The Advance Planning Visit (APV) is a key step in ensuring the success of any youth exchange. It allows partners to meet face to face, clarify roles, assess risks, and collaboratively shape the project’s vision.

We would like to thank all the participants who joined us in Aruba for their dedication, openness, and active contribution. Your involvement laid the foundation for a meaningful, safe, and inclusive youth exchange experience.

This visit was not just about logistics — it was about trust, shared purpose, and making sure every detail reflects our common values.

Between July 7-10 2025, representatives from all partner organizations gathered in Aruba for a rich and productive Advance Planning Visit (APV). Hosted locally by Centro pa Desaroyo di Aruba, the APV aimed to ensure that all involved actors had a clear, shared understanding of the upcoming youth exchange.

During these days, we walked through each project phase together – from preparation to follow-up – mapping out tasks, clarifying responsibilities, and getting to know one another beyond institutional titles. Through structured workshops, location visits, and informal moments of exchange, we built the foundation for what promises to be a meaningful experience for the participants.

The main objective was not just to plan, but to connect as a team, ensure transparency, and reduce potential risks before implementation.

The APV was structured around the full project life cycle.

We began with a clear presentation of the Erasmus+ programme and its values, followed by open discussions on the purpose of the exchange and how it can respond to the real needs of young people. We defined roles and responsibilities, highlighted logistical aspects, and reviewed each partner’s contribution — including support for participants with fewer opportunities and sustainability practices.

Next, we tackled the preparatory phase in depth. We shared tools, divided responsibilities, and discussed how to involve participants early on, through co-creation of the agenda, group communication strategies, and preparation materials.

Later on, we explored the follow-up phase, identifying what needs to be done after the exchange: evaluation, youthpass recognition, dissemination of results, and local impact strategies. These sessions helped us align expectations and set concrete goals for long-term outcomes.

A key part of the APV was visiting the project locations and analyzing potential risks, safety conditions, and medical facilities. This ensured the well-being of participants remains a top priority.

The group also focused on the digital component of the project: we identified the most effective communication tools, clarified how and when teams should report, and created a shared coordination system. These practical elements are crucial for a smooth and professional implementation.

Throughout the entire visit, a sense of shared purpose emerged. We didn’t just plan; we shaped a vision together, built trust, and laid the groundwork for a youth exchange that is inclusive, educational, and transformative.