1. These are guidelines, not enforceable rules. The entire Exchange Program is based upon goodwill and mutual cooperation.
2. Leaders Group (LG) members can post within the Exchange Program topic of the forum whether they would like to 1. Host a visitor ('the hosting store') or 2. Send someone to visit another LG member's store ('the sending store').
3. The sending LG member can choose to nominate any of their team members from the most junior, through to themselves as the owner.
4. There are no 'reciprocation obligations'. In other words, there does not have to be an equal two way exchange between any two LG members in terms of the number of team members that each sends and receives. Instead it's on a 'pay it forward basis' where any LG member can send or host a team member to or from any other member of the group. Related to this our members have agreed that either transaction is of an equal mutual benefit. Ie there are equal benefits to flow to both parties in the exchange.
5. Unless by mutual agreement as an exception, the default expectation is that no money will change hands between the two stores involved in any exchange. The sending store will pay for all wages and travel expenses, the exact amount and details being via negotiation with their team member. The hosting store will not be obliged to pay any wages, travel expenses or make any other form of cash payment to the visitor.
6. Although not obliged to make any payments or provide any services, in the spirit of goodwill and mutual cooperation, where possible the hosting store will help with make the visitor feel welcome and reduce their overall expenses. This might include one or more aspects from a range of things such as an airport pickup or drop off, a loan bike, accommodation in a spare room, a meal, a ride outside work hours etc.
7. The sending store's exchange person needs to complete a written report of their visit - (a pro-forma template will be added to the forum) that is shared on this forum so that all LG members can benefit from the experiences, not just the two stores directly involved.
8. The maximum duration of any exchange will be five working days - which could be within a single working week or either side of a weekend. There is no minimum number of days. Each exchange length will be set by mutual agreement between the hosting and sending stores. One key guideline will be the travel time and expense required. Other things being equal, a longer duration will be needed to justify a longer travel time.
9. A broad summary of specific tasks to done by the exchange visitor is should be agreed upon in advance by the sending and hosting store. This should specifically include if they'll be expected to sell, repair bikes etc or simply observe and learn. Factors will include the length of visit, seniority and skills of the team member etc. If they're in a customer facing role, it might be helpful to have an 'exchange student' badge (or similar wording). It could be a conversation starter with customers!
10. All LG members agree to a 'no poaching' etiquette. Specifically, this means that the host store cannot employ the visitor within 12 months of a visit.