Hosting NGO


Hosting organisation should have a preparation meeting (Skype, Google+ talk …) with volunteer. On this meeting should check if sending organisation prepared the volunteer. They should give volunteers the opportunity to say what they know and what are their expectations, and give opportunity to ask as many questions as possible.

On this meeting they should go through the next topics:

  • Information about project,
  • Work conditions,
  • Placement and activities,
  • Country, etiquette, political and cultural specifics, currency,
  • Accommodation,
  • Pocket money and money for food,
  • Language learning,
  • EVS log book
  • Youthpass,
  • Read as much about EVS on the Erasmus+ page,
  • give health form to fill and send back
  • Any extra/specific things.

They should go through the documents that he needs to bring, check if the insurance was made and be sure to bring it.

They should go through travel planning, help make the arrival, explain how to get to their home, but also go the travel paying (the volunteer should be warned that all the bills have to be brought to the association).

They should talk with volunteer about:

  • What is expected of them there?
  • About their responsibilities and rights.
  • About health status and any special needs
  • Motivate volunteer to think about learning needs and preferred activities
  • Go through the Activity Agreement.
  • Give information about the Project Leader, Supervisor and Mentor.

The hosting organization could also do a short video about their activities, about local community and to say “Hello“ in a funny way. The video about most used words of the hosting country can be made to give a volunteer the opportunity to learn few words they can use on their arrival to the country and in few first days.

Hosting organisation should also give the most important numbers to the volunteer in case of emergency and prepare the volunteer on what to do in case of problems. It can also give contact of the Mentor to the volunteer before volunteer comes so that they can get to know each other and make this transition easier, this can also be done for other volunteers that are staying in your organisation and it can be via Skype, E-mail or maybe they can make a Facebook group where they can chat.

 Hosting organisation should also tell the volunteer they are obliged to go to the on arrival training and mid-term meeting in the hosting country organised by National Agency of the hosting country.

Two week before the volunteer is coming the E-mail with basic info should be sent, with the link on the web site with extra information’s and link on the check list for volunteer. In the E-mail there should be a list of basic threats that volunteers could face, repeated all emergency numbers and hosting/ sending contacts (see emergency card) and what to do in these cases. Organizations should also inform volunteers to put extra money on their mobile phone so that they can call in case of emergency. All the extra detail should be attached in the e-mail (check list, emergency card).

Online diary for European volunteers

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