Key dates in the 2024/25 Youth Exchange District 9640 calendar:
| DATE | OUTBOUND STUDENTS | INBOUND STUDENTS |
| 2023 | ||
| 15 December | 2025 long-term applications open | |
| 2024 | ||
| 4 January | 2024 short-term applications open | |
| January | 2024 long-term students depart | Long-term students from South America and Asia arrive. |
| 24 January 7:30pm AEST | Short Term Exchange Virtual Information Night. Register here. | |
| 2-4 February | Inbound Orientation Camp – Helensvale, Gold Coast. Compulsory attendance for all long term and short term inbound students. Optional attendance for short term rebound exchange buddies. | |
| 13 February 7:30pm AEST | Long Term Exchange Information Night (virtual) #1. Register here. | |
| 28 February | 2024 short-term applications close (Germany and Finland) – preliminary application must be submitted. | |
| 16/18 February – 1/2 March | Rock to Beach Safari trip with D9790. Optional trip for inbound students. | |
| 3 March 4pm AEST | Long Term Exchange Information Night (virtual) #2. Register here. | |
| 13 March 7:30pm AEST | Long Term Exchange Information Night (virtual) #3. Register here. | |
| 30 March/15 April | Applications close for 2025 long term program on 30 March. Students in NSW can submit their applications until 15 April. Applications close for 2024 short term program (Argentina and Indonesia) close on the same dates. Preliminary applications for both must be submitted. | |
| Early March | Club and District Interviews: Germany and Finland Short Term. | |
| Late March/Early April | 2024 short term exchange buddy matching completed (Germany and Indonesia). | |
| 30 March – 15 April | Long term sponsor club interviews and selections take place. | |
| 15 April | Sponsor club confirmations for 2025 long term outbound program due. | |
| 30 April | 2024 short term global fee due (Germany and Indonesia) | |
| 4 May (and possibly 5 May) | 2025 outbound applicants district interview weekend at Ashmore on the Gold Coast. Compulsory attendance on one day for all outbound applicants and at least one parent/guardian. Please note this is a long weekend in Queensland. See second interview date option on 19 May. | Inbound students to attend district interview weekend if possible to present ‘country fair’. |
| 17 – 19 May | District 9640 Annual Conference – Ballina. Compulsory attendance for all inbound students. | |
| 19 May | 2025 outbound applicants district interviews at Lennox Head Cultural Centre. This is primarily for NSW students but some Queensland students who are unable to attend on 4/5 May may also attend this interview day. | |
| By 1 June | 2024 long term students notified if their application is successful. Country and Rotary Club matching commences. | |
| Mid June | Short term students from Germany arrive. | |
| 30 June | 2024 short term exchange buddy matching complete (Argentina) | |
| 30 July | 2025 long term global fee due. 2024 short term global fee due (Argentina) | |
| July/August | European and North American long-term inbound students arrive. | |
| Early August | Short term students from Indonesia arrive. | |
| 16-18 August | Outbound Orientation Camp #1 and Inbound Orientation Camp – Koonjewarre, Springbrook. Compulsory attendance for all long term and short term inbound and outbound students. 2024 long term students advised of destination country. | See outbound column. |
| Mid-September | Short term students to Argentina depart. | Short term students from Germany and Indonesia depart. |
| 4 – 12 October | Trip to the Tropics. Optional trip to Cairns, including the Great Barrier Reef and Daintree, for inbound students. | |
| Early November | Short term students to Germany and Indonesia depart. | |
| 29 November – 1 December | Outbound Orientation Camp #2 – North Star Holiday Park, Hastings Point. Compulsory attendance for all long term outbound and long term and short term inbound students. | See outbound column. |
| 15 December | 2026 long term applications open. | |
| Mid-December | Short term students to Argentina return. | Short term students from Argentina arrive. |
| 2025 | ||
| January | 2024 long term outbound students return to Australia. 2025 long term outbound students depart. | 2024 long term inbound students from South America and Asia depart. 2025 long term inbound students from South America and Asia arrive. |
| Late January/Early February | Short term students to Germany and Indonesia return. | |
| 6 – 8 February | See inbound column. | Inbound Orientation Camp for new students from Asia and South America. Rebound Orientation Camp for returned outbound students. Compulsory attendance for all long term inbound students and all 2024 rebound students. Optional attendance for short term rebound buddies. |
| Early – Mid March | Short term students from Argentina return. | |
| 30 March | Long term applications for 2026 close. | |
| 4 May 2025 | Adelaide to Uluru Safari, with optional trip to Sydney. Optional trip for inbound students. |
