expedition member handbook
team member:
volunteer service expedition:
team leaders:
i. introduction ............................................................................................1
ii. expedition objectives ............................................................................2
iii. general policies ................................................................................. 3-6
behavior code ...........................................................................................3
dress and grooming standards ..................................................................4
youth considerations .................................................................................6
proselytizing ..............................................................................................6
policy infractions .......................................................................................6
iv. financial policies ................................................................................ 7-8
non-refundable donations .........................................................................7
funding schedule .......................................................................................7
cancellations and refunds ..........................................................................8
tax policies ................................................................................................8
v. travel information............................................................................ 9-10
travel advisory ...........................................................................................9
travel options ............................................................................................9
flight arrangements .................................................................................10
passports and visas ..................................................................................10
vi. preparing for departure .............................................................. 11-12
required ..................................................................................................11
online preparation course .......................................................................11
t-shirts, luggage tags, and contact cards .................................................11
general packing tips.................................................................................11
luggage limits ...........................................................................................12
customs while abroad .............................................................................12
home country re-entry regulations .........................................................12
vii. general health care ..................................................................... 13-16
health considerations ..............................................................................13
physical examination ...............................................................................13
immunization information .......................................................................13
international health and accident insurance ............................................14
eyeglasses and contact lenses .................................................................14
motion sickness ......................................................................................14
blood type and allergies ..........................................................................14
prescription medicines ............................................................................15
jet lag ......................................................................................................15
malaria ....................................................................................................15
exercise ...................................................................................................15
mental attitude ........................................................................................15
food and water: tips for staying healthy ..................................................16
table of contents
viii. guests in a new country ............................................................ 17-20
accommodations .....................................................................................17
field communications ..............................................................................17
appropriate response to project requests ..............................................17
gift giving .................................................................................................18
shopping ..................................................................................................18
theft and security ....................................................................................18
additional cautions ..................................................................................19
photography............................................................................................19
public relations and publications .............................................................20
ix. money in-country ...............................................................................21
personal money ......................................................................................21
x. after the expedition ............................................................................22
evaluation ................................................................................................22
volunteer opportunities ..........................................................................22
xi. expedition agreement documents ............................................ 23-24
assumption of risk ...................................................................................23
signature required form ..........................................................................24
table of contents
introduction 1
Mission Statement: Reach the Children facilitates
self-reliance in communities dedicated to the
well-being of underprivileged children.
mission
statement
REACH THE CHILDREN is a US 501(c)3 not-for-profit, internationally registered NGO
(non-governmental organization) that was formed in 1998 to offer help in alleviating
avoidable suffering through the education of children—the rising generations. The
subsequent development of Reach the Children acknowledges that those affected
are responsible for the resolution of their own problems. Hence, Reach the Children
strives to fulfill its mission through Community Empowerment Initiatives, which are
supportive of people in their efforts to bring about needed change.
Expeditions are an effective way to pursue the mission of Reach the Children.
In response to approved/recommended requests from within Africa and using a
community development approach, Reach the Children expeditions will participate in
projects planned and coordinated with those making the requests [through local Reach
the Children offices—where possible].
Dear Team Member,
Thank you for volunteering to serve in Africa with Reach the
Children. Our success depends on your commitment to and
understanding of the mission of Reach the Children.
This handbook will prepare you to be a productive member of
an international volunteer team. Please review the information
thoroughly
as directed by your team leader.
We wish you luck on your service endeavors and thank you on
behalf of those you seek to serve.
Sincerely,
The Expedition Department
Reach the Children
As a vehicle to help realize its mission, the purpose of Reach the Children expeditions
is to assist in building the self-reliant capacity of those intended to be served! There is no
concept more important than this! Reach the Children promotes independence; sharing
resources that will “teach to fish.” “Give by loving, don’t love by giving.” “Offer your
services-- not your stuff!”
