This document is provided as a service of the Mission Volunteers Program Area of the
General Board of Global Ministries
The United Methodist Church

You may copy and distribute this document to interested persons.

United Methodist Volunteers in Mission
Guidelines For Sending and Hosting Volunteers

Created by the
International Conference On Sending and Hosting Volunteers
Oklahoma City, November 1998


Why we are Volunteers in Mission

The understanding that "we are called" and "we are sent" is at the foundation of our faith.  The scriptures are full of stories of persons who responded to a call and were sent on mission for God.   Abraham and Sarah, our parents in the faith, met God in the desert and entered into a covenant that from that moment claimed a people dedicated to God's mission.  Miriam heard the call and was sent to care for her baby brother.  Moses heard the call coming from a bush that was burning but not consumed and was sent to lead his people out of captivity.  Isaiah had a vision of God in the Temple and heard the voice of the Lord saying "Whom shall I send, and who will go for us?"; and Isaiah answered "Here am I, send me!" (Isaiah 6:1-8)

Jesus spent his ministry calling persons and sending them on God's mission (Andrew and Peter, the sons of Zebedee, Mary and Martha and Lazarus, the woman at the well, the paralyzed man by the pool, Zacchaeus in the tree, etc.)   Jesus understood himself to be called and sent when he announced to his hometown synagogue in Nazareth that "the Spirit of the Lord is upon me, because he has anointed me to bring good news to the poor.  He has sent me to proclaim release to the captives and recovery of sight to the blind, to let the oppressed go free, to proclaim the year of the Lord's favor." (Luke 4:18-19)

Jesus summed up the Christian lifestyle in a simple formula - "Love the Lord your God with all you heart, and with all your soul, and with all your mind, and with all your strength" and "Love your neighbor as yourself" (Mark 12:30) When asked by a lawyer to explain who was his neighbor Jesus told the story of the good Samaritan.  The Samaritan was a good neighbor because he had compassion and was able to cross culture and religious boundaries to help someone who was obviously hurting and in need of help.  And then Jesus said, "Go and do likewise!" (Luke 10:25-37)

The New Testament instructs those who would be followers of Jesus to feed the hungry, clothe the naked, give shelter to the homeless, heal the sick, care for the widows, and nurture the children.  We are told that Jesus came in order that we might be able to tear down walls of hostility that divide and to build bridges of understanding.  We are called, wherever we are in the world, to love all of God's creation and to demonstrate that love with action.

Therefore, putting our faith into action is at the very heart of our Christian calling and not just something that we do in our spare time after we have reached our personal goals.  Through volunteers in mission every person in the church as the opportunity to serve and to live their calling and their lives more faithfully.  And when we reach out in this way, using what God has given us in the service of others, we have "life-transforming" experiences.

The gift of hospitality is another recurring theme running throughout the scriptures.  In the Hebrew Scriptures giving shelter to the traveler, helping the sojourner in our midst, and sharing with each other in what God expects.  Jesus introduces us to a God of grace who offers unconditional hospitality to all who will come.  Provisions are made for all, with a special place reserved for those who are among the marginalized.  We are instructed in the Book of Hebrews, "Let mutual love continue.  Do not neglect to show hospitality to strangers, for by doing that some have entertained angels without knowing it."  (Hebrews 13:1-2)

Our neighborhood has expanded.  Today we are a global neighborhood and our neighbors are everywhere.  There is no place on this planet where we are not called to go if there is a need.  There is no place on this planet where we do not have the opportunity to receive those who understand themselves to have been sent.  We have discovered that when those of us from more affluent countries and congregations work alongside those who are poor or oppressed, we are blessed in profound ways.  As we move into different cultures and experience the reality of other contexts, we begin to live our lives with greater sensitivity, understanding, and compassion.  This kind of living and understanding can be life energizing and church energizing.

In 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."

We all are called, we all are sent, we all are to offer the gift of hospitality to others.

