Project Organizer’s Manual
VOLUNTEERS FOR PEACE, INC.
1034 Tiffany Road, Belmont, VT 05730
Tel: 802/259-2759
Fax: 802/259-2922
Email: incoming@vfp.org
Website: http://www.vfp.org
Revised: September, 2006
table of contents
Timeline for Project
Hosts................................................................................................ 2
Introduction/History
of VFP.....................................................................................................
3
I:
CONSIDERATIONS FOR POTENTIAL HOSTS
What
is a Project?................................................................. 4
Project Hosts........................................................................ 4
Project
Requirements (Summary)........................................ 4
Work
Project..................................................................... 4
Accommodation................................................................ 5
Food &
Supplies................................................................ 6
Social Activities/Community
Involvement.......................... 7
II: BEFORE THE PROJECT
About
the
Volunteers................................................................... 8
Scheduling
& Number of Volunteers............................................8
Preparing
the Program Announcement........................................9
Preparing
the Project Information Sheet................................10
Fundraising/Budget..................................................................... 11
Leadership...................................................................................12
Co-Leaders..................................................................................12
Study
Theme................................................................................12
Transportation..............................................................................13
Pre-Camp
Paperwork...................................................................13
Pre-Camp
Checklist.....................................................................13
III: DURING THE PROJECT
Orientation....................................................................................14
Leadership/Camp
Meetings..........................................................14
Insurance
& First Aid.....................................................................14
Project
Health & Safety Tips...................................................15
Drugs &
Alcohol..................................................................16
Sexuality Issues in Projects..........................................16
Driving.................................................................................16
Community
Relations....................................................................16
Communication
With VFP.............................................................17
Volunteer
Dismissal
......................................................................17
Publicity/Photographs....................................................................17
IV: THE END OF THE PROJECT
Final
Days......................................................................................18
Evaluation/Camp
Reports..............................................................18
APPENDICES
A: Co-Leader's Manual.............................................................................................................19
B: Icebreakers and Group
Games............................................................................................26
C: Additional Reading List/Tips.................................................................................................27
TimeLine for Project hosts
February 1st - Project Announcement Due - This
100 word description contains information about the host organization, work
project, location, accommodations, leisure activities, and any special
requirements for volunteers. See page 9 for
instructions on preparing the announcement.
PLEASE NOTE – Submitting a Project announcement confirms your intent
to host volunteers in the coming year – once the announcement has been
submitted it is not possible to “cancel” or drastically change your Project.
April 1st - Project Information Sheet Due - This contains
detailed information on the work project, accommodations, location, and travel
instructions for your specific Project. This is sent to all volunteers who
register for your project and is their only tool to prepare for the project
before they arrive. Detailed instructions and a sample information sheet are
sent to all hosts in March. Funding
Requests due.
Pre-Project – 2-4
weeks before your Project begins a Host Packet is sent to you. This contains
the list of all volunteers registered for your Project, information on
insurance for volunteers, the Host Project Report form and last minute
reminders to you.
Project
Takes Place - For the greatest international diversity it is
best if your camp starts after the 4th of July. Most European universities do
not finish until the end of June so it is very difficult for us to get
volunteers for camps which start before July 1st. Projects can take
place into October.
Post-Project - Project Report Due - Two weeks after the end of
your Project we MUST receive your Host Project report. This provides us with
essential information on the exact number of volunteers who arrived (which we
need for insurance purposes), the success of your camp, and if you want to host
a future project.
INTRODUCTION
Thank you for your interest in organizing, hosting,
and/or leading a Project. The goal of
this manual is to provide basic information on the history of Projects and VFP,
and offer practical suggestions for creating positive Project experiences. It
contains information on organizing and preparing for a Project, hosts’
responsibilities, and ways of insuring that the community and the international
volunteers benefit from your local Project.
This manual should be used as a guide from the decision to host a Project
until the final evaluation. It is important to remember that every Project is
different so you will need to adapt this information to your specific
situation. If you need additional information, support or ideas please contact
us. We look forward to working with you.
THE
HISTORY OF VFP
VFP was incorporated in Vermont in 1981 for the
purpose of "promoting peaceful relations among nations." At our first
Project in 1982, 19 volunteers from 13 countries including the USSR lived and
worked together for three weeks. We
were accepted as a member of the Coordinating Committee for International
Voluntary Service (CCIVS) at UNESCO in 1982. VFP has grown over the years
largely through "word of mouth" from former Project volunteers. In
2004 we sponsored 65 Projects in the USA. In 2002, VFP received the
Daily Points of Light Award. As well as coordinating domestic Projects, we
place North American volunteers in international programs in over 90 countries.
By connecting volunteers from diverse cultures in the USA and abroad we provide
opportunities to overcome prejudice and cultural misunderstandings. Through
tangible work projects and the challenges of group living situations,
volunteers and local communities create a more positive and hopeful vision of
themselves, their world and the future.
HOW WE
WORK
Volunteers for Peace operates according to protocol
developed by our network of partner organizations, which has been in existence
since post World War I. We handle most
practical aspects of the international exchange for host organizations,
including publicity, recruitment, screening of volunteers, immigration
documentation, insurance coverage and more.
Our deadlines and procedures conform to international standards agreed
upon at the international level, and facilitated by the Coordinating Committee
for International Voluntary Service at UNESCO.
Incoming foreign volunteers pay a small registration fee to their home
partner office, which that partner uses to fund programs in their own
country. Similarly, a portion of the
fees paid to VFP by American volunteers going abroad is used to help fund our
domestic projects. VFP is a very small
nonprofit organization (we have only three staff people!), but we do our best
to work as efficiently and effectively as possible. Please feel free to contact the office if you have any questions
about our working methods!
I:
Considerations for Potential Hosts
The following section presents items of
consideration for potential hosts.
Please review this chapter carefully before confirming your willingness
to host volunteers.
WHAT IS
A PROJECT?
A Project is a group of 8-20 international
volunteers from four or more countries who come together to assist a local
community with a project. Volunteers are 18 or older and are prepared to live
and work in a communal environment. They prepare meals, work, and relax
together and with the local community. Volunteers usually work 30 hours per
week. Living conditions are often simple and work can be strenuous but fun and
rewarding. Projects are a great way to make new friends, complete a meaningful
project and increase international understanding.
PROJECT HOSTS
VFP camps are hosted by local communities, peace
organizations, environmental groups, solidarity groups, community action
groups, non-profit associations, and others who are interested in the impact an
international group can have on their community. VFP reviews potential Project
hosts and projects and selects host locations where we can support the goals of
the project. To be considered for a VFP Project, hosts must have a suitable
work project, a genuine interest in cooperating with international volunteers,
and the ability to provide room and board for the Project participants. The work project must be of benefit to the
community or a non-profit organization. VFP only supports work projects
where paid staff could not be hired.
Project Requirements (Summary)
As Project
host you are responsible for local organization of the camp. The four
most important components of any Project are: meaningful work, housing, food,
and social interaction with the community. In order to provide these you will have to do
some local fundraising and solicit donations from local organizations as well
as family and friends in your community. You will also need to consider local
transportation, safety, leadership, publicity, recreation and other areas to
make this a fun and productive program for the volunteers and the local
community. Specific requirements and
suggestions for each of these areas are detailed below.
Work
Project:
The
first step in organizing a Project is to find a meaningful work project. When selecting a project it is important to remember that
you will have a large work force (20 volunteers for 3 weeks working 6 hours a
day = 1800 hours of labor!!!). Many hosts combine work at their non-profit site
with another project of benefit to the community (painting or beautification,
social work, renovation, etc). However,
it is good if you have a maximum of two projects for the volunteers. With
multiple projects you will spend a lot of time explaining the different work
and volunteers won't get a sense of completing a major project. When choosing a
project consider the reason the work is needed and be prepared to explain this
to the volunteers. Please remember to include training
and orientation time for the volunteers - most of them
will have no previous work experience!
The volunteers will definitely have questions about
the organization they are working for. The host and co-leader need to be sure
the functions and history of the organization are explained to the volunteers
so that they have a better sense of what their labor is supporting. The work part of a Project is much more
enjoyable if the volunteers get a sense of why
they are doing the work. It's
important that the volunteers leave with a sense of accomplishment and the
feeling that they contributed to the welfare of others in some tangible way.