“The… practice of personal responsibility and personal effort collide with individual traditions
and local cultures in many lands. We live in a world where there are large differences
in income and material possessions and where there are many public and private
efforts to narrow these differences…. But some gifts have promoted a culture of dependency,
reducing their recipients’ need for earthly food or shelter, but impoverishing them
in their… need for individual growth. [Sustainable] …growth… only occurs in a culture
of individual effort and responsibility. It cannot occur in a culture of dependency. Whatever
causes us to be dependent on someone else for decisions or
resources we could provide for ourselves weakens us….” (D.H.Oaks)
Visiting any new region or country can be difficult. Sometimes volunteers place their desire to
feel needed above the goal of helping others develop self-reliance. In most cases the best way
to help will be to let the local people take care of themselves or to do something anonymously.
If Reach the Children volunteers have a problem with this approach, perhaps they should reexamine
their motives to “help.” Team members must never put their desire to feel they have
helped above actually helping!
While Reach the Children’s goal is to help increase capacity & develop self-reliance of those in
need in Africa, an appreciable side benefit from the expedition will be the positive change it
can make in the participants themselves! By becoming personally aware of the African’s need
to develop self-reliance, volunteers will have experiences that will hopefully increase their
compassion toward world-wide needs & commitment to a life time of service—including
continuing support of Reach the Children’s mission.
Team members should ask themselves the following
important questions as they volunteer:
1. Who should be doing what I’m doing?
2. Who is learning from what I’m doing?
3. What are others able to do tomorrow
because I was here today?
4. What will the people actually do and be prepared
to do tomorrow when I am not here?
expedition objectives 2
the best
way to help
?
As members of a Reach the Children expedition, team members are ambassadors for Reach the
Children as well as for their countries of origin. It is thus crucial for team members to abide by
Reach the Children’s policies as specified in this handbook and by team leaders while in-country.
All team rules apply to pre- and post-mission activities as well as during the actual expedition.
Failure to do so could prevent further Reach the Children expeditions from happening and
bring harm to other team members.
Drugs, Alcohol, Tobacco, and Illegal Artifacts Policy: When overseas, team members
are viewed as ambassadors of Reach the Children. Courtesy, respect, and responsibility
are important. Possession of illegal drugs or artifacts by a team member, for example, is
NEVER acceptable and would jeopardize the entire mission of this and future expeditions.
Each year, more governments close their doors to foreign programs. Team members’
maturity and general demeanor, under the watchful eyes of host countries, are seen as
the standard of Reach the Children and all development specialists who will follow them.
Smoking and drinking are not acceptable in the presence of or in sight of the people with
whom we are working or socializing (this would include anyone providing services to the
expedition team). One of the important statements we make is our example regarding
healthy living. Smoking and drinking are real problems in some areas and villages of Africa.
Such habits waste the very limited resources of a family and community. They must be
avoided in public view, wherever/whenever you are representing Reach the Children,
and most definately during the regular expedition work day; which ends after the evening
meeting.
notes:
As ambassadors for Reach the Children, while participating with an
expedition, team members are expected to:
• Be honest
• Follow all Reach the Children policies
• Obey the laws of countries of origin and of the Host Country
• Use clean language
• Not use alcohol, tobacco, or illegal drugs while on the
expedition (see below)
• Respect others
• Encourage other team members to follow Reach the
Children’s Behavior Code
code of behavior
general policies 3
drug &
alcohol policy
!
dress & grooming standards
The dress standards of both men and women volunteers should always be modest, clean, and
respectful of the host country’s dress and cultural standards. Team members will notice while
in country, that even though many of the people are poor, that they give a sincere effort to look
their best. Team members will want to follow that precedent and also try to look nice while in
country. This means leaving behind old tshirts, raggedy clothing, etc. There may be times when
pants/trousers (for women) or knee-length short pants (for anyone) will be permitted. Team
leaders will give specifications for each trip, along with a list of suggestions of what to pack. ? Why dress nicely?
While in country, expedition teams want to accomplish as
much good as they can with as little distraction as possible.
Abiding by the dress standards of the people shows respect
and will avoid the stereotype of “uneducated tourists” (or in
the case of U.S. citizens, the “ugly American”). By proving
ourselves sensitive to their culture, we encourage the
establishment of trust with the people and thus accomplish
more.
