GIVE Contact Information...10

Transcription

1 GIVE Handbook

2 GIVE Handbook Table of Contents Introduction...3 Volunteer Profile to Manage Your Excursion...3 Log Into Your Volunteer Profile...3 How to Manage Your Volunteer Profile...3 Payments & Document Deadlines...4 Online Payments...4 Payments from Others (Family, Donors, etc)...4 Payments by Mail...5 Payment Invoice...5 Required Documents...5 International Flights...6 Arrival/Departure Dates...6 Flights Arriving/Departing Outside Group Arrival Time (Fees)...6 Non-American or Non-Australian Residents...6 Arrival/Departure Airports...7 Fundraising...7 Academic Credit...8 What to Expect...8 Project Placement...8 Luggage & Packing...9 In Country Luggage Requirements...9 Vaccinations...9 Medications...9 GIVE Contact Information

3 Hi GIVErs, First of all, let us just say Welcome to the GIVE Family! We can t wait to work with you overseas and want to assure you that all of your trip preparation will be well worth the adventure that awaits you! Traveling overseas takes some planning, so think of this handbook as your checklist. It has everything you need to get ready for your trip! While the GIVE office is always available for questions another great resource is the Travel Details page of our website! There you ll find complete instructions on all of your required documents. Please note that program itinerary, details, policies, and procedures are subject to change. Volunteer Profile to Manage Your Excursion Your Volunteer Profile will be your home base for preparing for your excursion. This is where you will upload your documents, enter your traveler information, review your remaining balance, make payments, and register for add-ons as well as future trips! 1. Log Into Your Volunteer Profile On GIVE s website, there is a Login button on the top right corner, which will direct you to the login page for your Volunteer Profile. Your username is your primary address and password is the last 4 digits of your primary phone number. If you d like to use a different or phone number, you can update this information in your Volunteer Profile for your next login. 2. How to Manage Your Volunteer Profile After you ve registered for your excursion dates, you will manage your excursion from your Volunteer Profile. After logging in, click on your excursion dates under the first section Your Excursions to manage your trip. There are 5 tabs: 1. Update My Info: You can update your personal information. 2. Payments: Make payments, select an add-on, or view your balance anytime after your initial excursion deposit. To make a payment, select your name and enter the amount you d like to pay. 3. Required Documents: Upload required documents. Once you upload your documents, the status will be Uploaded on the left hand side. GIVE will review your documents and select Approved or Declined based on if it meets the 3

4 requirements. For detailed instructions on each of your required documents, reference the Travel Details page of GIVE s website. 4. Fundraising: Find links to your fundraising toolkit and endorsement letter to fundraise for your excursion! 5. My Other Trips: This is where you can register for additional excursions in the future! 6. Exit: Return to GIVE s homepage. Payment and Document Deadlines 1. Payment: Your payment is due 70-days prior to trip start date. We encourage you to create a payment plan and made periodic payments towards your final balance. This will both assist you to budget for your trip and reduce stress when your final payments is due. 2. Documents: Documents are due 80-days prior to your trip start date. This will require you to plan ahead to order your passport (and visas if applicable), book flights, purchase insurance, and submit forms. Upload your documents to your Volunteer Profile as you complete them and well before the deadline for review and approval. If you think you will miss a deadline, call or GIVE prior to the deadline so we can work out an extension and avoid a $50 late fee. Payments GIVE must receive your final balance 70 days prior to your departure date. Please note that it may take 5-7 days to process your payments. Your payment options are below. Please contact us if you would like to discuss payment installment options. 1. Online Payments Log into your Volunteer Profile to make a payment towards your account here. Please note that PayPal charges a 2.9% processing fee for all transactions. This 2.9% fee does not go towards your program cost, so it will not be included on your invoices. The fee will be reflected on your PayPal receipt and credit card statement. If you d like to avoid the processing fee, then choose to pay by mail. 4