Guidelines for Sending Volunteers In Mission


Preparing to Send Volunteer Teams

  • Educate and raise awareness for mission
  • Have volunteers who have gone before share information and enthusiasm
  • Utilize Jurisdictional / Conference media and human resources (Identify persons who have been team leaders to the area selected)
  • Build on Mission Study program
  • Contact District/Conference/Jurisdictional Coordinators for project lists and assistance
  • Use available Project Profile sheets or clearly defined project needs 
  • It is essential to contact appropriate (United) Methodist Church official(s) and local host to verify that the project is needed, and is a priority to the local church
  • Affirmation that a mission team is welcome
  • Ensure that project fits talents and skills of team
  • Agree on possible dates (consider pre-site visit, special celebrations)
  • Note any special considerations for team members
  • Conference or District may provide training for prospective team leaders
  • Christ - focused,
  • Commitment to mission work of the church
  • Previous experience as team member or co-leader
  • Flexibility and openness
  • Interpersonal skills
  • Able to make decisions and include team in process
  • Able to organize and delegate responsibilities
  • Caring, culturally sensitive, and patient

 

9-12 Months Before Team Leaves

  • Establish the best form of communication between host and sending mission (consider and plan for additional cost to host)
  • Make every effort to ensure communication occurs in a timely manner
  • Receive formal letter of invitation for the purpose of securing travel documents
  • Anticipated costs of housing, meal/food arrangements, & transportation
  • Maximum number of team members which can be accommodated by host
  • Working environment
  • Customs and cultural expectations
  • Need for interpreter
  • Inquire regarding appropriate gifts to be offered to community
  • Share excitement with sponsoring group(s)...
  • Publicize for recruitment of team members and project funds
  • Christ focused and committed to mission work of the church Distribute application forms (may include personal skills survey, talents, hobbies, and letter of reference from pastor)
  • Set deadline and interview dates (if necessary - some Conferences use a selection committee)
  • Secure translator and/or work site supervisor if necessary
  • Remember that diversity enhances ministry / offer scholarships if needed
  • Flexibility and openness to other cultures and ways of worship
  • Willingness to serve in friendship and mutuality with host and host church
  • Commitment to orientation and training
  • Willingness to follow the guidance of the team leader
  • Inform team members of recommended immunizations
  • Clear, itemized budget
  • Insurance - VIM approved (e.g. GBGM, SEJ)
  • Fund-raising activities/events

 

3-6 Months Before Team Leaves

  • Provide ample time for obtaining Passports, Visas, and Work Permits where needed
  • Pursue verification of professional credentials for serving in host country (ie. physician's license)
  • Remind team members of recommended immunizations
  • Transportation details and reservations
  • Determine procedures for transporting non-personal baggage
  • Be aware of medical facilities in the area
  • Know health needs of team members (allergies, chronic conditions, etc), and person to contact in case of emergency
  • Be educated regarding medical system in host locale
  • Secure Embassy and Consulate locations and phone numbers
  • Have an evacuation plan in case of severe weather, social upheaval, or medical emergency, etc.
  • Determine tool and supply needs (consider tool bank for local community)
  • Determine appropriate gifts for and methods of distribution in the community
  • Check on labor relations and building codes
  • Determine means, timing, and accountability of disbursement of contributions to project
  • Discuss safety and security issues
  • Share copies of publicity with host

Note: Geographics often prohibit meeting in person; use creative means of communication (ie. Internet, conference calls, "snail mail")

"Know Before You Go"

  • Communicate purpose of mission, proper attitude/approach to mission.   Note: We are all participants in God's mission
  • Communicate Volunteers In Mission philosophy
  • Emphasize mission experience and relationships - not meeting goals
  • Flexibility
  • Guests... accepting an invitation to help/serve others
  • Encourage journaling.