Women: Women will NOT wear tank tops, strapless shirts, excessively tight clothing, or shorts
above the knees. Pants/trousers should only be brought and worn when specified by the team
leaders. In most African countries, women usually wear dresses. It is still possible that women
wearing pants/trousers can be viewed as immodest, provocative, or disrespectful. While
working in schools, hospitals, orphanages, attending public meetings and events, and while
participating in Reach the Children activities, dresses or skirts should be worn and must fall
below the knee. The team leaders will discuss work projects, such as building and gardening,
when tshirts and work pants/trousers will be allowed.
general policies 4
women’s dress
standards
general policies 5
Men: Men will wear nice shirts and pants/trousers. They will not be required to wear a tie
while in-country, but a collared shirt is appropriate for all expedition related activities. The
team leaders will discuss work projects, such as building and gardening, when t-shirts and work
pants/trousers will be allowed.
notes:
men’s dress
standards
Reach the Children dress standards are to be adhered to at all Reach
the Children functions from the time of official acceptance as a team
member until after any official functions closing the expedition. This
includes “free” time while on the actual expedition.
Participants unable to abide by Reach the Children’s Behavior Code
and Dress and Grooming Standards should not participate in an
expedition. Those who do not abide by these standards while in
country may be asked to return home at their own expense (forfeiting
all donated funds). !
general policies 6
youth considerations
Sometimes families, husband-wife or parent-child combinations, participate on expeditions.
Unique consideration may be required. Some Reach the Children expeditions are more
appropriate for youth than others. Youth participation guidelines for the expeditions are as
follows:
1. Any volunteer under the age of 18 years must be accompanied by a parent
or by a responsible adult/legal guardian. (In the case of a responsible adult
guardian vs. parental accompaniment, a waiver must be signed by the
parent(s)/legal guardian(s).)
2. Youth under age 12 must be accompanied by a parent or legal guardian
and will be allowed only under special approval of the team leaders, the
Director of the Expedition Department, and Executive Director.
3. Unless both parents are traveling with the participant, notarized release
forms must be signed by the non-traveling parent to allow minors to travel
outside of the United States. Release forms can be obtained from Reach the
Children.
4. Team leaders are authorized to make decisions regarding limits to youth
participation in all aspects of the expedition.
policy infractions
Any infractions of the above policies may result in immediate dismissal from the Reach the
Children expedition. (When appropriate, youth participant’s parents will be made aware of the
infraction.) Reach the Children may make arrangements for return transportation, but the cost
of the return trip will be the sole responsibility of the participant. Reach the Children will NOT
refund any monies donated to cover expedition expenses for the expelled participant.
infraction
policy
Team members must NOT proselytize their religion or personal
philosophies. Reach the Children is a non-denominational organization
and needs to maintain this status. There are NO exceptions to this
rule. Expeditions are not vehicles to hand out religious materials of any
kind. This may sound harsh, but understand that doing so may cause
more damage than good! ! proselytizing
financial policies 7
non-refundable donations
Facilitating an expedition is costly. Airfare, accommodations, transportation, food, water,
projects, team activities, and process facilitation associated with all such arrangements,
etc. must be covered by expedition donations. Each volunteer who is accepted to a given
expedition is responsible to solicit donations to Reach the Children in an amount that will
facilitate their expedition participation. The base amount to be raised or donated per volunteer
in 2008 is $3950 for a two-week expedition. (Variance to this amount will be based upon
increased length of expedition and calculated expeditionspecific expenses.) All donations to
Reach the Children are non-refundable. These donations can be made personally or in the
volunteer’s behalf.
funding by donation
Deadlines-- by Reach the Children, as well as team members-- must be met in preparation for
an expedition. The full expedition donation amount is due upon acceptance to an expedition. A
donation of $300 (which will go entirely to the team project (s) ) is required for an Expedition
Application to be activated and for that team member to be put on the permanent team roster.
