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.