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.