Questions
regarding the work project:
· Is the work truly necessary? Who will it benefit?
· Is there a leader who can facilitate the work project and
train the volunteers?
· Will the work project definitely be ready for volunteers?
(Ex: A foundation should be poured before volunteers come to build the house.)
Any necessary permits should be secured as far in advance as possible.
·
Can the needed equipment and materials
be organized by the time of the camp? This includes tools, construction
material, wood, stones, paint etc. according to the number of volunteers. Be sure there will be enough tools for all!
· Are there contingency plans in case weather impacts what
can or can't be done or if volunteers accomplish more than expected? Volunteers like to feel needed!
· Will Projecters work together most of the time or be split
into smaller groups?
· Is the planned work reasonable for unpaid volunteers, and
can it be completed in an average six-hour workday?
·
REMEMBER, although the work
project is very important, host organizations should be motivated by the
cultural exchange that volunteers will bring to the project as much as (if not
more than) the labor that they will provide!!!
Accommodation:
Volunteers usually live in a communal
fashion and housing can be quite simple but must be clean, warm and dry.
Volunteers shouldn't have to change their living arrangements during the 2-3
week camp. Typical accommodations are a church, school, town hall, or even a
campground with tents. Accommodations are
usually donated by a local organization. You may want
to have the volunteers assist with a project at the accommodation site
(painting a room, planting flowers, mowing the lawn…) in exchange for using the
space. Volunteers must have sufficient kitchen space, utensils and dishes to
prepare meals, space for refrigeration, and a room to sleep and relax in. If
there is a room with a carpet volunteers can sleep on the floor in sleeping
bags. If the floor is not carpeted, try to find cots or mattresses for the
volunteers.
Many items that would prove useful to your project
can be found in the attics and basements of community members. Furniture,
utensils and old mattresses are common items that people can donate or lend to
you. Try to draw upon the resources within your own community and thereby get
them more involved in your Project! You can also contact local organizations
such as the National Guard, Boy Scouts, Red Cross or others for supplies.
Questions
regarding accommodation:
· Is there enough space for the number of volunteers you have
requested? There should be enough beds/mattresses available, sanitary
facilities and a space where the whole group can get together. Is the kitchen
useable? Does it have a refrigerator & stove? Are there enough pans,
plates, and utensils?
· Are running water and toilets available? If there are not
showers at the accommodations you will need to make other arrangements such as
in local homes, at the recreation area or pool, or build a temporary shower for
use during the camp.
· Is there a safe, & secure place for volunteers'
passports, money, cameras, etc?
· Will transportation from the accommodation to the work site
be an issue?
· Will there be anyone else using the space occupied by the
volunteers during the camp? Who? When?
· Who is responsible for the security and maintenance of the
space? What is their telephone number?
· Where is the fire extinguisher and first aid kit? If they
are not already at the site you must provide them.
Food & Supplies:
The Project host will find that the major expense of
a Project is providing food and supplies for the volunteers - get as much as possible
donated! It is important for local community members, including
businesses, to be involved in the Project. VFP is a non-profit organization and
all donations are tax-deductible. We
have limited funds available, but we may be able to provide a small
per-volunteer food stipend for hosts in need.
Requests for funding will be considered on a case-by-case basis in
mid-April each year.
Volunteers usually prepare their meals on a rotating
basis. They need enough space, products, and utensils to cook for the group.
Meals are an important time when all volunteers are together. Thought and
assistance should be available to help volunteers plan meals, understand
financial limitations (if they exist), identify new food products and prepare
meals. Remember, well fed volunteers work harder and are happier.
Be sure to inform the person/s who will be shopping
of your food budget. All purchases should have a receipt that you keep to
understand what your expenses were. Please remember that VFP is a non-profit
and you should not have to pay tax on items you purchase (like toilet paper,
paper plates…). If you would like a
copy of our tax-exempt certificate please ask.
Project hosts are never obliged to buy alcohol,
cigarettes, candy or other personal consumption items for the volunteers. If
volunteers over 21 wish to have wine with their meal or have a beer after work,
they may pay for it themselves. Some of our hosts prohibit smoking or drinking
on Project premises. Make sure you establish smoking/drinking rules before
the camp begins and make sure to inform volunteers of the rules at your first
camp meeting.
Tips on
receiving food donations:
You should start asking for donations a few months
before your Project begins. You will find you have much better luck with a
personal approach. This is a big job and can take a lot of time, so try to get
as many people as possible from the local community to assist. You could
delegate a few businesses for each person to contact.
· Call or write VFP and ask for a copy of our tax-exempt
certificate and a quantity of newsletters.
· Prepare a short letter explaining your work project and
listing what you need.
· Visit or call all local food companies and explain your
project, offer to send them a letter, and in a few weeks call again. (Use the
yellow pages of the telephone book to find lots of contacts.) If you ask in
advance you will get a lot of donations. You need everything, even toilet
paper, so ask as many companies as possible.
· Contact all bakeries and bread suppliers in your area and
ask what they do with their day-old products. Your volunteers will eat a LOT of
bread and they will eat it at every meal.
· Go to your local food store and ask what they do with dairy
and other products when they near the expiration date. These items are often
fine to use within a few days of the expiration. If you do get past dated donations, explain to volunteers how to
tell if food is spoiled.
· It pays to buy some items in bulk, such as potatoes, rice,
pasta, cereal, etc.
· Contact local restaurants, pizzerias, and delis. If asked
they will often donate a lunch or dinner for the group.
· Contact food wholesalers or co-ops in your area and see if
they will provide you with the food you need at a discount or even at cost.
· Supermarket chains have been known to give sizable
discounts. This arrangement usually has to be made through their central office
well in advance.
· Local gardens are a valuable source of food. Perhaps you might plant extra vegetables in
your own garden or ask all your friends to do this.
· Go to the local Farmers' Market and ask the farmers if they
would like to make a contribution. There are always vegetable surpluses in the
summer and the quality of the food is much better than that purchased
elsewhere.
It is much easier to gather
donations of products then to solicit money to buy them!
Social
Activities/Community Involvement
Your
volunteers have come to help you with a project and learn about your culture
but they also want to have FUN and
meet the local community! Leisure activities do not have
to be expensive or complicated but you should plan some before the volunteers
arrive. It is helpful for the volunteers to have a list of recreation and free
time activities available in your area so they can discuss their options and
make decisions.
You should
plan at least one community event. This can be a community workday, potluck
dinner, barbecue, hike, etc. It should be at least three days after the start
of the camp so the volunteers have had time to acclimate. This is a good time
to invite people from local media as well.
If members of
the community have been involved or expressed an interest in participating with
the program, it is good to make a list with their name, telephone number, and
what they have offered or can do for the group.
Example:
Harry Smith 232-7980
Loves hiking
and wants to take volunteers on weekend
Other free-time options:
· What natural activities are available? Hiking, swimming,
canoeing? Do you need a car to get to them?
· Are there museums or public places of interest in the area?
When are they open and how much do they cost? (Maybe you can ask for
complimentary tickets for your volunteers?)
· Is there a local pool or recreation area? Can you organize
passes for the volunteers?
· What are the closest towns/cities of interest? Is there
public transportation available to them? What is the cost and schedule?
· Sports are very popular. Are there facilities available to
the volunteers? Are there people in the community that want to play with the
volunteers or have equipment to lend? (Soccer balls, tennis rackets, bikes,
badminton rackets…)
II: Before the Project
ABOUT The Volunteers
One
reason for organizing an international Project is to bring together a group of
people of diverse backgrounds, ages, and nationalities. While the volunteers
learn a lot about their respective cultures during the camp, it is important to
remember that they also want to learn about your community. Plan activities
that promote individual contact with local community members and increase
international understanding among all.
Volunteers have different motivations for
participating in your Project. Some reasons for volunteering internationally
are:
· To do something useful during a holiday
· To be active for social justice and peace
· To become acquainted with a different country or another
societal structure and make new friends
· To improve their English or other language skills
· To travel inexpensively in a different country
· To participate in intensive group processes &
experience communal living
Remember, foreign volunteers will be speaking
English as a foreign language and you will need to speak slowly and explain
clearly. Some volunteers may also suffer from culture shock in reaction to
their new environment. In general, good relations with the volunteers begin
with thoughtful communication, understanding and patience.