If the expedition donation is not received in full by three months prior to departure, the team
member will be removed from the team roster and an alternate will take that place on the
expedition team. (Donations already made in that person’s behalf are nonrefundable.) Removed
team members may be reinstated to the team if there is space available and upon receipt
of the entire expedition donation amount at time of reinstatement. (This may be more than
the originally determined expedition donation amount due to late ticketing, extra handling,
increased booking fees, etc.) Team rosters must be finalized (includes all donations received
and team member arrangements completed) no later than two months prior to expedition
departure.
Team leaders will inform team members of specific deadline dates. Donations can be made by
check or money order and mailed to:
Reach the Children
14 Chesham Way
Fairport, NY 14450-3808
Donations may also be made via credit card, online at www.reachthechildren.org. When
using this method, let it be clearly understood that the fee charged by the credit card company
must be in addition to the intended donation. So if the credit card company fee is 3.5% of total
put on card, it will require a donation of $103.50 to be credited with a $100.00 donation.
mailing
address
financial policies 8
cancellations & refunds
Reach the Children will do all that is possible to fulfill a posted expedition. Should unavoidable
challenges arise for Reach the Children-- such as risk of safety or health-- Reach the Children
may delay or cancel an expedition. At that point, the team member will be given options for
the direction of their in-place donations. S/he may be given the opportunity to participate on
an alternate expedition. (If such arrangements are not possible, funds donated in their behalf
may be applied to future expeditions or the Reach the Children project of their choice. In
this case, the option of applying funds to a future expedition expires at the end of the second
year following the intended expedition.) It should also be noted at this point that each team
will have a minimum number of team members & funding calculated to maintain necessary
support & thus keep an expedition viable. If insufficient numbers of volunteers are accepted
to a team &/or adequate funds cannot be gathered to cover the financial & physical demands
of the designated project & team expenses, options will then be provided for continuance by:
increasing needed donations to be solicited by each team member; reducing project scope
&/or team activities; reassigning volunteers to participate on alternate teams & projects; or by
redirecting the donated funds to other Reach the Children efforts.
tax policies
Reach the Children is an internationally registered organization. Team members and financial
supporters should refer to the tax laws in their country of residence regarding tax benefits for
donations to charity. As a 501 (c) 3 not-for-profit organization registered in the U.S., residents
of the United States may receive a tax-deductible receipt for their donations to Reach the
Children expeditions.
notes:
travel information 9
travel advisory
Team members should look online for information within their country.
In the USA: travel advisory information can be found at www.travel.state.gov for U.S.
State Department Information. The following websites may also be helpful (as of 2005):
www.cdc.gov/travel Center for Disease Control
www.embassyworld.com Locate embassies around the world
www.times.clari.net.au Local time zones around the world
www.xe.com Currency Conversions
www.tsa.gov/public Transportation Security Administration
www.towd.com Tourism Offices Worldwide
travel options
An expedition team may visit and work at various sites. In addition to the project-related
travel, team cultural excursions are planned. These are a budgeted part of the expedition.
All team members are expected to participate.
Any change request of a Reach the Children booking must be completed by at least two months
prior to team departure. (One gratis change is allowed each team member—all additional will
incur a change fee. ALL changes are subject to availability & new fares/taxes—which are the
responsibility of the requesting volunteer to cover.)
helpful
websites
Deviation advisement: It is possible that a team member may make
arrangements to travel independently prior to or following an
expedition schedule. ANY deviation from the established Reach the
Children expedition is the responsibility of the individual— including
personal risk and all cost. Reach the Children is not liable for any
harm or difficulties experienced by the individual during or because
of a deviation. If deviation is prior to the expedition, the individual
is solely responsible until s/he joins the team. If deviation is after the
expedition, the individual assumes sole responsibility upon departure
from the team. !
