Volunteers For Peace provides opportunities for people from diverse cultural backgrounds, who have a variety of social and political viewpoints, to live and work together. Through tangible work projects, and the challenges of a group living situation, volunteers can create a more positive and hopeful vision of themselves, their world, and future. Projects are an environment where the power of love and friendship can transform prejudice. Through people living and working together at an international project, the seeds of a brighter future for our planet are sown. Projects feature people-to-people peace work, self-knowledge and a fun-filled challenge performing constructive work.

Group Decision Making

Decisions at Projects should be reached in a democratic manner, preferably by consensus, where everyone consents to a given decision. Respect for the opinions of everyone in the group is essential. Efforts should be made to create an environment for creative dialogue.

Schedule & Number of Volunteers

Generally speaking, Projects are scheduled for any two to three week period from July 1 through October 15th, preferably after July 4. We have had Projects that run from 6-8 weeks, and we have hosts who organize two or three Projects in one summer. As a Project host, it is really your choice. You should design the Project to meet the unique needs of your community. Keep in mind that being responsible for a group of international volunteers will require quite a bit of energy, organization and planning on your part. VFP is always willing to answer any questions you may have and offer any support that we can, to insure that your Project will be a successful and positive experience for you and your volunteers. VFP will provide you with international and American volunteers for any project requiring six volunteers or more. Most of our Projects consist of six to twelve volunteers. If you only have enough work to keep 8 volunteers busy be sure not to ask for 10. Volunteers like to feel useful and often complain if there is not enough for them to do.

A Work Project

Volunteers aid in the cleanup of a zoological garden at the Praha Zoo in the Czech Republic. Photo Credit: M. Gerzon

A lot of thought should be given to this. These young people are eager to make some visible change in your community- one that will leave them with a sense of accomplishment. Work should be of real value to the community with distinct objectives to be achieved. The work should not be "make work", nor should it displace jobs that would otherwise be available to American workers. It can be of any type: manual, social, clerical, or organizational. For example, Projecters have cleaned, painted, landscaped and/or done simple carpentry on facilities of not-for-profit and public organizations. Also, they have cleaned-up, cleared, and expanded public beaches, bike paths, cross-country ski trails, and helped to organize and supervise recreational programs for disadvantaged urban youth. They can work with children in day-camps, or with elderly community members who need assistance. In general, however they can help meet the needs of your community! It is important to remember that an enthusiastic group of volunteers may get through manual work projects more quickly than expected. Also, if the work calls for any special skills, advice and supervision should be made available. Here are some questions to consider: What equipment, tools, and materials will be needed? Is there work of enough types to occupy the volunteers? How will the volunteers get to the work site/s? Are local people likely to be involved in the project/s? If so, in what ways? What kind of supervision/guidance will be needed at the work project/s?

Housing/Accommodations

As a general rule, simple accommodation is sufficient but it should be dry, clean and warm. This can be a barn, church basement, community center, school, tents or a house. One of the prime motivations for many volunteers is the chance to interact with their fellow volunteers from different cultures as well as your community. For that reason, the housing should allow for the volunteers to live together rather than to be spread out in the community. A physical space where the volunteers can gather for group meetings is essential to the development of the Project's unity. Toilets, washing facilities, hot water and a sleeping area must be made available. Volunteers will bring sleeping bags, and if beds are not provided you can ask them to bring mattress pads. Sometimes tents can be used for sleeping in. The volunteers will be responsible for cleaning the facility themselves, on a rotating basis. A safe place for volunteer's valuables should also be considered.

Food, Kitchen, Utensils & Dining Area

Hosts are responsible for providing food for the volunteers. In most Projects the host purchases the food (with the help of the volunteers) and the volunteers prepare meals for themselves on a rotating basis. Costs can be dramatically cut by asking your community for garden surplus and local merchants/wholesalers for foodstuffs at cost or 10% over cost. Buy in bulk when possible. A place where volunteers can cook and store food must be provided. Pots, pans, plates, cups, knives, spoons etc., can usually be procured from community attics and cellars. Meals, particularly dinner, are an important opportunity for the volunteers to meet as a whole. Time should be set aside after dinner everyday for open discussion on how the Project is progressing. Daily feedback is essential for group cohesion. For this reason, a lot of thought should be given to the dining area.

Leadership

The Project should have one - two co-leaders, depending on the size of the camp. It is best if one co-leader is provided by the host organization and is someone who is very familiar with your community. This co-leader acts as a liaison between the other volunteers and the community. He/she familiarizes the volunteers with the location, work project, living, cooking and food arrangements as well as the key community people involved with the Project. Typically, the people who have taken the initiative to host the Project select the co-leaders. If this is not possible, VFP can try to recruit a co-leader to help with the day to day coordination of activities. Co-leaders plan the logistics of the Project's cooking, cleaning, working, and living together as a team. They help to motivate the volunteers and to keep the group cohesive.