In this age of the “tv/computer generation” you may
find that the volunteers do not know how to do many things that previous
generations of young people have had knowledge of. With proper training and
motivation from the host, the volunteers should be able to do the work
required. Be patient and remember that
language barriers can make learning new skills more difficult. A sense of humor
will help!
Volunteers may be reluctant to talk about their own
countries or cultures without encouragement.
You might suggest having an international evening, where people present
something typical from their country or region. This could include food, songs,
games, customs etc.
Scheduling and number of volunteers
Most Projects take place for 2 or 3 weeks between
July and October. The length, dates and number of volunteers you choose should
be based on your work project, housing, and ability to accommodate the
volunteers. Some hosts with large or on-going projects have several consecutive
camps during the summer. For first time hosts we recommend you start with one
two-week camp. Camps that are 3 weeks long give volunteers a little more time
to exchange information, meet the community and complete the work project.
Two-week camps require a smaller time commitment and less financial support
from the local community.
Groups usually consist of 8-20 volunteers. It is
helpful if you provide us with a minimum and maximum range for the number of
volunteers (e.g. 8-10, 12-15). Due to a
variety of issues, about 25% of the volunteers who register for Projects are
“no-shows”. To accommodate this
eventuality, VFP generally over enrolls the camps to ensure that the group size
will come close to the host’s expectations.
However, some Projects are limited in the amount of accommodation that
is available for volunteers, so if you have requested 8 volunteers and there is
no space available for possible extras, we must know this in advance. Providing us with a minimum and maximum number
of volunteers will help us to register an appropriate number for your work
project and accommodation.
A group of happy and motivated volunteers can get a
lot done, so be sure you have enough work for the length of the camp and number
of volunteers you choose. Keep in mind that being responsible for an
international group will require a lot of energy, organization and planning on
your part. Community support is needed to make this job enjoyable for all.
Some camps have special requirements for their
volunteers. If you have too many requirements it may be difficult for us to
find volunteers for you. You can request your volunteers meet certain
criteria or agree to specific conditions. Some areas to consider are age (e.g.,
18-25, 30 or older…), gender, smoking habits, diet (e.g., vegetarian food
only), previous experience (e.g., must have prior experience working with
children), schedule (e.g., curfew at 11:00) or other criteria.
Feel free to call us if you have questions regarding
the number or type of volunteers you need.
Preparing the program announcement
If you definitely intend to host volunteers during
the upcoming summer, A 150-word typed description of the Project project must be sent to
VFP by February 1st to be included in our announcement of US Projects
for the year. This announcement will
provide the volunteers with a basic overview of the program prior to their
registration. This must include:
ü Dates of the camp – The
start date is the day volunteers will arrive and the end date is the day
they will leave.
ü Minimum and Maximum number
of volunteers.
ü A brief profile of the
location, organization and project.
ü
Describe clearly and honestly the type of work the volunteers will be
expected to do.
ü Study theme and/or
recreational opportunities.
ü The closest city airport
they can fly in to as well as a bus or train terminal at which they will be
met.
ü Accommodations if known. Be
sure to indicate if volunteers will be sleeping outdoors or need to bring
camping equipment (tent/sleeping pad). Any special diets or restrictions must
be noted.
ü Special requirements or
restrictions for your program.
You are writing this description to attract
volunteers to your camp but you must be clear and realistic as well. Do not
list social activities that are not confirmed. Be sure to state any
religious affiliations, special expectations, rules of the camp, behavioral
expectations, safety issues, etc. clearly.
PLEASE BE AWARE THAT
SUBMITTING A PROJECT ANNOUNCEMENT OBLIGATES YOU TO HOST VOLUNTEERS – IT IS
NEARLY IMPOSSIBLE TO CANCEL PROGRAMS ONCE WE HAVE BEGUN VOLUNTEER PLACEMENTS IN
MARCH.
WORK: The Mount Holly Barn Preservation Association was founded
in 2005 to find ways to preserve local barns that are an important part of this
community’s cultural heritage and rural character. Volunteers will be transported to historic barns in the area to
clear the land around the buildings and assist with repairs and restoration. This is a hands-on learning experience
program that involves a lot of outdoor physical labor. Training will be provided. Bring good boots and warm clothes, since
nights can be cool. Informal evening and
weekend activities with the community are planned.
ACCOMMODATION: Volunteers will be housed in a
community building on the lake. Campers
should bring sleeping bags & pillows – mattresses provided. Showers available in local homes. Vegetarian meals available.
LANGUAGE: English.
LOCATION: Belmont is a beautiful, rural
community built around a lake in the Green Mountains of Vermont, and part of
the larger town of Mount Holly.
TERMINAL: Train, bus or plane to Rutland,
Vermont.
SPECIAL REQUIREMENTS: Volunteers must speak fluent
English.
PREPARING THE PROJECT INFORMATION SHEET
All volunteers enrolled
in your Project will receive a 1-2 page Project Information Sheet, which
provides all information necessary for the volunteers prior to their
departure. We must receive your Info
Sheet by April 1st. The information sheet tells volunteers how to
get to the Project and what to expect during the program. You should be as
specific and detailed as possible to ensure that your volunteers are motivated
for your work project. Please be sure the following information is provided:
ü Dates: These must be the same as in
your camp announcement. These are the arrival and departure dates for the
volunteers, NOT the date that they begin working. Be sure to give them a day to
rest up from their jetlag before working.
ü Work: Detailed information about
the work project. Include examples of the type of work that will be done, who
the volunteers will be working with, hours expected to work each day, and
information on how strenuous the work will be.
It is also helpful to give an overview of who will benefit from the
volunteers’ labor.
ü Location: Explicit information about
the location of your Project. Volunteers should know if they will be miles away
from a town or in the middle of the city. Give details of the surrounding area
and what there is to do.
ü Accommodations: Detailed information on
where the volunteers will be staying. Will there be beds or should they bring
sleeping mats? If volunteers will be camping this needs to be clear. Include
information on meals here. Will volunteers cook meals together, eat with the
community or have meals prepared? Are there any special diets that will be
followed? Will vegetarians be accommodated?
ü Required Items: List any items they will
need to bring such as sleeping bag, mattress pad, towels and any special
clothing or equipment needed.
ü Things to Bring: Pictures of home, musical
instruments, songs, items relating to study theme, etc.
ü Study Theme: If your camp will have a
study focus or theme describe it here and list ideas of how volunteers can
prepare themselves for it (reading suggestions, things to bring, etc).
ü Leisure: Describe any planned leisure
activities if they are confirmed. This helps the volunteers plan their time and
money. You can include information such as "Possibility to visit Chicago
on the weekend. Two hours by train, ticket $20 round trip" or
"beaches nearby, bring swimsuit." If volunteers need to bring
additional money for excursions please mention it here.
ü Address: Include the mailing address
(where volunteers can receive mail) and the camp address (the physical location
of the camp).
ü Contacts: VERY IMPORTANT! Names, addresses, telephone #’s and email addresses
of at least two people volunteers can contact upon arrival. Include hours
volunteers can call and be sure that there will be a live person at these
numbers during the times given. You should also indicate an emergency phone
number where volunteers can be reached during the camp if their family needs to
locate them.
ü Maps: Any graphics assisting
people to find the Project are useful.
ü Directions: Instructions on how to get
to your camp or meeting point. Include bus/train/airline telephone #'s,
schedules & fares where appropriate. Give options of different ways to
arrive.
ü Requests for Contact: Many volunteers will not
contact Project hosts in advance unless they are specifically asked to do
so. If you require volunteers to get in
touch before the arrival day, please make them aware of the necessity on the
info sheet.
Volunteers are here as part
of their vacation.
Make the information sheet
fun and plan some leisure activities!!!
Fund raising/budget
You
will need to begin raising money and donations a few months before the start of
your camp. It is difficult to provide an accurate
cost estimate for camps because they vary in size, projects, location, length,
etc. In the last 20 years VFP has coordinated over 500 Projects in 25 states.
The expenditures at these camps ranged from as little as $500 to as much as
$3500. The cost of a camp greatly
depends on the amount of “in-kind” support you receive from your local
community. If you call
VFP we can help you decide how much and what you will need. We also offer some
financial assistance to new hosts, with the expectation that this will help
them achieve self-sustainability for future camps. It is important that the local community contribute to the
program since they will be reaping the benefits. Some fundraising ideas are listed below:
· Make posters with photos
from previous camps. If there were any newspaper articles make copies. Ask us
for Newsletters or Directories to have on display.