travel information 10
flight arrangements
All flights, transportation, lodging, and any other travel arrangements are made in a ‘package’
by Reach the Children to facilitate the expedition. Fares for each team are calculated based
upon a common departure airport. It is possible to request an alternate point of departure to
coordinate with team flights. Any funds required to fulfill this request will be calculated for extra
donations needed to cover this additional expense. Team members must be cooperative and
careful when flight arrangements are being made. They will be allowed one change from an
original itinerary. Any subsequent changes will incur fees and are subject to increases in fares
that must be absorbed by the traveler. More details about the ticketing process will come from
team leaders. Any team members desiring to use “frequent flier miles” or such will need to
handle these arrangements themselves (review the deviation advisement under “TRAVEL
OPTIONS”). Making arrangements alternate to the Reach the Children expedition may prevent
the team member from receiving a tax receipt from Reach the Children for that
independent expense. It will also require that the individual coordinate travel to
rendezvous conveniently with the team. In such a case, the team member must provide a
copy of flight and travel itinerary to the Reach the Children NY office at least two
months prior to departure.
passports and visas
Team members must have a passport to travel internationally. The process in each country
varies. In the USA: one may obtain an application at one’s local post office, government building,
or online. If a team member does not have a passport, it is essential that s/he apply for one
immediately, as the process will easily take 4-6 weeks (can take longer during seasons of high
demand. See www.travel.state.gov for detailed information. A passport is necessary to obtain
a visa for entrance into the countries of Africa. Many of these visas must be acquired prior
to travel, involving the sending of one’s passport by mail. This can also take up to a month or
more. Team leaders will give specific information about requirements and application processes.
Team members must make at least two photocopies of the first page of their passport, which
lists personal information. (Any country entrance visas stamped/pasted in the passport should
also be copied.) One copy should be given to an emergency contact at home and another copy
must be given to the team leaders at least one month prior to departure. This will expedite the
replacement of lost or stolen passports.
preparing for departure 11
online preparation course
All Reach the Children expedition members are expected to participate in an online preparation
mini-course. Team members will receive notification from their team leaders regarding the
specifics of this course. The course will include information about Reach the Children, principles
in international development, cultural issues specific to the country in which they will be
working, and skills preparation specific to the expedition’s project(s).
t-shirts, luggage tags, & contact cards
All Reach the Children expedition team members receive a t-shirt. Wearing them during travel
helps team members be more recognizable. Two RTC luggage tags are provided to identify
personal baggage. Contact cards are “business cards” that can be given (with discretion) to incountry
contacts, referring them to the local Reach the Children office.
general packing tips
It is required that each team member sign an Expedition Agreement
Form releasing Reach the Children from any liability arising from the
team member participating in a Reach the Children expedition. It is
also required that each team member has an email address that s/he
will access a minimum of once per week. All written communication
between Reach the Children and team members will occur online via
email. It is the responsibility of each team member to send the team
leader a reply that acknowledges e-mail received. ! required
Take as little as possible! Bring clothing that is attractive,
comfortable, lightweight, and easy to care for (i.e. quick-dry fabrics).
Refer to the dress & grooming standards. Valuables should always be
closely guarded. This includes passports and tickets. It is advisable to
use a money belt or safety pouch that can be worn under clothing
to keep valuables safe. If a hotel safe is not available, always keep
passports and plane tickets (money, bank cards, etc.) on your person! !
luggage limits
Airlines impose limitations on baggage team members may take. Team leaders will advise team
members of those limitations, along with packing suggestions.
customs while abroad
Baggage will be processed through customs each time team members enter a new country.
They should be prepared to declare what they have in each bag. All baggage is now x-rayed and
security must have access to the contents. Be warned that a locked suitcase may have the lock
broken to allow examination by security personnel. Further instructions and special customs
declaration forms may be distributed on the aircraft for the team’s initial arrival abroad and
again when returning to the United States.
re-entry regulations
USA reference: U.S. citizens may return with $800 (this amount subject to change, so please
verify) worth of duty-free purchases as long as the goods are to be used personally or as gifts.
S/he will pay a 10% import tax on all items over $800. S/he may never bring meats, fruits,
vegetables, plants, plant products, furs, pelts, and animals into the United States from another
country.