Discuss safety and health issues

  • Immunizations required
  • Work-site safety

Emphasize cultural sensitivity/awareness, customs of host location

Note: if possible, invite a national or previous missioner to share with team

  • Approach to religion, church and Methodism in country
  • Values, traditions
  • Acceptable dress, behavior reflective of host community
  • Meals.. food... eating customs
  • Country background, geography, economics

 

1-2 Months Before Team Leaves

  • Send demographics of team to host (including number, age, and gender- noting those traveling with spouse)
  • Discuss site preparation upon arrival and projected tools/equipment needed
  • Confirm transportation plans and reservations with host
  • Confirm lodging/meals (identify special dietary requests and health needs)
  • Have clear understanding of host expectations
  • Discuss and agree upon transmittal of project funds
  • Confirm with host joint worship opportunities

Provide spiritual growth and fellowship experiences

  • Devotionals, Bible study (groups use various approaches: designated chaplain, devotions prepared in advance, spontaneous worship, etc.)
  • Team building exercises
  • Plan dedication and sending forth service for team

Prepare to relate to host church and community

  • Christian witness and sensitivity
  • Appropriate distribution of gifts, clothing, money, supplies
  • Discuss appropriate etiquette for photography
  • Be careful of making promises or offering invitations without clearance from officials in home conference
  • Keep sending congregation(s) informed of all team plans
  • Prayer needs
  • Financial and in-kind needs
  • Inclusion in service of Sending Forth and Return

 

2-3 Weeks Before Team Leaves

  • Confirm all airline reservations
  • Set reunion date for team
  • Distribute a team list with phone numbers and addresses with copies to Jurisdictional/Conference/District Coordinators
  • Travel and meeting arrangements
  • Exact nature of work to be done (any changes)
  • Materials accessible as planned (use local merchants when possible) housing arrangements
  • Currency exchange
  • Tools, team supplies, Bible School materials (if appropriate), gifts, medicine (if appropriate)...
  • Send copy of packing list to host for customs clearance (as communication permits)

 

As Team Travels

  • Team leader travel with list of participants
  • Appropriate travel documents for minor participants
  • Carry letter of invitation to be used at Customs
  • Include first aid kit
  • Continue team building, especially if team arrives from various geographical locations
  • Remind team of their role as servants in God's mission and as guests in host locale
  • Remind team members to carry Bibles
  • Keep medications in original containers
  • Carry identification card (include: host information, personal & medical information)

 

When Team Arrives

  • Assist with loading of luggage to transportation vehicle(s)

 

During Team's Visit

Team Leader with Host Leader

  • Communicate frequently with host that all plans/arrangements working
  • Transfer project funds, and funds for in-country expenses-if not previously sent.  Note: remember to request receipts for monies spent

Team with Community

  • Ensure that team is relating spiritually and positively with host church and community
  • Work with host to include team with local Christian community in worship and witness to celebrate
  • the joy of mission and the joy of diversity (note: alternate service may be developed in areas where religion cannot be openly practiced)
  • Be prepared to share faith experience(s) if requested
  • Pastors be prepared to preach
  • Include host and locals in some devotionals

Being a Team

  • Provide time for daily devotionals and team meetings
  • Begin each day at work site with prayer...
  • Include a time for team processing at the end of each day
  • Encourage reflection upon own culture in light of new experience
  • Continue to encourage patience and flexibility
  • Team members should be informed and involved as changes evolve
  • If construction, adhere to local construction codes; or if medical, adhere to World Health Organization to refrain from shipping medical supplies near or beyond expiration date.
  • Daily work-safety reminders
  • Work assignments to team members based on skill, knowledge, willingness to learn...
  • Set apart time for cultural I historical sharing I local sites (if appropriate).. Remember, building relationships are as significant as completion of "task"

 

Before Departure of Team From Host Site

  • Include a time of mutual assessment of experience
  • Invite the host to share a written assessment of mission
  • Review expenditures and receipts with host
  • Settle incidental expenses that have occurred during mission
  • Include a time of celebration and/or worship according to cultural norms
  • Accept gifts graciously as this is a time of mutual celebration
  • Establish ways to stay in touch with host community

 

En route Home

 

After Team Returns Home

  • Team's work and contributions, update on progress of project, strengths of hosts, Suggestions for future teams
  • Send a copy to host of assessment if requested
  • Share duplicate photos

Sharing The Experience

  • Continue the mission tell the story and continue the relationship
  • Effect positive changes in attitudes
  • New insights of nearby opportunities
  • Be bold regarding constant challenges to minister and serve
  • Where possible, see that trip is reported in local media

*      *      *

Guidelines for Hosting Volunteers In Mission


Before requesting Volunteer Teams

* At the time of this document we realize that the Sample International Project Profile attached is not universally relevant and must be adapted to fit particular needs of the host community.