· Remember that all
contributions (cash, items, services) are tax deductible. (VFP Federal Tax ID#
03-0282748) If contributors are more comfortable they can make checks payable
to VFP and we will cash them for you.
· Start early and plan on
contacting people several times. It works well to send a brief letter and then
follow with a telephone conversation or visit.
· Try to get on the local TV
or radio station and have an article in the local paper. Often Churches and
other organizations have a newsletter and would be happy to include information
on the Project. Be sure that there is an address to send contributions to and
mention that they are tax deductible. You can use our office address if you
like.
· The most difficult part of
fundraising events is ensuring that you will have a good turnout. Have the
dinner/benefit/raffle sponsored by a popular organization. Have it announced on
the radio. Put up lots of posters. Tell all your friends.
· Host a community dinner, barbecue, or dessert party with an
entry charge of $5 - $15 per person depending on what you will serve. You can
often get food contributed by local restaurants or stores. Alternatively you
can have friends, church members or others prepare a dish. If you hold this
event during the Project the volunteers can help with food preparation, set-up,
and entertainment and it is a great opportunity for them to meet the local
community.
· Raffles can be very successful. Get items, gift
certificates or services donated as prizes. (One prize can be a task that will
be done by the Project volunteers such as free lawn mowing or garden weeding.)
Sell tickets at a local Farmers’ Market, Craft Fair or other community event.
· Send letters to all local banks and large businesses asking
for a contribution. If you would like to print them on our letterhead just ask
and we will send you some.
· Bake Sales are fun and easy. Great to have during the Project,
the volunteers can make goodies and sell them.
· Have a car wash. A local school or group can support your
program by providing the labor. Have volunteers make the signs or help washing.
· Stand in a busy location and ask for dollar contributions.
You need to be forward but this really works. The disadvantage is you don’t
often have time to tell people about the program and raise awareness.
· Contact local organizations (Churches, Rotary, United Way,
Peace and Justice organizations, Environmental groups) that support projects
such as yours and ask for contributions or ideas.
· Hold a musical benefit by asking some local musicians to
donate their time to play. See if a local church or school will let you use
their space for the event. Have your bake sale or sell raffle tickets at the
event. Give out VFP newsletters and talk about the Project program.
· Apply for a grant to support your Project.
·
It is fun and acceptable to ask volunteers to help you with the
above fundraising projects and you will find they are good ways to build
community awareness.
·
Be sure to thank all donors. If a church donates their space,
offer the volunteers’ help with an upkeep project. It is nice if you take a
picture of the group and send it to all donors after the camp. Keep a list of
all donors so you can contact them in the future. Usually if they give once
they will again.
Leadership
Before the
start of the Project you must consider the leadership format you will employ,
and decide who in your organization will take on the necessary roles. The ideal Project has two leaders. One
should be a person from the local community or host organization who is familiar
with the work project. The other can be the work project leader, a community
member or in some cases a co-leader provided by VFP. (For more information about VFP co-leaders, see below).
Regardless of
who the second leader is, the Project must have one strong person who oversees
all aspects of the camp and works with the volunteers and work project
coordinators to insure the camp is successful.
This person will be the primary contact person for VFP. You
should have a general leadership structure in place before the volunteers
arrive, and plan to convey the “chain of command” to the volunteers during
their orientation to the project.
VFP co-LEADERS
If you are a first-time host or do not have other
potential co-leaders in your area, you may want to request a VFP co-leader for
your Project. VFP co-leaders are experienced volunteers who help bridge the gap
between the volunteers, your organization, and the community. VFP cannot
guarantee we will be able to find a co-leader for your camp, but we will
try.
The co-leader will contact you before the beginning of the camp. If
you can accommodate them, it is very helpful to have the co-leader arrive a few
days early in order to acclimate and help you prepare for the volunteers. The
more you can accomplish in the days before the camp to ensure that things will
run smoothly, the better the Project experience will be.
The co-leader will be the first person volunteers will turn to with questions so they should have information about local transportation, location of the Laundromat, leisure possibilities, etc. As host you may want to put together a list of important numbers and locations to give to the co-leader and volunteers. The amount of work for the co-leader varies with each camp depending on the host’s level of experience and on the volunteers themselves. In addition to facilitating communication during the camp, the co-leader helps ensure the work is completed and, at the same time, that the volunteers have as valuable an experience as possible.
The Co-Leader’s Manual can be found at the end of
this booklet. You should review it to
be sure that you are prepared for the volunteers, regardless of whether or not
you have requested a VFP co-leader.
Study theme
Projects
are not required to have a study theme but often the volunteers and community
members find a theme an added benefit. The study
theme creates a focus (environment, racism, disabilities, hunger, youth
policies, etc.) for volunteers and the local community to discuss in an
international environment. It is good if the study theme and work project are
related so the volunteers can get some hands-on experience in the area of study
while in the USA. It is important to remember that the Project is an
opportunity to learn, grow and share and is not a theoretical seminar. The idea is to motivate the participants to
study a certain theme and/or to get further involved after the camp when they
return home. The volunteers should not
be passive consumers but motivated to participate actively. The study theme can
be approached both formally (evening discussion groups, interpretive hikes,
visits to local social service organizations) and informally (questions during
a lunch break or evening chats). The Project host, work project leader, or
co-leader can organize discussions and encourage active participation from all
volunteers. In 2006, VFP joined in
international initiatives to promote intercultural learning in Projects. We have developed a GUIDE TO INTERCULTURAL
ACTIVITIES IN PROJECTS – Please feel free to request this if you would like to
consider adding this element to your Projects.
The guide is designed to allow any amount of time to be spent on the
subject, from two hours to several days, and we would welcome and encourage
your participation in our efforts.
Transportation
The
volunteers in your Project arrange their own transportation to the Project
meeting point. This may be the
accommodation site itself, if easily accessible, or another meeting point such
as a local bus or train station. It is
important for the host to plan in advance for the volunteers’ arrival, and be
sure to have a plan for the pickup of volunteers.
During
the Project the local host is responsible for providing transportation from the
accommodations to the worksite and back.
Transportation may also be needed for shopping and community activities.
Volunteers can use public transportation if available, but passes or tokens
should be provided. Projects of 8
volunteers or less can easily fit into two cars to travel. Hosts are not
required to arrange transportation to local sites or cities but help in this
area is greatly appreciated. Traveling with a group of international volunteers
can be a great time to exchange information, learn new songs, play games and have
fun.
PRE-CAMP PAPERWORK
VFP will send a packet of
pre-camp paperwork about one month before the start of the camp. It will include insurance forms, report
forms, and a list of volunteers currently registered. Please be aware that the enrollments often change prior to the
start of the camp due to cancellations or additional registrations. We will email an updated enrollment list to
you about one week before the start of the camp.
PRE-CAMP CHECKLIST
q
If you have a co-leader, when will he or she arrive? Is
your leadership plan in place so that everyone knows his or her roles and
responsibilities?
q
Do you have needed transportation to meet the volunteers
as they arrive?
q
Are you prepared to do the first food shopping, to
purchase bulk supplies, and pick up donations before the start of the camp?
Have some prepared food available for the volunteers' first meal.
q
Is the work project confirmed and all tools available?
q
Is transportation available to and from the work site?
q
Have you coordinated possible free time activities?
q
Do you have a study theme planned, and if so, any
necessary materials?
q
Is the housing clean and ready for volunteers?
q
You may want to have an article in community publications
announcing the program.
q
Review Project Organizer’s Manual and Co-Leader Manual.
q
Prepare a camp calendar indicating work days and free
time. This can be adjusted as necessary
throughout the camp.
q
Make a list of the information you need to convey to
volunteers during the first orientation meeting – for more details, see the
next section.
If you have organized the camp well by the time the
volunteers arrive a lot of your work is already completed and you should have
time to relax and grow from the experience!
III: During the Project
ORIENTATION
The success of a Project
depends a great deal on the quality of the orientation given to volunteers when
they first arrive. It is best to hold a
meeting the morning after the volunteers have arrived to be sure that everyone
is present and recovered from their travel.
