THE BHARAT SCOUTS AND GUIDES, NATIONAL HEADQUARTERS,

Lakshmi Mazumdar Bhawan, 16, M.G. Marg, I.P. Estate, New Delhi- 110002.

Circular No. 59/ 2009 Date 27.04.2009

To,

The State Secretaries,

State Association of

The Bharat Scouts & Guides,

Union of India.

Sub: INTER STATE CULTURAL EXCHANGE PROGRAMME- 2009.

Dear Sir/ Madam,

We are happy to announce that the Inter State Cultural Exchange Programme for the Scouts & Guides will be conducted in the month of October / Novermber 2009. Guidelines for organizing and conducting the Cultural Exchange programme is enclosed.

Application form for the States willing to organize/ conduct these events is enclosed. You are requested to send your proposal in duplicate to the National Headquarters with a copy to Regional Headquarters latest by 30^th June 2009.

It may please be ensured that the Cultural Exchange programme should be conducted during the month of October / November 2009. In no case it should go beyond October / November 2009.

If interested, you are requested to fix up venues in consultation with Host State and Regional Headquarters and intimate the date etc to the National Headquarters well in time so that sanction may be given on first come first serve basis. You may ensure that mobile number of both co-ordinator are given in the application for records.

Thanking you,

Yours Sincerely,

(R.K. Sharma)

Jt. Director (S)

Encl: Guidelines and Application form.

Copy to: All the office bearers of Bharat Scouts and Guides, National Headquarters.

THE BHARAT SCOUTS & GUIDES, NATIONAL HEADQUARTERS,

LAKSHMI MAZUMDAR BHAWAN, 16 M.G. MARG, I.P.ESTATE, NEW DELHI-110002.

Guidelines to Organise Inter State Cultural Exchange Programme. 2009-2010

1. Inter State Cultural Exchange are organized by the Bharat Scouts & Guides, National Headquarters with a view to fostering the feeling of Oneness and appreciate National Integration among the youth. The exchange of Scouts and Guides promotes understanding, tolerance and harmony among them and is a great step towards peace.

2. States are invited to express their willingness to participate in this Cultural Exchange programme. On receiving their proposal NHQ will process them and allow the States for Exchange programme. State Associations are advised to give their willingness to hold these camps/ and also participate in Exchange programme.

3. Only Scouts / Guides, Scouters/ Guiders will be allowed to join the programme and non- Scouter, Volunteer officers or family members of the Scouters/ Guiders will not be permitted. State authorities will have to ensure that only bonafide Scouts/ Guides are the beneficiaries of the programme. Scouters/ Guiders (Leader of the programme) should be available to look after the arrangements, comforts of Scouts/ Guides and successful organization of the event. Only two Scouters/ Guiders will be allowed with 32 Scouts/ Guides.

4. Respective Regional Headquarters officials of the Host region will visit the Programme on the last day of the event and will reimburse 2^nd Sleeper class Concessional Train Fare and Actual Bus fare on production of a photocopy of Train Tickets and Bus Tickets in Original. Food Expenses @ Rs. 55/- per head per day as per approval for the No. of participants will be paid apart from Food Expenses and T.E. Payment. No Auto / Taxi fare is admissible and expenditure incurred if any, on sight seeing will not be reimbursed. Journey DA of Rs.50 per participant will be paid for journey performed for more than 8 hours and up to 24 hours. The scheduled journey time as per Indian Railway will be considered for calculation of journey DA.

5. On receiving the Application Form in duplicate, Regional Headquarters will make necessary communication with the State/ Region to which the State would like to have exchange visit and confirm participation. Unless further information/ confirmation is received from the Regional Headquarters, the State should not move/ proceed for the programmes.
6. Regional Headquarters will collect development fee from the State Association at the time of payment of T.E. Bill as per NHQ Rules. @ Rs80 per Youth and Rs.130 per adult.
7. During the Cultural Exchange Programme the Host State will be allowed to have 20 Scouts/ Guides while the Contingent coming from outside will have 32 members.

Following programmes is undertaken during the event by the Guest Contingents:

a). Exchange of Cultural Programme.

b). History and Heritage of the State.

c). Present the developments in their state in Education, Health, Science, Economy, Industry and Industry.

d). Food Festivals, Costumes, Social Systems of the States and meeting with the State/ District Association authorities and Local Scouters/ Guiders.

e). Visit of Local monuments and Historical places.

f). Organizing Peace and Integration March, Awareness March on drug abuse, Trafficking, AIDS Awareness etc.

Duration: - The Cultural exchange will be for 5 days at the Destination. Journey period will not be included. The journey should be performed by shortest route. No break journey will be allowed between the starting station and programme venue.

The state should undertake the preparations and reservations only after getting the approval from the National Headquarters.

THE BHARAT SCOUTS & GUIDES, NATIONAL HEADQUARTERS,

LAKSHMI MAZUMDAR BHAWAN, 16 M.G. MARG, I.P.ESTATE, NEW DELHI-110002.

APPLICATION FORM

Inter State Cultural Exchange Programme.

1. Name of the State Association :-

2. Name of the State You would like to Visit;

3. Destination (Venue) :-

4. Duration of the Cultural Exchange: From________________ to________________.

5. Leader of the Programme:-

Leader A. Name:

Designation

Experience in Scouting/Guiding:_____________ years.

Mobile Phone Number:

Assistant Leader B Name:

Designation

Experience in Scouting/Guiding: _____________ years.

Mobile Phone Number

6. List of participants ( not more than 40 including leaders) to be attached in the format as below.

S.No

Name of Scout / Guide

Date of Birth

Scout/Guide qualification

Guardians Contact Number.

8. Financial Assistance:- National Headquarters will be reimburse 2^nd Class Concessional Train Fare and actual bus fare on production of Tickets in original( No taxi/auto Jeep charges will be paid). Food subsidy for journey period @ Rs.50 per head per day.
9. Food Charges @ Rs. 55 per head for both visiting state and Host state for 5 days within the maximum limit (34 for visiting state and 20 for host state). Subject to actual participants.
10. The following officials of the states will coordinate the Cultural exchange programme.

Particulars	Host State	Guest State
Name of Coordinator
Designation
Postal Address
Mobile Phone No
E-mail if any

11. Address of the person who is authorized to receive the literature and any other materials sent from NHQ and responsible to submit the utilization certificate to the Regional Headquarters official at the Venue:- Name_____________________Designation____________________________.

Postal Address for dispatching the material……………………………………………………… District and PIN Code______________________.

Signature of the Event Leader.

Recommendation of the State Association

The State Association recommends the above proposal for cultural Exchange programme and will be responsible for the timely submission of the records and utilization certificates to the representative of NHQ/ RHQ for the Event. The leader will pay the development fee and special fee at the venue

(Name………………………………) (Name………………………………)

SOC (scout/Guide) State Secretary