Description:

A hiking event in which JET participants and local residents hiked around various famous tourist spots within the prefecture. Participants formed groups of five to six people, with one or two JET participants in each group. As they walked, they tried to communicate primarily in English. Each group was free to decide their own route, but they had to visit certain specified locations. As they hiked from one attraction to the next, they searched for the answers to a quiz (in English) that they received before the start.

 

 

Objectives:

To provide an opportunity to learn about the history of the region in a natural setting through visiting tourist attractions, to provide an opportunity for international exchange through communication in English with JET participants, and to further increase awareness and the favourable perception of the JET Programme.

In the Case of Inclement Weather:

The staff organised a system to contact all participants by phone or email in the event of cancellation due to bad weather.

 

Transportation of Necessary Equipment:

Equipment necessary for registration was delivered to the venue and included: placards (for registration and guide signs from the station), megaphone, digital camera, first aid kit, and tables.

 

Venue Setup:

One table for registration (roster of names, caution notice, map, questionnaire, report, English quiz, etc.), and two tables for participants to write their own nametags were set up in a park near the station. Staff obtained permission to hold signs in the station and place placards guiding participants to the registration area.

 

Explanation of the Day's Activities to JET Participants:

As there had only been email contact with the JET participants in the planning stages, a re-briefing was given once all participants gathered on the day.

 

Registration:

Staff checked participant names off a roster, formed groups, and distributed materials.

 

Opening Address (by the Director), and Event Explanation (by the Supervisor):

The Director gave a brief welcome, and supervisor explained the JET Programme, the significance of this hiking event and other cautions regarding the day's activities.

 

Group:

Each group decided their group leaders (one JET participant, one Japanese) and their hiking course. Group leaders served as a point of contact for the event management team, and also collected and submitted their group's quiz answers and reports. Before departing, group leaders gave their emergency contacts (mobile) to the staff members at registration.

 

Staff's Role During the Hike:

Staff patrolled by car and maintained checks on the status of the locations that participants must all visit. Staff members were also placed at dangerous points along the route to direct traffic.

 

Standby in the Staff Room:

A staffroom was rented at the city hall for the event. Three staff members, including the Director, were stationed there on call for contact from the patrolling staff and to receive the required periodic contact from group leaders.

 

Relocation of Registration:

After the hike began, the registration desk at the park was relocated to the finishing point for collection of reports, quizzes and evaluation forms.

 

Closing Ceremony:

Originally a closing ceremony was planned. However, after the event JET participants and participants continued to converse as they each exchanged phone numbers and email addresses. In order to not disrupt the mood, the closing ceremony was cancelled and, after taking a commemorative group photo, participants departed in their own time.

 

Cleanup

Choosing the Event Date:

In order to meet deadlines for advertising through the various media, the event date was determined five months in advance. Consideration was given to the timing of various school events so that as many JET participants as possible could participate.

 

Advertising and Recruiting Particpants:

Iinformation regarding the event was released through the prefectural public relations magazine, prefectural homepage, FM radio, and a prefectural broadcast on TV, in addition to 300 fliers. The prefectural magazine proved to be the most effective means of advertising.
Applications for the event were accepted during the one month period before the event took place. Registration was possible by postcard, email, phone and fax, however the majority of applications were received by email or phone.
JET participants also advertised the event through the prefectural JET homepage and at the same time called for the assistance of contracting organisations. (As this event was held as an initiative of the JET participants, there was no formal request for their participation as a work duty.)
A press release was made in the week the event was held.

 

Determination of Participant Numbers and Grouping:

Originally the event was advertised for a maximum of 30 participants, however the number of applicants greatly exceeded this limit. After careful consideration it was decided to eliminate the limit on participants, and consequently the planned lottery for applicants was also eliminated.

 

Production of Materials:

Staff prepared advertising materials, guide information, the quiz, caution notice, report form, map, questionnaire, breakdown of staff duties, and a register of participant names.

 

Creation of the Quiz:

Quiz questions were created by the coordinator in charge, and questions that could only be answered by actually visiting the sites were designed around facts relating to the various buildings and areas that participants would likely incorporate into their courses.

 

Distribution of Duties:

Staff were requied to oversee registration, guide participants from the station, patrol during the event, and man the staffroom.

 

Courtesy Calls to Related Organisations:

Courtesy calls were made to the various locations that would be visited, the train station to be used, and the police (on this occasion the hospital was not visited) prior to the event.

Shiga Prefectural Government

International Affairs Division

Tel: 077-524-1121

To see an event such as this being held with minimal budget is very impressive. It is encouraging to hear from the coordinator in charge of the event that they wanted to promote the fact that this type of event could not be made possible through ALTs who were not a part of the JET Programme.