Important topics to cover at the orientation are:
·
Introduction to the host organization and
staff members
·
Information about points of contact for
volunteers – who should they ask about accommodation problems, work concerns,
free time activities, food & shopping, etc?
·
Description of the work project and details of
how the volunteers’ labor will benefit the community
·
Any rules or procedures for the accommodation
– curfew, door locks, use of kitchen area, etc.
·
Overview of the camp schedule
·
Options for free time
·
Introductory games and ice-breakers to
introduce the volunteers to one another (see appendix B)
LEADERSHIP/CAMP MEETINGS
It is
important to be an active leader during the Project, keeping an eye on the
happiness of the volunteers and those they are working with. Be sure to check in with the volunteers,
co-leader and organization staff often.
Resolving small issues early on can prevent them from becoming serious
sources of displeasure.
The Project
host should set up a schedule for camp meetings. During the camp, meetings provide opportunities to talk about the
work project, discuss the study theme, address cultural and other issues, and
share information. The Project host and project leader should be present at
meetings when possible and should assist the co-leader in organizing and
facilitating study sessions. The meetings are a positive way for all involved
to celebrate their accomplishments and share ideas for improvements.
It is important to remember that you are working
with an international group and English may be difficult for many. If
volunteers from abroad cannot understand what is being said, they are unlikely
to take an interest. Volunteers may not be confident enough to ask others to
speak slowly, so it is important that everyone makes a real effort to keep the
discussion open and accessible to everyone.
During the Project,
the co-leader is a resource person who volunteers turn to when in need. The
co-leader is NOT the program leader and will need help from the Project
host. The
Project organizer should make an effort to call or visit the co-leader every
day to answer questions and see if there are problems. If possible stop by the camp during meal times to meet
with the group and have informal evaluations regarding the work project, free
time, social involvement and other activities.
Insurance & First Aid
All foreign volunteers in VFP projects must be
insured for accidents and injuries. VFP
arranges accident and health insurance for all foreign volunteers who
do not have their own coverage. VFP
covers the cost of this insurance for all short-term projects; hosts of
projects lasting more than 4 weeks may purchase coverage for volunteers through
VFP if they are not already covered by the host organization. VFP does not
cover American volunteers in US camps. Coverage
is designed to meet US Government mandates and is written by a Swiss company.
This is a policy designed exclusively for international Project volunteers. All
hosts can receive a copy of the coverage upon request. The cost of coverage is about $1.25 per
person per day. VFP requires that each host report the exact number of
volunteers that have arrived and for how long each person stayed. This
information is part of the Host Report form and is essential.
VFP will provide you with insurance forms before
your camp, which must be completed by examining physicians in order for an
insurance claim to be honored. Included with the forms is an information sheet
about filing a claim. Please read the information carefully and review it with
your co-leader when they arrive! Claims in excess of US $50.00 must be
documented within 24 hours by telephoning VFP (802/259-2759.) Leave a
message on our answering machine if you call after business hours. We must
report all injuries over $50.00 to our insurance underwriter within 48 hours or
they will not pay the claim! The doctor performing the examination for any
injury must complete the insurance form we send you. Be sure to keep all
receipts, photocopy them, and send the originals to VFP with the completed
insurance form.
An ounce of prevention is worth a pound of cure! At
the beginning of the Project, warn volunteers about the hazards of the work and
the importance of taking things slow. There
should be a first-aid kit handy at every work site for whatever injury that
might arise. Please review the
Health & Safety Tips below with your volunteers as needed. Remember that
most accidents happen when volunteers are tired or showing-off.
Project Health & Safety Tips
· Volunteers should wear
sensible clothes, suitable for the job. Ensure protective clothing is worn
whenever it is supplied.
· There should be proper
supervision and users should be instructed in the proper operation of tools and
machinery.
· Use as many people as
required to lift heavy objects. Lift with a straight back.
· Make sure volunteers don't
fool around on work sites, especially with or near the machinery.
· When working with vulnerable
groups (children, mentally handicapped people) make sure they are always
supervised.
· Be conscious of wires and
plugs; learn where to switch off mains at your worksite and accommodations.
· Make a mental note of
possible escape routes and location of fire extinguishers and show/tell
volunteers where they are. Smoking within the accommodation should be limited
to safe areas or discouraged entirely!
· Only properly maintained
vehicles should be used. Drivers must
be licensed, familiar with local regulations, competent and appropriately
insured.
· Be aware of the importance
of hygiene in preventing the spread of contagious illnesses. If a volunteer is ill rearrange sleeping
places to minimize the spread of infection.
· Be sure that you know about
any volunteers with particular health problems, who are taking any mediation or
who have allergies. Volunteers prone to any sort of seizures may not work in
places with machinery that could present a risk for them. Other volunteers
should know how to react in case of a seizure.
· Use universal precautions
when first aid is being carried out to prevent transmission of infectious
diseases. Wear disposable gloves when
treating cuts and cleaning up blood.
Clean up blood with a solution of 10% bleach and 90% H20.
· Ensure that there is an
adequate First Aid kit with a booklet on emergency care, such as how to treat
insect bites, burns, etc. List
emergency phone numbers and addresses in a convenient location. Be familiar
with the worksite and accommodation addresses and phone numbers to give to
emergency agencies. It is very helpful to know something about First Aid, if in
doubt always call for help.
· Observe basic hygiene rules
in food preparation areas:
o Food handlers should change
from work clothes and wash their hands before preparing food
o Do not smoke or allow animals
in food prep areas
o Keep raw and cooked meat on
separate surfaces and prepare with separate utensils
o Make sure food is cooked
thoroughly
o When cooking food ahead,
cool rapidly, then store safely
o Wash all fruits and
vegetables
o Do not store food on the
floor
o Wash dishes with hot water
and detergent
DRUGS &
ALCOHOL:
Keep
in mind that in the United States, consumption of alcohol by persons under the
age of 21 is illegal. It is also illegal for a person over 21 to provide
alcohol to someone underage. The legal and social consequences can be severe.
Know the law in your state. Be aware that over-indulgence may cause poor health
and risk-taking behavior. Be sure to make clear your rules about drinking,
smoking and other drug use. Drugs, except prescriptions and other medications,
are illegal in the United States.
SEXUAL ISSUES
IN PROJECTS:
Hosts
are encouraged to open a discussion early in the Project regarding awareness of
sexual issues. There are people coming together from many different backgrounds
and there may be some very different interpretations of casual physical contact
such as hugging or even a hand on a shoulder.
Some camps make an overt request that intimate relationships be avoided
as it can make the larger group dynamics more complicated and it can sometimes
interfere with group functioning. Some camps just make cautionary statements
about being aware of the larger group if romantic or other intense pairings
occur. Some Projects seem to take this type of relationship in stride.
DRIVING:
Your volunteers will need transportation
during the camp. They may need to drive to the worksite or a community event or
they may want to visit another area on the weekend. VFP encourages you to rely on Americans to drive
when possible. Only as a last resort should you ask a volunteer from a country where
they drive on the left side of the road to be the driver (UK, Hong Kong, etc).
When you have a large group riding together there are a lot of added
distractions for the driver so the person most familiar with the area, American
road signs, and reading English.
COMMUNITY RELATIONS
Remember, one
of the major goals of international Projects is intercultural exchange. Try to keep the community informed about the
volunteers’ efforts, and provide as many opportunities as possible for the
volunteers to interact with local people.
If you have time, remind the local press of the volunteers’ presence and
ask them to interview or photograph the volunteers. Arrange a community barbecue
or other event. Relax with the volunteers!
COMMUNICATION WITH VFP
It is very important to keep in touch with VFP during the Project if at
all possible. This is even more
important if you do not have a VFP co-leader on site. Please contact us by phone or email at least once during the Project,
to keep us up-to-date on the Project progress.
If you have any emergencies or issues that arise you can always call the
VFP office at (802) 259-2759. Our
answering machine is always on and is checked regularly outside of office
hours.
Volunteer dismissal
Despite the efforts, occasionally there is a
volunteer who just does not belong in a Project. This can be someone who
refuses to participate in the work project, repeatedly acts or speaks in an
offensive manor, or is just unhappy with the group situation. It could also be
a “couple” that only want to spend time together and do not mix with the group.
