense Form to fill out.

b. Note the start and stop mileage on the Expense Report

c. Submit only one Expense Report per program, giving it to the Program Coordinator to be processed.