As an extra precaution, U.S. team members may want to register their personal foreign items
before leaving the United States such as cameras made in Japan or elsewhere to avoid re-entry
duties.
*Many other western countries have similar policies.
notes:
preparing for departure 12
health considerations 13
health considerations
A Reach the Children expedition is not for the soft and pampered tourist. An honest
description is that it can be rustic—even rugged. Hiking and physical labor are often a part of
the experience. During the day, the African sun will typically be bright and can burn deeply,
while the nights can be chilly. Sleeping accommodations are basic. Psychologically, the
expedition will be taxing at times. Contrasts between what team members may be used to and
what they will experience may be substantial.
Because of the robust nature of expeditions and the rare presence
of desirable medical facilities at the project site, there are some
restrictions as to who may participate. Individuals with chronic medical
problems should consider a Reach the Children expedition only if
their condition is stable and they are able to be very physically active.
Consultation with their health care provider is strongly recommended.
If team members have any of the following health conditions—or
similar challenges—they must understand that they will participate at
their own risk: insulin-dependent diabetes, compromised cardiovascular
or pulmonary capacities, pregnancy or other significant physical or
mental restrictions. Again, hospitals and medical equipment are not
always close at hand. !
physical examination
Because of the demanding physical nature of an expedition, it is important that all participants
be at their best physically. Although not required, it is recommended that they have a physical
examination before leaving on an expedition.
immunization information
Participants are personally responsible to obtain information and cover costs concerning the
immunizations for their expedition location. It is recommended that they consult with a family
physician, a (local) travel clinic, or government health authority or department.
In the USA: contact the State Department of Health or the National Center for Disease Control
at www.cdc.gov.
helpful
website
health considerations 14
international health
& accident insurance
eyeglasses and contact lenses
If team members wear contacts or eyeglasses, it is recommended that they take along an extra
pair and the prescription. Contact lens solutions are often not available or are extremely expensive,
making it wise to take all needed supplies.
motion sickness
Many people traveling long distances suffer from motion sickness. Team members should be
prepared with appropriate medication such as Dramamine or Bonine. Be aware that these types
of drugs may cause extreme drowsiness.
blood type and allergies
Team members should have reported their blood type and allergies on the expedition application.
Inform Reach the Children immediately of any changes. Be sure that emergency contacts
also have this information.
Medical insurance is required for every participant. Team
members should be sure that their policy covers them overseas and
provides for emergency evacuation. (It may be that optional travel
insurance can be included in the individual team member expenses.
If participants can acquire additional coverage, those costs will be
determined on an individual basis and at the participant’s expense.
Please contact the Reach the Children Travel Coordinator for more
details.)
Reach the Children is not responsible for medical care costs or any loss
or damage team members incur during or as a result of an expedition. !
health considerations 15
prescription medicines
Team members should remember to take with them all regular prescription medicines. Many of
these prescriptions will not be available in-country. Team members should make sure that their
medications are in the original prescription bottle/package so that they do not have problems at
customs. As a backup, team members should still bring a copy of their prescription should they
need additional or replacements.
jet lag
To avoid jet lag, get sufficient sleep before leaving on the expedition. Team members should
try to sleep as much as possible on the plane on their way over and back. When not sleeping,
drinking plenty of water (and juices) — no alcohol and avoiding caffeine—and getting up from
their seats about each hour of flight (as allowable) can also help. They should also do their best
to adopt the local eating and sleeping hours as quickly as possible.
malaria
Malaria is common in all Reach the Children expedition areas. Take all necessary precautions
to avoid malaria. Team members should wear mosquito repellent with DEET—particularly in
the early morning and evening—and cover themselves at night. It is critical to faithfully follow
one’s malaria medication regimen. Pregnant women should not travel to areas where malaria is
present.
exercise
Travel out of one’s usual environment means contact with microorganisms, which are unfamiliar
to one’s immune system. A strong, healthy and fit body responds to this type of stress successfully.