 

9-12 Months Before Team Arrives

Project Details

Accommodations

Team

 

3-4 Months Before Team Arrives

 

1-2 Months Before Team Arrives

 

When Team Arrives

 

During Team's Visit

 

Before Departure of Team

 

After Team Departs

 *      *      *

We Dream of a Future
for United Methodist Volunteers in Mission

Mother Teresa observed before she died that "there is a tremendous strength that is growing in the world through ... sharing together, praying together, suffering together, and working together."  Those of us in the mission volunteer movement know about the power.  We speak of spiritual renewal, life style changes, new relationships and revitalized local churches.

As we move into the 21st Century, it is clear that mission volunteers have an increasingly important role to play.  The linking of mission volunteers with global mission projects will enable us to build bridges, develop relationships, and experience cross cultural enrichment as we reach out to each other in cooperative ministry.  Education for mission will take on new meaning as we learn to serve and serve to learn.  We will deliver resources and empower mission leadership in effective, meaningful ways as we develop new levels of understanding.

We dream of a future in which the partnership is strengthened.  We will come to understand and be able to work on each other's contexts.  Volunteers In Mission will be integral to the realization of global church.  Volunteers in Mission is a program in which information, understanding, and sharing are reciprocal and people can create continuing relationship with sister and brothers of different races, faiths, and experiences around the world.

We dream of a future with increased involvement in the Volunteers In Mission program.  Every country will be enabled to send teams, as well as receive teams.  Every church of the connection will have at least one new volunteer in mission joining a team every year.  There will be increased opportunities for individual volunteers to participate in a mission experience.   Individuals will be empowered with the knowledge that they can make a difference.

We dream of a future of improved coordination and communication in which international network of mission volunteers in Annual Conferences, Jurisdictions, Partner Churches, and the GBGM Mission Volunteers Office will be linked via the internet.  There will be a Volunteers In Mission Coordinator in every church with E-mail capability.  There will be a large pool of volunteers ready to respond to emergencies.  There will be an extensive skills bank and data base of persons who are willing to be called into service.  There will be a system to locate local and regional projects through which teams can respond to missional opportunities on weekends with minimal expense and travel.  There are effective trained coordinators at both ends of the project that will allow for trouble free, effective work projects.

We dream of a future where volunteers in mission will become the driving force for mission renewal of the local church.   There will be a continuing positive impact of love, brother-and-sisterhood in a world torn apart by injustice and separated by apathy.  Volunteers will provide homes for the homeless, medical care for those who have little or none, ministries that seek to provide food for the undernourished, goodwill exchanges so that Christ's love builds bridges between cultures and people.  Volunteers will be strong witnesses and advocates for world peace, justice and equality.  We envision a church which recovers its purpose and power as it demonstrates God's mission by pouring itself out for others, crossing all boundaries to identify with struggles and needs, yearnings and sorrows, joys and fears, confusion and doubt, and the quest for true human dignity among all people everywhere, especially those regarded as the least of God's children.

Mission for the 21st Century challenges us to focus on relationships between people for common mission.  God has given us the United Methodist Volunteers In Mission movement to lead the way!!

For additional information and assistance, you may get in touch with your
Jurisdictional or  Annual Conference UMVIM Coordinator,
whose contact information is listed in the Resources section, or

Jeanie Blankenbaker
Executive for Training and Leadership Development
General Board of Global Ministries
Mission Volunteers Program Area
475 Riverside Drive, Suite 330
New York, NY 10115
Tel. 1-800-554-8583 or 1-212-870-3825
E-mail: jblanken@gbgm-umc.org

*     *     *

Return to Resources Section