Insurance

VFP arranges accident and health insurance for all foreign volunteers (including co-leaders). VFP does NOT cover American or Canadian volunteers in your camp, they are expected to provide their own health insurance. Coverages are designed to meet US Government mandates and are written by a Swiss company. Hosts can receive copies of the coverage upon request. This is a policy designed exclusively for International Project volunteers. The cost of this coverage varies with the international market value of the US Dollar and is now roughly $1.50 per person per day, which VFP will cover.

Transportation

The volunteers in your Project will be arranging their own transportation to the Project, according to the instructions in your information sheet. During the Project, the host will be responsible for providing transportation from the location of the accommodation to the worksite, and back, every day. If the Project is in an urban area where the volunteers will be able to use public transportation to the worksite, the host will be responsible for providing tokens, passes or a stipend to pay for the bus or subway.

Study Theme (Optional)

Some Projects provide a combination of work and study. A study component is a way to encourage focused discussion on particular issues of concern, and best utilize the Project gathering to promote international dialogue. The frequency of discussion is flexible, but every day tends to be too much. Instead, two or three afternoons, evenings, or rainy days can be used to invite a resource person from the community to introduce a topic for discussion. You may also want volunteers to prepare a presentation for your community. Informal discussions after a pot-luck supper at someone's home are a good idea as well. Be sure to include the study theme in your program announcement.

Recreation/Entertainment/Community Contact

This does not have to be elaborate, but access to a local ball field, swimming or wooded area is advisable. Social events, such as pot-luck dinners, music, hikes, dances or games can generate public participation and may also be helpful with fundraising. Volunteers should also have the opportunity to organize their own free-time excursions as well.

Publicity

In order for the concept of voluntary service projects to spread in the United States, it is important to awaken local interest and broaden the base of support. We encourage you to stimulate publicity about your Project in the local and regional press. Our experience has been that local media are more interested in a group of international volunteers in your community than they would be in a group of local volunteers. Projects make good news--volunteers have appeared on many radio and TV talk shows. If you contact the media prior to your Project, the chances are better that they will find time to do a story or video on your Project. Once the Project begins, volunteers can be elected to pursue media contacts, arrange for interviews, visits, etc.

Safety

All Project hosts are responsible for the general safety of all volunteers during the program. If tools and equipment will be used, adequate instruction must be given to the participants. Nobody should be allowed to drive a vehicle without being supervised first. Safety equipment such as gloves, hats and eye glasses must be provided depending upon the nature of the work. First aid materials should be available in the kitchen facilities as well as at the work site.

Important Deadlines

Now that you have the general idea of what hosting a Project entails, below are the deadlines that you will have to meet in order to set the process in motion and ensure a successful program.

Program Announcement-February 1st - The host organization must submit a short summary of the work project. This can be around 100 words. It must include a profile of your location, organization and community; the type and purpose of the work volunteers will be doing; the study or discussion theme(s), if any; the dates of the Project (the first day of the Project should be the day that you want volunteers to arrive, not necessarily the first day of work) and the number of volunteers you are requesting. Please use the VFP "Directory" as a guide. Remember that you are writing this to attract volunteers. Be clear about your expectations. You should also be clear about any special information the volunteers should know beforehand, such as any religious affiliation of your community, and any rules governing use of alcohol, smoking, behavioral expectations, safety issues, etc. VFP staff can help you prepare your Project announcement.

Information Sheet-April 1st - A one page, typed information sheet must be submitted to VFP by APRIL 1st.We would prefer to receive this by email, so that we can avoid any errors in retyping it and so that it can easily be emailed to volunteers. The information sheet will aid the volunteers in locating your Project and inform them of any changes or updates in the program. Summer timetables and fares of bus/train/air routes from the nearest major city should be included as appropriate. Include items you would like the volunteers to bring i.e., materials about conditions in their country(posters, pins, articles, etc.), musical instruments, songs, recipes, or specific work clothing such as gloves or boots. Include contact phone numbers that volunteers can call during the day and night, the Project address and a mailing address where volunteers can receive mail during the Project. VFP will send you a sample information sheet to be used as a guide. Maps (local & regional where appropriate) and all text should be in black & white to facilitate duplication.