The host and volunteers should encourage this participant to be an active
volunteer. If this does not work the host has the right to ask a volunteer to
leave the camp. You must inform VFP
before you ask the volunteer to leave. It is helpful to the project and
other volunteers if this is discussed in a group setting so everyone
understands and is comfortable with the decision. In the rare instance of a volunteer whose behavior seems to pose
a risk to their safety or wellbeing, hosts should contact VFP to discuss the
best way of resolving the situation before requiring a volunteer to leave the
camp.
Sometimes a volunteer who has not registered through
VFP arrives at the start of the camp – in most cases, these are friends or
family members of legitimately registered volunteers. You are not obliged
to accept this volunteer. If you do accept them they must pay the Project
registration fee like all other volunteers. Information on this is included in
your summer hosting packet. Please contact VFP if an unregistered volunteer
arrives.
Publicity / Photographs
It’s great when a Project gets publicity in the
local or national press or on radio or TV. You are encouraged to stimulate this
by writing press releases, inviting media to events, etc. Please be sure any
publicity is as accurate as possible. We would like to have clippings of any
articles or photographs that appear in the press. If there is any publicity on
the radio or television, we would love to have a copy of the video or audio
portion. Be sure you have some extra newsletters to give to reporters and
encourage them to call our office if they would like more information about
VFP. If you call local media before the camp there is a good chance they
will do a story on your international group.
Please take pictures during your camp. We need good
photographs of Projects to illustrate our publications. You will find that they
are very useful in future fundraising efforts as well. Please send us a few
pictures of your volunteers at work or play. We would like to keep pictures and
newspaper articles for our scrapbook but if you would like yours returned just
ask.
IV: The End
of the Project
FINAL DAYS
The last few days of the project and what happen
afterward are almost as important as the beginning. We want all volunteers to
feel they have achieved something tangible and appreciate the lasting effects
of their work and the experience. There is a danger that the energy and
enthusiasm built up at the beginning can fritter away and the end is a bit
anti-climatic. It is good to plan a special event for the end of the
camp to celebrate your accomplishments.
The camp organizers, work leader, co-leader and any
interested community participants should set a time for a camp evaluation. Be
sure to thank the volunteers, remind them of the importance of the work they
have done, and encourage them to continue their work for international
understanding and peace.
Evaluation/Camp report
We will include a Project report form with the
packet of pre-camp information. The
co-leader, Project host, and project leader should work together on the camp
evaluation and Project report. The first page of the report provides a space to
list the number of days each volunteer was present. We must know how many volunteers arrived and how long they
stayed (for insurance purposes). You’ll
also be asked how successful the work project was, what level of fundraising
was achieved, suggestions for improvement, etc. Please let us know if you would like to have a Project in the
future, or not, and give us a few reasons for your decisions. Remember to send
pictures and include originals of any publicity with your report! The more
information we have the more we can assist you with future projects.
Questionnaires will also be sent to the volunteers
at the Project address. We use all comments to make improvements to future
programs. The volunteers will be responsible for filling out and returning
their evaluations to VFP, but please remind them of this responsibility before
the end of the camp.
On page 22 there are some
fun activities to help get feedback from your volunteers.
APPENDIX
A:
CO-LEADER'S
MANUAL QuestionsuSuggestionsuTasksuIdeas
INTRODUCTION
Thank you for assisting us by agreeing to co-lead a Project.
The following manual includes issues and ideas you should address before and
during the Project. This information is very detailed. The local host/Project organizer should
already have arranged most of the detailed requirements. They are
responsible for the camp - it is your job to facilitate the program, not to
arrange everything. In some cases certain items below will be completely
irrelevant due to the nature of the program. (Ex: The host organization may
already have a schedule for meals or a source for food.)
If the host is unprepared, disorganized or not able
to accommodate the volunteers, please contact VFP immediately and we will try
to assist you. Please remember that you
are our eyes and ears at the camp. You need to pass information on to us. We
use this information when deciding on future camps and when we work with hosts
to improve future projects. If there is anything we can do to improve your
experience or the experience of the group please ask us.
Role
of the Co-Leader
Being a co-leader means that you will assist the local host with
the logistics of the work project. This usually means that you will be their
main contact at the camp. You will be in charge of running the first few camp
meetings, helping to establish a cooking/shopping schedule, assisting with
free-time activities, etc. If the camp is well organized you will mostly help
facilitate communication within the group. If the camp is not well organized or
the work project does not meet the description, you can aid communication
between the volunteers, the work project leader and the community. A successful
co-leader arrives at their Project with a positive attitude, lots of energy,
ideas for fun group activities, and a spirit determined to make the program
successful.
Meet
the Local Host
Your first new acquaintances will be the local host and community members who have organized the project. Get to know them and the community. Ask them if they have traveled, why they wanted to host and international group, what their hobbies are, etc. This information will help you find ways the international volunteers and community can grow together.
You are the liaison between the host and volunteers. You need to establish good lines of communication and keep them open. Some hosts expect you to do a lot, others expect very little, so be sure you understand your role! You need to be willing and able to know when to step in, where and when you are needed, and when to step back and let others take the lead. You will have a large impact on the host's willingness to have another Project and on the volunteers' experiences. Don’t be afraid to ask questions!
Visit
the Accommodations (with the local host)
· What is the telephone number
for the caretaker or person in charge of the building?
· Where are the light switches
and outlets?
· Does the building need to be
locked when the volunteers aren't there? Where do they keep the key? Is there
an extra key?
· Will any other people/groups
be using the building while you are there?
· Is there anywhere volunteers
are not allowed to go or anything they cannot use?
· How do the dishwasher,
stove, coffee maker, or other automated machines in the kitchen work?
· Are there showers in the
building? If not, where are they and when do you have access?
· Is there a telephone for
emergencies? If not, where is the closest public telephone?
· Make a list of emergency
telephone numbers including ambulance, fire, and police and post it where all
can see. Be sure the location of your accommodation is also noted.
· How do you dispose of
garbage? Can you compost? What do you do with recyclables?
· Where is the First Aid Kit?
Is it missing any important supplies? Be sure that you bring it with you to the
work site if there is not one there.
· Little things, like keeping
public areas tidy, can help to increase trust and respect with the host and
volunteers.
Food
& Supplies
How will the shopping for the camp work? Sometimes the host likes to do all the shopping and arrange donations. Another option is to provide a certain amount of cash to volunteers to buy supplies. In this case, they should be informed about the budget and asked to purchase staple food items that will be used by the entire group.
You will need to work with the host and volunteers to be sure adequate food is available and to conserve funds. It is important that expenses stay within the host's budget. Make sure you understand how much the group can spend.
· You should always ask for a
receipt and return all receipts and accounting to the host.
· It is helpful to create a
list of volunteers’ suggestions for food purchases (you don't always have to
purchase the items depending on their cost and availability.)
· If the host has solicited
donations ask what they are and when they will arrive or if you will need to
arrange to pick them up.
Meet
the Work Leader & Visit the Work Site
· What time do they want the
vols to arrive in the morning and how long do they expect them to work?
· Do you need to bring lunch
with you to the work site? Is there refrigeration or a cooler you can use at
the worksite? Will community members prepare lunches? What is the work and break schedule?
· Are there enough jobs and
tools for the volunteers? It is often helpful to make a list of all tools
donated and where they came from so you can be sure nothing is lost.
· Does it look like there is
enough work to keep everyone busy? Has any needed preparation been completed?
Are there indoor projects in case of rain?
· Remind the work leader to
show volunteers the correct way to use tools and to cover safety techniques. A
work training and orientation session should be planned for the first workday.
If safety wear is needed be sure it is available and volunteers know when and
how to use it.
Preparing
for the Volunteers
· Be sure there is
someone at the telephone number that was listed on the Project information
sheet for the entire arrival day.
· Can you walk to the bus or
train station to greet volunteers? Will the host pick them up?
· You will need several pieces
of poster board and markers to make signs. It is nice to have a camp journal
and materials for volunteers to make collages or write their thoughts and
feelings about the program. Poster board or large pieces of paper are also helpful
during discussions and evaluation sessions.
· The Calendar - It is really
helpful if there is a BIG calendar on which you can put all planned activities.
You can easily make one on poster board. Be sure you have the first group
meeting with a list of any pre-arranged events and their times and locations.
Also list any birthdays that take place during the camp (the host has this
information on the volunteers’ registration forms).