5 2. Payments From Others (Family, Donors, etc.) Donors or supporters can make a payment directly to your trip. When someone wants to make a payment towards your excursion, the options are: a. If you ve shared your login info, they can login to your Volunteer Profile, select New Donor on the Payments tab, choose the amount they d like to pay, input their information, and select payment method. b. Mail a check or Money Order payable to GIVE to our offices with your name in the memo line. 3. Payments by Mail Mail check(s)/money order(s) with your name in the memo line and made payable to GIVE to: 4. Payment Invoice GIVE 2442 NW Market St. #425 Seattle, Washington USA You can view your remaining balance from your Volunteer Profile using your primary and last 4-digits of your primary phone number to login to manage your trip. Required Documents First things first, GIVE requires you to provide documents and forms at least 80 days prior to your trip start date for you to be eligible to go on your excursion. It is essential that you provide us with all required materials by the deadline so you are able to join us on your scheduled trip. You will be able to input required information and upload your documents with ease through your Volunteer Profile (above). A list of documents and instructions are in your Volunteer Profile under the Documents tab along with the due date and status. Don t wait until the deadline upload the below documents and forms to us well in advanced! FOR DETAILED INSTRUCTIONSON ALL REQUIRED DOCUMENTS PLEASE REFERENCE THE TRAVEL DETAILS PAGE OF GIVE S WEBSITE. Required Documents and Forms (See detailed information here): Color copy of your passport Liability Release Agreement & Registration Form Required. Cannot expire within 6-months of departure. Learn more on our website here. Required. Complete from your Volunteer Profile here. 5

6 Flight Itinerary (ALL Domestic and International flights to your host location) Proof of International Medical and Travelers Insurance Copy of your visa / Learn entry requirements. Copy for Tanzania only Other locations have visa/entry requirements. See website. Required. Book through GIVE s dedicated agents. Details included below and on our website here. Required. Must cover full travel dates. See GIVE s preferred partner and learn more on our website here. Required. Learn more on our website here. International Flights Note: We require that you book flights through our dedicated agents. If you want to book outside our agents, contact us to discuss and approve your preferred itinerary prior to booking. GIVE partners with dedicated agents at Corporate Traveler/Flight Centre to select group flight itineraries to ensure smooth travel arrival in country with your fellow volunteers. You can find flight information and our dedicated flight agent s contact information on our website under Travel Details here ( We work with Corporate Traveler in America and Flight Centre in the UK and Australia to provide you with your flight itinerary. When you are ready to book your flights, all you have to do is contact our flight agents (contact info is on our website here) to assist you to book your round-trip flight from your home city to your host location. It's that easy! And, with their lowest price guarantee, you'll be sure to get the best flight prices. Then, prior to your departure, GIVE will connect you with volunteers on your trip via a Facebook group so you can plan a meeting location at the airport before your domestic and international flights depart. When flights get delayed or itineraries change, Corporate Traveler is available for 24-hour flight support, and will handle your travel related questions while flying. 1. Arrival/Departure Dates Your flight will land in your host country on the start date of your excursion, so you may be traveling the day(s) before your excursion start date. For example, if your trip date starts on May 13, your flight may depart on May 12 so you can arrive at your host country airport on the trip start date of May 13. For your departure, you will depart on the specified date the trip date ends. 2. Flights Arriving/Departing Outside of GIVE s Group Flight Times If you want to book outside our dedicated flight agents (above), contact us to discuss and approve your preferred itinerary prior to booking. 6

7 GIVE arranges suggested group flight itineraries per host country and transportation fees are included in your excursion if you arrive within our pickup windows. We strongly suggest arriving on our group flights or landing in country within 30 minutes of our group flights. GIVE volunteers have a spark for adventure, so we understand if you d like to arrive early or extend your flights to continue traveling. We also know that some volunteers prefer to book with miles. If you d like to book your flights outside of our booking agents, then we require you to us your preferred itinerary prior to booking to info@givevolunteers.org for approval. If you arrive or depart outside of our suggested itinerary times provided by our flight agents, your two options are: (1) Wait in the airport until the group flight arrives, or (2) You will be responsible to pay for your own airport transportation and any additional accommodation fees outside of your GIVE excursion dates. 3. Residents Living in Other Locations Contact our dedicated flight agents closest to you in the United States, Australia or the United Kingdom. Flight information and our dedicated flight agent s contact information is on our website under Travel Details here ( You can also GIVE at info@givevolunteers.org and we will send you our group itineraries. We require that you us your preferred flights prior to booking your ticket so we can verify that it aligns with our group airport transportation. 4. Arrival/Departure Airports Thailand: Laos: Nicaragua: Nepal: Tanzania: *Open Jaw Chiang Mai International Airport (CNX) Luang Prabang International Airport (LPQ) Augusto C. Sandino International Airport (MGA) Tribhuvan International Airport (KTM) Arriving into Julius Nyerere International Airport (DAR) Departing from Kilimanjaro International Airport (JRO) Fundraising All your fundraising materials are in your Volunteer Profile! Login, select your excursion, and click the Fundraising tab for access to your endorsement letter, online fundraising platform, letter template, and access to webpages for volunteers only! We are here to support you in your fundraising efforts as much as possible. Please contact us if you d like to be connected with other volunteers on your campus to fundraise together. Working together to fundraise can be very helpful, motivational, and more fun! 7