In addition to aerobic fitness, a healthy diet consisting of a variety of foods with an emphasis
on fruits, vegetables, and complex carbohydrates will help team members to prepare for a
safe and enjoyable trip. On departure, team members will want to have a well-nourished and
well-hydrated body.
mental attitude
Be positive! Recognize that there will be differences in food and culture. Enjoy the differences.
Learn from the people. Team members will have a much better experience than if they focus
negatively on the differences. So relish the opportunity to be in a culture unique to (the majority
of) team members’ life experience.
precautions
against malaria
food and water: tips for staying healthy
local cuisine
It is likely that the food team members will eat while in the host country will be different
from the food they eat in their home region. Generally, menus won’t vary much from day to
day. Breakfast may consist of hot chocolate, juice, coffee or tea, toast, egg and fruit. Lunch
may consist of sandwiches, generally made with butter, local vegetables, and sometimes
meat accompanied by soda pop, occasional chips/fries, and fruit such as bananas, oranges or
pineapple. Dinner may consist of chicken and rice or potatoes and some vegetables. Fish is
available in some coastal areas.
water & drinks
Team members may be offered a bottled soft drink, which is fine. It is wise to wash off the top
with clean water or an anti-bacterial cleansing cloth before drinking.
Drink plenty of water. Teams will most likely be experiencing a temperature and climate
change. They may be working long days in the sun, which can deplete their hydration. If they
are worried about electrolytes, team members may think about bringing a powdered mix of
PowerAde or other energy drinks.
notes:
health considerations 16
Always drink bottled water. Never drink tap or well water, even in
the cities, unless absolutely sure it has been purified—including ice or
for teeth brushing. Local water is likely to be contaminated unless it is
purified and bottled with seal intact. When in doubt, ask team leaders
for advice. At least two liters of safe, clean, bottled water will be
provided per person by Reach the Children each day. !
guests in a new country 17
accommodations
Team members may be staying in a wide range of accommodations during the expedition
ranging from hotels to camping. Reach the Children patronizes accommodations that are safe.
Water for showering is often in short supply—or at least in warmth. Bucket showers are a
possibility. Use water sparingly and appropriately. In some areas, there are only pit latrines.
Plan to keep tissue on hand. There is often no electricity, so bring flashlights.
field communications
While in country, communication with friends and family at home might not always be available.
Warn family members before leaving that contact may be limited.
In case of emergency, family may contact the Reach the Children, International main office at
1-585-223-3344 (or 1-800-275-3003 for toll free within the USA). Reach the Children will do
everything possible to forward emergency messages.
appropriate response to project requests
Meeting individuals from outside of Africa, people from the host country may assume that
visitors have great financial resources. It is not uncommon to be approached during or after
the expedition for various types of assistance. Most of these requests will be sincere and
well intended. It may be helpful to understand that there is a vehicle through which Reach
the Children responds to requests that enables helpful monitoring of the proposal(s) and tax
deductibility of donation(s). It also helps to avoid inappropriate requests, which do happen on
occasion. Reach the Children recommends that if approached by an individual or group, refer
them to the Reach the Children Team Leader(s).
With the focus of Reach the Children being to develop self-reliance-
- rather than dependence-- never hand out money. It is possible
to have children help themselves through scholarships. Reach the
Children has set up criteria by which schools can qualify to participate
in children’s scholarship funds. If team members are interested in
contributing toward scholarships for children, they should contact
Reach the Children upon return to their home. !
guests in a new country 18
gift giving
Socially mandated systems of reciprocity are the foundation of many cultures. Commodities
and services are exchanged, not given. Unfortunately, the practice is being eroded as more and
more “well wishers” create dependency with the indiscriminate giving of “things.” This erosion
will be especially noticeable in tourist areas where it is common for children to demand candy
or money. Team members should handle this with moderation and wisdom, interacting with the
children, drawing pictures, or letting them touch their foreign looking skin, rather than letting
them beg successfully. The underlying poverty of the locations is not helped when begging is
encouraged.
