Guidelines for Hosting Volunteers In MissionThe following Guidelines were created by the participants of the International Conference on Sending and Hosting Volunteers, Oklahoma City, Oklahoma, U.S.A., November 1988. The concluding words of the introduction set the stage for serving as a volunteer. These are the words of Martin Luther King, Jr. "Everyone can be great because everyone can serve. You don't have to have a college degree to serve. You don't even have to make your subject and your verb agree... You only need a heart full of grace... a soul generated by love."

As you review these Hosting Guidelines, keep in mind that they were developed in an ideal setting. You may wish to inquire of the Host Country if they have a copy of these Guidelines and it not, please copy and send them a copy. In addition, it would be advisable to enter into a dialog by which these guidelines become the basis for an understanding between you (the Sending Team or Country) and the Hosting Country. Our prayers are with you as you proceed to be in partnership and in mission.

Before Requesting Volunteer Teams:

• Identify needs (perhaps with the help from GBGM)

• Complete a Project Profile sheet or clearly define project needs and objectives to submit though appropriate Methodist Church officials for prioritization
• Attach photographs of project - where possible
• Include project / design specifications if applicable (approved by the church / community and any necessary professionals
• Verify that local Church/community is committed to continuing this ministry/project and to receive and welcome volunteer mission teams
• Verify that it will be locally maintained and insured with continued funding by local or national church
• Set specifications and direct the project technically
• Recommend project(s) to committee
• Forward all approved Projects to Church leadership for posting or distribution

• Communication
• Promote project through church (locally, regionally (by Circuit), nationally)
• Invite Volunteer In Mission leaders to visit project site and share how projects fit into the overall vision of the Host Church
• Develop plan for communicating with team leader (including updates regarding project status)
• Clarify best means of communication (Phone, FAX, E-mail)
• Keep a list of individuals willing to interpret for teams as needed
• Decide how to schedule teams
• Accept only number of teams that can ne adequately hosted and determine the number of team members per team. Things to consider - scope of project, age of team members and skills needed
• Housing availability (depends on season and suitability for particular project implementation)
• No more than one team per time period
• Assess availability of construction materials
• Host has permission to say "no" to sending team
• Plan for adequate accommodations
• Meals / lodging
• On-site coordinators
• Local travel accommodations
• Adequate Hospital and medical services to accommodate mission
• Identify what tools team will need (suggest a "tool bank" of tools for volunteers to use when they come on mission)
• Prepare an anticipated budget
• Project expenses (itemize in stages for multi-team completion)
• Itemize team expenses (i.e. lodging, food, in-country transportation, coordinating fee, cultural expenses, labor costs, interpreters, cooks, day laborers, guards, etc.)
• Account for inflation, exchange rates and any anticipated loan expenses

9 - 12 Months before Team Arrives

• Maintain clear communications with team leader or designated contact person regarding:



• Project details
• Maximum acceptable number of team members
• Nature of work and anticipated tools/skills needed
• Mutually agreed upon dates and expectations
• Define goals regarding relationships and experiences with incoming teams
• Encourage team leader to "pre-site" the project
• Method(s) of funding and accounting for monies sent

• Accommodations
• Provide letter of formal invitation from sponsoring entity for Customs requirements
• Local contact person and telephone numbers
• Person to meet team
• Need or availability of interpreter
• Items to bring (sleeping bags, sheets, towels, toiletries, Bibles, etc.)
• Preparation of meals by Host or by Team
• Grocery shopping done by Host or by Team
• Availability of suitable drinking water and cost of bottled water
• Weather
• Type of housing available

• Team
• State clearly expectations for team and team leader
• Advise team leader of necessary medical insurance and immunizations
• Require legal documents (Passport - and copies, Visas, Work Permits, verification of professional credentials - i.e. Physicians and/or Nurses Licenses
• Location and numbers of Embassy & Consulate
• Sensitivities to religion, culture and local customs (i.e. alcohol, drugs, smoking, dress, behavior, gestures and mores)
• Other useful translated phrases (i.e. praise and worship phrases)
• History of area and project
• Local regulations with respect to motor vehicles (insurance, drivers license)
• Address of project and phone numbers of key local leaders
• Advise team leader of (expected) costs
• Request that funds for materials be sent in advance & state necessary dates that the funds must arrive in the host country to clear bank accounts to be available for use

3 - 4 Months Before Team Arrives

• Inform team leader of local coordinator that will host team
• Inform local construction coordinator that the team will arrive and establish the guidelines that the team members will work under
• Determine what "in kind" labor costs will be reduced from the contractor's estimate for any volunteer labor used during the construction process
• Advise team regarding the purpose of the visit in the host country - (Tourist - or Missionary)

1 - 2 Months Before Team Arrives

• Recruit support team of volunteers from local church for specific host tasks (i.e. liaison for specific issues that may arise)

1 - 2 Months Before Team Arrives - Contd.

• Determine if local church volunteers are available to assist the team members during any construction projects and if any stipends may need to be made

• Prepare host volunteers to cultural sensitivity regarding in-coming team
• May include team building for hosting volunteers
• Determine appropriate offering of gifts
• Know demographics and names of in-coming team members
• Inquire about dietary needs (allergies, medical conditions, personal medications, etc.)
• Personal information (gender, traveling with spouse, age, skills, talents and hobbies)
• Finalize and confirm arrangements
• Methods of currency exchange
• Tools needed or provided
• Lodging and meals - to include all related expenses
• Transportation expenses
• Transportation or plans to receive team and time of arrival
• Review expectations with team leader
• Request list of items to be cleared at Customs and inform team of potential costs or problems
• Prepare work site/ministry
• Ensure that all materials are on site or arranged to be purchased to be on site when the team arrives
• Ensure that materials have been purchased to complete "pre-team" arrival expectations
• Ensure that "pre-team" construction or is on schedule to be completed prior to team arrival
• Confirm what work is to be done
• Prepare to be flexible and identify back-up host
• Identify a remote location (if necessary) or team lodging and meals
• Identify a substitute project that may be available that meets the same criteria as the original mission project
• Determine what church volunteers are available to host the team in a "non-construction" project if the project is delayed
• Determine what will be done if weather prevents the team from working

When Team Arrives