Project Report-September 15th - By September 15th, (or one month after the end of your Project) it is mandatory that VFP receive an evaluation from the Project host to help us assess the various dimensions of the Project and to better advise people who want to host Projects in the future. Hosts will be sent a short report form to be filled out by the Project organizers. This report need not be lengthy or elaborate, but address the successes and failures of the Project in a straightforward manner. We need your honest feedback. We also need you to have the volunteers complete a VFP volunteer questionnaire so that we can get their feedback about their experiences. We need the above items in order to file our own reports to our members and to generally improve the program. Also, would appreciate receiving original copies of any press coverage on your Project or any copies of photos from the Project. We may use your photo in our newsletter. If we do, you will receive $25 for each photo used.

Costs of Hosting a Project

It is difficult to give exact figures on Project costs because Projects vary in size, projects, location, etc. VFP charges no fees to the host organization for recruiting volunteers. Over the last 25 years, VFP has coordinated over 700 Projects in 25 states. The average expenditure was $1500 (+/-). The range was $600 to $4000. It really depends on the size, location, and amount of in-kind community support your project generates. Garden surplus, donated transportation and housing can dramatically lower the cost of hosting your Project. The cost of a camp greatly depends on the amount of "in-kind" support you receive from your local community. You can find information and ideas on how to raise money for your camp in our Project Organizers Manual which is available from VFP.

Checklist for a Successful Project

This checklist has been created by the Board of Directors of Volunteers For Peace, based on our many years of experience organizing, hosting, leading and participating in International Projects. This list is intended as a series of suggestions and ideas, not a set of laws carved in stone! We recognize that every Project situation is different and that some of these ideas may not apply to your particular camp. If you have some suggestions to add to this list, please let us know!

Pre-Camp Planning

Write a great information sheet for VFP, which has detailed information on how to get to the camp by plane, train, bus, etc. from the nearest city. Try to include prices of transportation if possible. Include contact phone numbers for volunteers to call with questions, let them know if calls are local or long-distance.

Make sure everyone who will be involved with the Project in some way knows well in advance and can plan on participation with the volunteers.

Inform the local community that you intend to have international volunteers. Let them know that donated time, food, money, etc. is always welcome (or needed, as the case may be).

Put together ideas for post-work and weekend fun. Take into account that you may have many volunteers who are under 21 years of age.

Make sure that your plans for housing, work and transportation are solid, including contingency plans just in case something happens at the last minute or problems arise during the camp.

Get ready to meet your volunteers!

Beginning of The Project

Your information sheet (the great one you wrote for VFP) included the day that volunteers are supposed to arrive. Be prepared for volunteers who show up a few days early or late, with too much luggage, or perhaps without any!

When all the volunteers are at the camp, have an introduction day. Get people to talk, play introduction games, tell them about the community they are working for, etc.-Set the rules for the volunteers, and stick to them! (I.E. No abusive behavior, no underage drinking, everyone does their share of the cooking and cleaning, everyone is expected to be punctual etc.)

Try to get everyone to use English as the working language of the camp. If volunteers begin to split into separate language groups, it could damage the cohesiveness of the group. Open, timely communication between the host, co-leader and volunteers is crucial to a successful Project experience.

Work with the volunteers to create a schedule of who cooks and cleans. Be sure that every name is included. Do not accept the excuse "I'm not a good cook." If possible, group should have all meals together. Also try to schedule in times for shopping and laundry.

Make sure that work is scheduled, especially for the first week and that vols. start work ON TIME!

Mid Camp Possibilities

Have work or activities planned for rainy days, or days that are too hot, or if volunteers accomplish more than expected.

Have a group meeting after the first week to get feedback from the volunteers. How do they feel? What do they think is good or bad about the camp so far? Suggestions for improvement? Offer suggestions yourself. Be honest and fair!

Don't let volunteers take advantage or expect unreasonable things. It's okay to say No! Remind volunteers (if necessary) that they are not in a Project to have a "cheap vacation".

End of Camp

Have a party to thank the volunteers for all the great work they did. Get feedback on what they thought of the camp, how it could be improved in the future, etc.

Have a meeting a few days before the end of the camp to coordinate everyone's departure. Put together a list of all the names and addresses of the people in the camp so they can stay in touch if they want.

Have transportation arranged to take volunteers to airport, bus station etc.

Wave good-bye, promise to keep in touch, reflect on what a positive experience it has been...and then start planning for next year!

If you would like a paper copy of VFP's Project Organizers Manual or VFP newsletters to circulate in your community, simply e-mail: incoming@vfp.org.

Project Organizer's Manual

Please download a copy of our Project Organizer's Manual, updated September, 2006.

Volunteers for Peace, Inc., 1034 Tiffany Road, Belmont, Vermont 05730-0202, USA
Telephone: 802-259-2759 | Fax: 802-259-2922 | E-Mail: vfp@vfp.org