Key dates in the 2024/25 Youth Exchange District 9640 calendar:
| DATE | OUTBOUND STUDENTS | INBOUND STUDENTS |
| 2025 | ||
| June/July | Winter 2024 inbounds depart. Winter 2025 inbounds arrive. | |
| Early August | 2026 Outbounds advised of their destination countries. | |
| Friday 15 August – Sunday 17 August | Outbound orientation camp #1: Compulsory orientation camp at Mt Tamborine for all 2026 outbound students unless extenuating circumstances (please contact yep@rotary9640.org to discuss). | Inbound Orientation camp at Mt Tamborine: Compulsory camp for all inbound exchange students. |
| October – Dates TBC | Optional Trip to the Tropics for all inbound students. Details TBC. | |
| 3 November – 10 November | Trip to the Tropics. Optional trip to Cairns (including the Great Barrier Reed and Daintree Rainforest) for all inbound students. | |
| Friday 5 December to Sunday 7 December | Outbound orientation camp #2: Compulsory orientation camp at Lennox Head for all 2026 outbound students unless extenuating circumstances (please contact yep@rotary9640.org to discuss). | Inbound Orientation camp: Compulsory camp at Lennox Head for all inbound exchange students. |
| Mid December | Applications open for Rotary Youth Exchange 2027. | |
| 2026 | ||
| January 10-18 | 2025 Outbound students arrive home. 2026 Outbound students depart. | Summer 2025 inbounds depart. Summer 2026 inbounds arrive. |
| Friday 6 – Sunday 8 February | Rebound Orientation Camp at Kallaroo, Burleigh Heads. Compulsory attendance for all 2025 outbound students. Parent/s or guardian/s must attend on Sunday only. | Inbound Orientation Camp at Kallaroo, Burleigh Heads. Compulsory attendance for all new and old inbound students. Camp will commence on Saturday morning 7 Feb but students are invited to arrive on the Gold Coast on 6 Feb and be billeted overnight. |
| 15 April | Applications close for 2027 Rotary Youth Exchange | |
| 16 April – Mid May | Rotary Club Interviews for 2027 outbound applicants. | |
| 1 – 3 May | Combined Districts Conference on the Gold Coast: optional attendance for 2025 rebound students and Rotex. | Combined Districts Conference (Districts 9640, 9620 and 9560 on the Gold Coast. Compulsory attendance for all inbound students. |
| 4 May – 17 May | Red Centre Safari Optional trip through central Australia and Sydney for inbound students. | |
| Late May (Date TBC) | District Interview Day NSW – 2027 applicants | |
| Late May (Date TBC) | District Interview Day QLD – 2027 applicants | |
| Mid June | 2027 Applicants notified if their application is successful | |
| June/July | 25/26 Inbound students depart. 26/27 Inbound students arrive. | |
| Mid August (date TBC) | Outbound Orientation Camp #1: COMPULSORY attendance for 2027 outbound students. Mt Tamborine. Parent/s or caregiver/s must attend on Sunday. | Inbound Orientation Camp: July inbound arrivals. COMPULSORY attendance for all inbound students. Mt Tamborine. |
| October Date TBC | Trip to the Tropics: optional trip to Cairns for inbound students for one week. Combined trip with D9560. | |
| Early December | Outbound Orientation Camp #2: Compulsory attandance for 2027 outbound students. Lennox Head. Parent/s or caregiver/s must attend on Sunday. | Lennox Head Orientation Camp. Compulsory attendance for all inbound students. Lennox Head. |
