Experiences Canada offers unique Scout group exchanges

This initiative offers a unique opportunity for reciprocal exchanges between two groups of Canadian youth, each from different regions. These experiences are enriching, offering participants the chance to build lifelong memories, broaden their perspectives and enhance their learning. Youth develop leadership, cultural awareness and personal confidence through these exchanges.

Additionally, Experiences Canada covers the travel costs for your Section, whether by airplane, train or coach. As transportation costs often represent the largest expense of such an adventure, this financial support is a key benefit for participants.

Thanks to the partnership between Scouts Canada and Experiences Canada, the $250 membership (application) fee is waived for exchanges between Scout Sections or between a Scout Section and an Indigenous group.

Each participant, including both youth and Scouters, pays a registration fee of $250 once the exchange is approved. Travel costs between community airports are fully covered by Experiences Canada. However, if participants cancel and no replacement is found up to one week prior to travel, they are responsible for the full cost of their tickets. In such cases, Experiences Canada will invoice them.

Costs for local activities and excursions during the exchange are the responsibility of the Sections and vary depending on the chosen activities. Fundraising is highly encouraged to help cover these expenses.

Experiences Canada will arrange airport transfers to and from the exchange community or camp.

No, Scouters in good standing with Scouts Canada who have a valid PRC do not need to submit an additional PRC/VSS to participate in an exchange. Scouts Canada will provide Experiences Canada with confirmation that the Scouter has a valid PRC during the onboarding process once the exchange is confirmed.

Experiences Canada recognizes Scouts Canada's Section ratios, which require a minimum of one Scouter per eight youth (1:8). Additionally, the Two-Scouter rule is mandatory for all exchanges. The table below outlines how many Scouters will have their travel costs subsidized by Experiences Canada, based on the number of youths participating. Any additional Scouters beyond those subsidized will need to be self-funded.

As shown in the table, it is strongly recommended that Sections consider having more Scouters attend than the minimum required. Although Experiences Canada will only subsidize the travel of a set number of Scouters based on the number of youths participating, having additional Scouters ensures the Two-Scouter rule is always maintained during the exchange.

Exchanges are open to Scouts and Venturer Sections with 10-30 youth participants aged 12-17. Youth who are 11 but turning 12 during the exchange year (April 1 to March 31) are also eligible to participate.

We encourage Scouters to engage youth in the planning and decision-making process of their exchange. This is a valuable opportunity for youth to develop leadership skills, practice teamwork, and take ownership of their adventure.

Additionally, each Section should identify a Youth Ambassador. This youth representative will work with Experiences Canada staff to document the exchange through social media, sharing updates, photos, and stories. The Youth Ambassador may also contribute content to the Experiences Canada blog, offering reflections on the exchange experience and helping to inspire other youth to get involved.

Yes. All exchanges between Scout sections or between Scout sections and Indigenous groups must involve communal stays. These can include staying at Scouts Canada properties, national or provincial parks or other communal facilities. For exchanges with Indigenous groups, Sections can expect to stay in local school gymnasiums or communal buildings.

Exchanges are considered a Category 3 adventure. This requires completion and approval of an Adventure Application Form, a Risk Management and Emergency Response Plan as well as Parental Consent Forms. Group Commissioners must approve all plans before submission. For further assistance, reach out to your Group Commissioner or Relationship Manager.

Experiences Canada recommends applying at least four months prior to your intended travel dates. This allows sufficient time for the review and approval process, coordination between both exchange groups and securing transportation. Early application also provides ample time for fundraising activities to cover the cost of local excursions and activities. To avoid disappointment or scheduling conflicts, we encourage Sections to apply as early as possible.

• Confirm the number of youth and Scouters participating, ensuring that the Two-Scouter Rule and appropriate Section ratios are maintained.
• Speak with parents and Scouters to identify potential travel dates.
• Identify potential locations for your communal stay.
• Begin planning fundraising activities to help cover the costs, including the $250 registration fee per participant/Scouter and expenses related to local activities, excursions or gear.

Yes, sections can exchange with non-Scouting groups, such as sports teams or schools, through Experiences Canada. However, the waived membership (application) fee only applies to exchanges between two Scout Sections or between a Scout Section and an Indigenous group.

Experiences Canada staff is available to assist with any questions. They are reachable Monday through Friday from 8:30 a.m. to 4:30 p.m. EST at 1-800-387-3832 or via email at info@experiencescanada.ca