· Cooking Schedule - Usually
the volunteers break into two or more cooking groups and prepare meals on a
rotating basis. Groups can consist of 2-5 people depending on the size of your
camp, the number of meals that you will prepare each day, and the work project.
If you choose to have only 2 volunteers cook each day you may decide as a group
that they can leave the work project early to prepare the meal. Prepare a
poster with the group numbers, but wait until the first group meeting to fill
in the names because you never know how many volunteers will show. (It usually
works well to have people count off (1,2,3,1,2,3) at the meeting and write
their names in the groups.) It is important to remind the volunteers that they
are responsible for planning the meal (they need to let you know in advance if
they will need special ingredients), preparing, and cleaning up. Usually one
group is in charge for the whole of each day.
Breakfast usually just involves putting out food and making coffee and
lunch is simple and may be made by each volunteer. Still, the group for the day
needs to do all dishes, put away leftovers and clean the kitchen.
· Cleaning Schedule - This is
an area where a lot of resentment occurs because everyone has a different level
of tolerance for clean or dirty areas. Yes, volunteers will need to clean the
bathrooms, sweep floors, mop, etc. You should decide at your group meeting how
to delegate these jobs. Sometimes the group cooking is also responsible for
cleaning. Other times you might be able
to assign a person or group to clean every few days. Alternatively, you can have a different volunteer responsible for
cleaning each day. It is important to be sure that the same person is not
always cleaning and to stress that the group must clean to a level all are
comfortable with.
The
Volunteers Arrive
Be aware that volunteers will probably be very tired
after their travel and their language abilities will be low at this point. Greet each one personally so that they know
you are the coordinator, and introduce them to the host if available. Find out if there are any special diets, religions,
sleeping or health requirements. Let volunteers relax and get acquainted with
their surroundings. Do not plan any additional activities close to arrival
time, as the volunteers will be very tired.
Be sure there is some food on hand that is easy to
prepare when volunteers arrive (sandwich meats, prepared lasagna, fruit, etc.)
Often volunteers arrive early in the morning or late at night. Sometimes people
from the local community will cook a few dishes that can easily be heated.
Prepare the first meal without the volunteers help. You may be able to get a
donation from a local restaurant, have community members prepare a potluck, or
purchase a ready-made dish.
Group
Orientation Meeting
Depending on the camp schedule and the volunteers’
arrival, this meeting can be held either the first evening or the next day (the
sooner the better). The host and work leaders should be present and participate
as much as possible. Feel free to delegate topics to them. It is important to
remember that many of your volunteers may have just arrived, have jet lag, not
yet be comfortable with their English, and may feel overwhelmed. It is good to
go over some of these topics at future meetings as needed. Some areas to cover are as follows:
· Introductions of the volunteers to each other and group icebreakers (suggestions in
Appendix B)
· Local host and community introductions. It is good to discuss
possible free time activities and have someone write them down so the group
knows their options.
· Work leader and project introductions. Be sure that the work
leader talks about the importance of the job, who will benefit, what types of
work the volunteers will be doing, where you will work, how long you will work,
etc.
· Telephone Calls - Volunteers should NOT have free access to the telephone. If
they want to make calls they should purchase a calling card. Be sure that your
volunteers understand this - we have had many hosts who neglected this issue
and were left with large telephone bills!
· Review Host or Project Rules, if any, and talk about the need to respect them.
Talk about local drinking and smoking ages. Decide on a quiet time for the
evening and talk about what time volunteers will need to get up.
· Meals/Cooking Schedule - Are there any vegetarians or people with special
dietary needs? Discuss the cooking groups and decide on meal times. Should the
volunteers preparing dinner be allowed to leave the work project early? How
many days in advance do you need to be notified about special ingredients that
are required?
· Insurance/Safety - Most accidents happen at the end of the day when volunteers are tired,
when people are showing off or participating in "risk taking"
behavior. All international volunteers are covered either by Project insurance
or host insurance. US volunteers are not covered by this insurance. Review any safety concerns particular to the
area or work project – e.g., unsafe areas of the city, transportation,
emergency numbers, etc.
· Recycling - Find out the local regulations and explain them to the volunteers. Be
sure all recyclables are washed!!! Making a poster to explain the system
sometimes helps.
· Calendar - Go over any planned activities on the calendar.
Additional
Co-Leader Tasks
· Information Center - You are the first person that volunteers will come
to with questions. Find out where the local grocery stores are located. Where
is the Laundromat, what are the hours, and how much does it cost? If you can
bring a basic cookbook or first aid manual they will be used. Where is the
closest telephone? Where can you buy calling cards? The more you know the
better.
· Daily meetings - It is good to have a meeting each day at a set time to review the work
project/progress, talk about upcoming activities, and address any issues that
may arise in the group. Have volunteers share what they like and dislike about
the work, living arrangements, food, and free-time activities. The Co-leader
does not have to lead each meeting if they don't want to. Sometimes it works
well to have a different person lead the meeting each time so everyone gets an
opportunity. You may want the host, work leader, or community members to attend
or lead some meetings. Keep your eyes and ears open, you may want to raise
issues that you know are brewing but no one is addressing.
· Study Theme - You may need to encourage volunteers and the host to have at least one
meeting where you talk about the theme of the camp and exchange information.
See if the host can invite local people who have experience or good ideas to
share. This can be very informal but is an important part of the Project. If
there is not a study theme you can decide as a group on a theme that interests
you and invite community members to come and explore it with you.
· Community Involvement - You can work with the host, work leader, and
community members to arrange activities. Make suggestions of things the
volunteers like to do. Some communities
are more receptive than others, but outreach is usually necessary to make the
connections. Usually you will find that people are curious and hospitable, once
you and the volunteers extend yourselves in a friendly way.
· Press Coverage - VFP wants to have as much press coverage as possible. Talk to the host
or work leader about getting a story in the local paper or on TV. Offer to help
call local reporters. Ask us for newsletters and other informational material
to help explain the Project philosophy.
Please be sure to get an extra copy of any articles to send to VFP for
our scrapbook!
· Safety - Keep your eyes open for safety hazards. Is the kitchen clean, all food
refrigerated, fruits & vegetables washed before use? Are volunteers wearing
proper shoes and clothes during the work project? Is safety gear being used? If
a volunteer becomes sick you may want to relieve them of their cooking duty. Be
sure to know if anyone in your camp has allergies and what you should do if
they have a reaction. (Their health information is listed on their registration
form.)
· Medical - You will need to be sure that the insurance forms are properly
completed and returned to VFP if any accident occurs. Forms and instructions have been sent to the host.
· Problem Volunteers - In rare cases there is a volunteer who just doesn't
belong in a Project environment. Usually the group will notice this and try to
understand the problem and resolve the issues. If all fails, the host does have
the right to ask the volunteer to leave the camp. VFP must be notified before this action is taken.
· Appreciation - It is nice for the volunteers to show their appreciation to the hosts,
work leaders, and community members at the end of the camp. Bring this up at
group meetings so the volunteers have time to think of ideas. (Suggestions:
Take a group picture and have copies made that all sign, make a collage with
notes from the volunteers, invite people to a thank-you dinner or dessert
party.)
· Project Feedback – VFP will send evaluation forms to the
volunteers and the Project host. As the co-leader, you should
remind everyone to complete these forms and return them on time. It may be helpful to organize some feedback
activities (suggestions follow) to help the host, volunteers and you to
understand the areas of the camp that were good and those which could be
improved. You may want to have two different feedback meetings, one where the
host and project leader are present and one where they are not. Volunteers may
feel more comfortable addressing issues if they are alone.
Ø Volunteer Reports: These will be sent directly to the volunteers at
the Project address. Encourage volunteers to fill
these out during the last 2 days of the camp. Please be sure that each
volunteer has completed a form and that the forms have all been sent back to
VFP. These are very useful to us when evaluating projects and making
improvements for the future.
Ø Host/Project Report –
VFP will also send the host organizer a report form to be completed at the end
of each Project session. Please help us to insure that it is completed and
returned. You can offer to assist the host in completing the report.
Ø
Co-Leader
Report - At the end of the Project you must complete a report on
your Project experience. It is important to give your personal feelings as well
as what the group thought about the project. An honest, critical assessment is
valuable to all concerned. It will not be helpful to the sponsor or us if
everything is "whitewashed".