8 Academic Credit Our experiential learning program is one of a kind! It will enrich your volunteer experience and further your understanding of your destination country, people, culture, and the forces that shape our world! Students can now receive academic credit through GIVE's accredited International Sustainable Development course, UNIV304, developed in partnership with Central Washington University. The course is designed specifically to enhance excursions, learning about sustainable development as well as the economics, environment, and culture of the host country. To enroll in the GIVE academic program, there is a $200 deposit, followed by a $1,000 balance, which can be paid through your Volunteer Profile. You can find more information on our website here ( **Note that our UNIV304 course is only available for May through August trips What to Expect During your GIVE excursion you will find yourself in many new and unique environments, very different from your accustomed surroundings. Throughout your journey you will be surrounded by amazing people, both locals and your fellow volunteers, and will you undoubtedly have a profound impact on each other. Be prepared to go with the flow and when in doubt, do as the locals do! Many of our activities will be physically strenuous so come prepared to work hard and play hard. The most intensive volunteer work on our trip will take place in the first half of the trip; it will be hot, so be mindful of what your body is telling you. We encourage you to take advantage of all the adventure activities offered on the trip. Some activities may push you beyond your comfort zone so be open to the opportunity and become amazed at what you are capable of! Our accommodations throughout the trip are comfortable and equipped with full amenities. You will likely be sharing sleeping quarters and bathrooms with other volunteers, so practice the golden rule and get to know your fellow volunteers. Electricity is precious in the communities we work in so try to avoid unnecessary usage. Project Placement As a GIVE volunteer you will be working in a team based environment with like-minded people focused on empowering rural communities. It is possible that not all volunteers will be able to participate in all of our projects and initiatives. Group dynamics are key and as part of a team you may find yourself making small sacrifices to benefit other volunteers. We look to utilize individual skill sets whenever possible, and those with specific backgrounds and interests may be better suited for certain projects. For this reason, project placement will often take place on a day-to-day basis, as individual strengths become clear. 8

9 Luggage & Packing We encourage you to pack as light as possible!! We will send you your complete packing list 30 days prior to your excursion. We recommend that you bring a travel backpack or duffle bag instead of a hard cover suitcase because they are less burdensome when traveling in-country. We recommend that you bring one checked bag and one carry-on, or personal bag. Be sure to check with the airlines for baggage requirements and fees. Your carry-on bag: ONE daypack for small treks and to bring to the worksite. Your checked bag: ONE travel backpack or duffle bag is recommended. In-country Luggage Requirements There are in-country baggage requirements for our in-country transportation. Keep this in mind as you pack for your trip! There will be a charge per each pound over the below requirements: Your carry-on bag: 20lbs Your checked bag: 35lbs Vaccinations Please understand that GIVE cannot provide medical advice or answer questions regarding medical advice. GIVE recommends that you visit your doctor or a travel clinic at least two (2) to three (3) months before your trip to discuss vaccinations and recommendations as some vaccinations take weeks to reach the desired efficacy. Inform your doctor of where you plan on traveling and the activities on which you plan on participating. An excellent resource to learn more about vaccines and health information for the country you will be traveling to is the Center for Disease Control's website ( The CDC a great tool for reference and it provides substantive information. To find a travel clinic near you ( GIVE cannot provide you with vaccinations before or during your trip. Medications You are responsible for providing any medications, prescription or over the counter, you are currently taking, in addition to any medications that you may need while on the trip. This includes allergy medications. Please discuss these concerns with your doctor before your trip. 9

10 GIVE Contact Information We encourage you to contact us with questions that you cannot find in this handbook, on the website on our Travel Details page, or your Volunteer Profile. Our contact info is on our website here ( Phone USA +1 (206) Phone UK +44 (207) Phone AUS Fax +1 (206) Mail: GIVE Volunteers 2442 NW Market St. #425 Seattle, Washington USA Thank you and we are excited to meet you this summer! 10