Movsta
As the execution partner for the state government-sponsored student delegation to Moscow, Movsta plays a crucial role in ensuring the trip's success.
A. Pre-Departure Preparations:
1. Coordination with Government:
Establish clear communication channels with the state government for regular updates and approvals.
Understand government objectives, expectations, and any specific requirements for the delegation.
2. Participant Selection and Management:
Assist in the application and selection process, ensuring transparency and adherence to criteria set by the government.
Collect necessary participant information, including medical records, dietary preferences, and emergency contacts.
3. Logistics Planning:
Assist the government in arranging travel tickets
Plan Visa, accommodations, local transportation, and meal plans in Moscow, considering safety, comfort, and budget.in collaboration with the counterparts.
Organize travel insurance for all participants and ensure all have valid passports and visas.
4. Program Scheduling:
Develop a comprehensive itinerary that includes educational, cultural exchange activities, and free time for exploration.
Schedule pre-departure orientation sessions covering safety protocols, cultural etiquette, and program expectations.
5. Coordination with Students:
Regular touch with students to boost morale and solve doubts, which in case aren’t solved through FAQ documentations
Verify that all team members have necessary travel documents, including passports, visas, and travel insurance.
6. Delegation Reporting Structure:
Plan a reporting structure amongst all stakeholders to ensure accountability and ease in communication flow amongst people.
B. During the Trip:
1. Communication:
Maintain open lines of communication with participants, government officials, and local contacts in Moscow & the Indian Embassy in Russia.
Use the delegation's mobile app for real-time updates, alerts, and information dissemination.
Conduct daily briefings to review the day’s activities, share updates, and gather feedback or concerns from the team.
2. On-Ground Support:
Provide on-ground support through Movsta staff or local partners to assist with logistics, translation, and any issues that arise.
Ensure that all activities and visits proceed as planned and manage any necessary adjustments to the itinerary.
3. Health and Safety:
Implement health and safety protocols, including daily health checks if necessary.
Have a contingency plan for medical emergencies, including information on the nearest medical facilities.
Conduct a health and safety briefing. Discuss potential health risks and safety measures, especially in relation to the current health situation (e.g., COVID-19).
4. Cultural and Educational Activities:
Facilitate engagement in cultural and educational activities, ensuring participants gain valuable experiences.
Organize debriefing sessions at the end of each day to discuss experiences and learnings.
Offer basic Russian language sessions to help participants navigate simple conversations, enhancing their experience and autonomy during the trip.
Conduct workshops on cultural sensitivity, focusing on the history, traditions, and social norms of Russia to prepare delegates for a respectful interaction.
5. Environmental Sustainability Initiatives:
Implement strategies to minimize waste during the event, in the foreign land. They should be left with a good experience at our presence,
6. Arrange Language and Translation Services:
Arrangement for multilingual support to cater to diverse language preferences.
7. Contingency Plan Coordination:
The predefined contingency and emergency response plan will be executed in coordination with all relevant stakeholders.
The delegation participants will be briefed and rehearsed some of the possible activities to stay alert & prompt, if any requirements.
Ensure all team members are aware of emergency contacts and procedures in their native language.
8. Sharing All Relevant Contacts:
Record & share detailed contact list for all stakeholders
List of all local emergency services.
C. Post-Trip:
1. Feedback and Reporting:
Collect feedback from participants on their experiences and any suggestions for improvement.
Prepare a comprehensive report for the state government detailing the delegation's outcomes, achievements, and any incidents.
2. Felicitation Ceremony:
Coordinate with the government to organize a felicitation ceremony, recognizing participants' achievements and sharing experiences with a wider audience.
3. Follow-Up Activities:
Organize post-trip activities or projects that allow participants to apply their learnings and share their experiences with their peers.
Maintain engagement with participants to foster a sense of community and ongoing learning
Students would be asked to submit a detailed report on their learning and experiences.
4. Health Monitoring Post-Return:
Advise team members to monitor their health post-return, especially for any symptoms related to travel-related illnesses.
D. General Guidelines:
1. Budget Management:
Monitor and manage the budget closely, ensuring all expenses stay within the allocated funds and reporting any deviations to the government.
2. Risk Management:
Conduct risk assessments for all aspects of the trip and have mitigation strategies in place.
3. Stakeholder Engagement:
Engage with local partners, institutions, and organizations in Moscow to enrich the delegation's program.
Ensure all documentations are in Print & Digital safely backed up.
4. Sustainability and Respect:
Encourage practices that respect the local environment and culture, promoting a positive image of the delegation.
Languages:
Learn Hindi. Telugu, Odia & English + Russia: Speak what clients speaks.
Reference for Further Information:
Reference to Prior travel experience blogs on Moscow & take notes.
Study Indian Embassy Moscow Site in Details: https://indianembassy-moscow.gov.in/pbd-2025.php. Total arrival of Indians in Moscow.
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