A checklist for organizations sending volunteers, from first plan to debrief. Print it or copy it into your own plan.
Plan (2–6 months ahead)
- Choose the project responsibly: who asked for it, who benefits, and what local people will do
- Set dates around the project, not the cheapest fares
- Check entry requirements, visas and passport validity for every volunteer's nationality
- Check travel advice for the destination (US , UK , Australia )
- Check health advice (CDC Travelers’ Health ) and allow time for vaccinations
- Arrange travel insurance that covers the activities and destination
- Send names, dates and departure cities to your travel team (ideally 8 weeks before the event for groups)
Get ready (2–6 weeks ahead)
- Collect passport details and confirm names match tickets exactly
- Confirm visas are issued
- Share itineraries, emergency contacts and the in-country contact
- Register citizens with their government's service where available (e.g. STEP for US citizens)
- Brief volunteers on the project, culture, safety and what to do in an emergency
- Record accessibility, medical and dietary needs that affect travel
Travel
- Keep the roster current: who is where, and when
- Confirm arrivals
- Know who to call: travel changes, emergencies, the project lead
- Check in with volunteers when an incident happens nearby
After
- Confirm everyone is home
- Settle costs and code them to the right fund or program
- Debrief volunteers and record lessons for next time