The co-leader’s and host’s reports are the only official records of the Project,
and should give a clear picture of the situation from all angles. You should
try to assess the results of the Project and its effect on the community it was
trying to help and assess the experience of the volunteers. Information on your
relationship with the host is also very important.
Fun
Ways to Get Feedback
·
Up and Down:
One end of the room, playing field, or lawn indicates extremely good and the
other end extremely bad. Make a list of areas to evaluate (accommodation, work,
community involvement, study theme, cooking, etc). As you call out each category, the volunteers position themselves
in the room according to their opinion. Afterwards you can sit in a circle and
discuss the areas that were particularly good or bad.
·
Smiles and Frowns:
Take two large pieces of paper. Draw a large smiley face on one, and a frown on
the other. Have volunteers sit in a
circle and take turns naming one thing they felt was very positive and one
thing they would have improved. Write these items on the appropriate face.
After everyone has made a contribution you can talk about creative ways to
improve the project and ways to insure the positive aspects remain in the
future.
·
Dartboard:
Draw a large circle and divide it into segments, like a dartboard. Around the
outer edge write the areas you want to discuss. Volunteers place an
"X" for each aspect, near the center if it was good and near the outside
if it needed improvement. Again, you should talk about the results at the end.
Conflict
Resolution
You will probably have to address at least one
conflict during your camp. Conflicts are generally the result of
misunderstanding, lack of knowledge and lack of communication. From time to
time you should have evaluation sessions that allow an analysis of the
situation and often help uncover conflicts and possible ways to deal with them. (Evaluation ideas are listed in the
previous section.) If you or any camp
member doesn't like something, talk about it! Conflicts between any
individuals must be understood as problems for the whole camp and everyone can
help to solve them. As the leader you
need to be alert and watch for situations where frustration may be growing but
the volunteers aren't addressing it. You may need to make an effort to talk to
a volunteer alone and find out what is bothering them. You can also have a book
or a box where volunteers can put concerns/questions/interests to be discussed
at the next meeting.
Conflicts that frequently develop in camps:
·
Prejudices against different
nationalities - These are especially hard to deal with because
nobody is willing to confess that she/he is prejudiced and would rather discuss
this on a "theoretical" level. (Ex: "I cannot talk with this
person because I don't understand her/his language well enough.") It is the aim of international Projects to
overcome such prejudices. This can only be achieved through intense
communication on a basis of common interests.
·
Outsiders -
Occasionally there will be members of a Project who just don't fit in to the
group and remain either alone or as a smaller, isolated group. It could be a
language problem. It could be a personality issue. It could be an age difference. You should try to bring them into the group
if possible. You could try to have them work with 1 or 2 other people during
the day, effectively reducing the size of the group for a short time. Other
times it is best to just let them be on their own. Perhaps there are tasks that
need to be done that are suitable for one or two people.
·
Language Barriers -
You may have some volunteers who speak little or no English. Is there another
volunteer who can speak her/his language and interpret? Try non-verbal
activities (games, sport, music, pantomime) and point out and demonstrate as
much as possible when explaining work and other activities.
·
Age Difference -
A pronounced age discrepancy may lead to problems in the camp. Most volunteers
in any given Project are between 18-30. Sometimes there will be volunteers in
their late 30's, or 40's or 50's, etc. Make every effort to include them in all
of the activities of the camp, and even look to them for insight and advice,
when appropriate.
·
Different Energy Levels -
Frustrations can occur when volunteers feel that they are not all participating
equally in the work project. Some people need more breaks than others, some
want to work longer, others need to know why their task is important and focus
more on the education and information exchange. These issues need to be
addressed before resentment arises. Sometimes you can delegate work projects to
meet individual needs, other times the group may have to firmly ask for more
cooperation from a volunteer. Be flexible and try to see both sides. Allow
volunteers personal space when needed.
·
Differing Opinions -
You are living and working with a very diverse group. Issues may arise based on
different customs, religions, morals, gender roles and political opinions.
Talking is the key to understanding.
·
Frustration with the Work -
A lack of work or work-related frustrations will have a negative impact on all
other aspects of the camp.
Occasionally, the reality of the work does not meet with the volunteers’
expectations, or there is not enough work, or the schedule is not well
prepared/supervised by the sponsor.
These situations may be avoided by clear and precise agreements with the
host and work project leader either before or during the Project. If projects need to be altered at any time
the work leader must explain why and be sure that the new work is needed and as
fulfilling as possible.
APPENDIX
B:
Icebreakers
& Group Games
1) Names:
Volunteers introduce themselves one after the other, connecting their
names to a gesture, movement, characteristic, animal or object name. Players
then repeat the preceding players' names & _____ in succession and add
their own at the end. Examples: Susie
Sunshine, Hugo Hamster, Wendy (wave).
Some players may use a movement, gesture or mime after their name
instead of a word.
2) Introductions: Volunteers pair off, preferably with someone from a different
country. The pairs ask each other questions (where do you live, do you have
brothers/sisters, what is your favorite food…) for about 5 minutes. Then the
volunteers come back together and then introduce the person they just talked
with to the group.
3) Hot Potato: Find a ball, potato, apple
or other object. Volunteers sit/stand in a circle. The person with the potato
names a place and then throws the potato to a person from that place. You can
start with general places like Europe and as you learn where people are from
move to more concrete places like France or Lyon. This game can be played with
other categories, such as saying a person's name, favorite food, eye color,
etc. As you get to know each other the
game becomes more fun and more difficult.
4) Knot Game: Players stand in a circle,
shoulder to shoulder, with their eyes closed and hands stretched out towards
the center of the circle. Each person tries to find two unknown hands (from two
different people, not your neighbor). Then players open their eyes and try to
disentangle themselves, without letting go of each other's hands. This can take time and patience, but it is a
great exercise in teamwork and communication!
5) Stacking Chairs: Everyone stands in a line,
one behind the other, with the smallest person in front and tallest in back. On
the count of 3, the tallest person sits down on a chair while everyone else
sits down on the legs of the person behind. If you succeed, try to get up again
on the count of 3. To make it more difficult, do it in a circle, with no chair.
6) Circle of Trust: Stand in a circle shoulder
to shoulder. One person stands in the
middle of the circle, with their eyes closed, and swings back and forth. He/she is caught by the other people who
reach out from the circle and pass him/her on.
(If you have a large group, you may need to split into 2-3 groups to
ensure the appropriate size circle).
7) Charades: It is good to have a theme
each time you play this game or it tends to get too hard. One possibility is to
have everyone contribute two names of public figures. Each volunteer writes the names on scraps of paper which are
collected in a basket or hat. One
volunteer starts by picking a name and acting, drawing or giving clues until
another volunteer guesses the person. The person who guesses goes next. If a
volunteer doesn't know who a person is just put that piece back in the basket
and pick another. You will get names from Margaret Thatcher to Donald Duck to
Superman to Bob Dylan.
APPENDIX
C:
Additional
reading list
Before the Project begins VFP will send you a list
with the volunteers names, sex/age, and countries they are coming from. You may
find it helpful to pick up an international newspaper or look on the Internet
for interesting events that may be taking place in the countries you have
represented. Our board members also suggest the following books. Please let us
know if you have additions to this list.
Experiential
Activities for Intercultural Learning, edited by H. Ned Seelye (vol. 1 of a
series.) Intercultural Press, 1996.
Developing
Intercultural Awareness: A Cross-Cultural Training Handbook, by L. Robert Kohls and John
M. Knight. Intercultural Press, 1994.
Cooperative
Sports and Games Book, by T. Orlick. Pantheon Books, 1982.
Barnga: A
Simulation Game on Cultural Clashes, by Sivasailam Thiagarajan and Barbara
Steinwachs. Intercultural Press, 1989.
The Art of
Crossing Cultures, by Craig Storti. Intercultural Press, 1990.
Cross-Cultural
Dialogues: 74 Brief Encounters with Cultural Difference, by Craig Storti.
Intercultural Press, 1994.
People
Skills, by
Robert Bolton. Simon & Schuster, 1986.
How to Win
Friends and Influence People, by Dale Carnegie.
Intercultural
Press has a catalogue and you can order on approval. Tel: 207/846-5168;
Website: www.interculturalpress.com
Intercultural
Learning T-Kit, Council of Europe 2005, www.training-youth.net
VFP
Guide to Intercultural Activities in Projects, Available in 2007 – please
ask for details.