Reach the Children feels very strongly that gifts and favors are appropriate only under
certain circumstances. Team leaders will discuss this further in the future, but please don’t
plan on bringing gifts. Consider sharing family photos and postcards from home, or notes/
letters expressing appreciation. Africans will love seeing team members’ families and home
environments. (Please be thoughtful in the selection of photos, focusing on the people
or landscape rather than on houses or autos. Photos showing material possessions are
inappropriate.)
shopping
Team members will have an opportunity to visit the markets and local shops. Souvenirs trigger
wonderful memories, but please be reasonable. Think of the image that Reach the Children is
trying to convey as humanitarian volunteers, not stereotypical rich tourists. It is preferable to
communicate the message of giving, not consuming.
theft and security
Theft is common, so team members must keep very close tabs on all
of their belongings. Never leave items unattended. Do not pack,
carry, or wear gold chains, nice jewelry, or expensive looking watches.
Secure cameras with a strap and don’t carry money or passports in an
outside pocket that can be slit or picked. A money belt or neck pouch
worn underneath clothing and next to the body is ideal to hold such
valuables.
Team members are never to singularly separate themselves
from the group. When dividing from the group, team members
must travel in groups of three or more. For personal safety,
avoid walking, traveling, or being out after dark without the
entire group. !
additional cautions
guests in a new country 19
Team members must never speak on behalf of Reach the Children.
Anything said by a team member during an expedition is interpreted
to represent Reach the Children. DO NOT ever make promises or
even suggested promises to anyone.
You are DISCOURAGED from sharing personal residence
addresses with people in country. When Africans apply for visas to
the West, it is likely they will use that address as a reference. The most
convenient and safe way to keep in touch with people is by exchanging
email addresses. Team members must realize that the exchange
of contact information is a commitment to communication.
photography
The people, scenery, and historical sites to be visited during this expedition are wonderfully
photogenic. A camera is a must and we ask all participants to share copies with Reach the
Children that can be used for publications and advertising.
photo etiquette
• The people are not necessarily superstitious about having their picture taken, but they are
quite resentful of being treated like zoo animals, surrounded by shutterbug tourists. Women, in
particular, will often turn away if they know that their picture is being taken. A telephoto lens is
helpful in obtaining candid photos of people, without making them feeling uncomfortable.
• As a courtesy, when taking photos up close, first ask for permission. Please respect refusals.
Be sensitive to the sacredness of some ceremonies and act accordingly when using a flash or
maneuvering for shots. Think before photographing.
• Always ask first before photographing the interiors of mosques, churches, or temples. If team
members wish to take pictures of government buildings, museums, monuments, etc, a modest
fee is often charged for a still camera and a higher one for a movie or video camera. Some
government buildings cannot be photographed. Ask first!
• Poor people have few opportunities to obtain photographs of themselves. Consequently, a
Polaroid camera is a big hit in the villages. If some pictures are left with the people, an entire
group may be permitted to take as many photos as it wants. Also, promises to send copies of
the photos will open the way for virtually any portrait. Be certain, however, that promises are
kept!
• Some native groups, particularly children in growing tourist areas have learned to ask for
money to pose. The government discourages handouts. Away from areas of mass tourism, it
should not be necessary to pay for the privilege of taking photographs. The best portraits may
be obtained if some rapport has been developed between the team members and the person
being photographed. Try a friendly smile, handshake, or a conversation.
!
guests in a new country 20
submit your
photos!
public relations and publications
Expedition projects afford positive public relations opportunities, which can help Reach the
Children with its humanitarian objectives. Community newspapers are always interested in
stories about the local citizens. They will want to publicize team members’ participation on an
expedition if they know about it. Each expedition should select an individual or individuals who
will write an article and submit it along with photos to one or more local newspapers. A copy
must be given to the Reach the Children NY office prior to submission to newspapers.
Reach the Children’s Marketing Division welcomes accounts of expeditions, excerpts
from journal entries, and any commentaries for use in newsletters, other publications,
and future team training. The Reach the Children photo collection in particular
depends almost entirely on our volunteers, many of whom are talented amateur
photographers. Photographs sent to Reach the Children are an acknowledgement
of permission and become the property of Reach the Children to use at their discretion.
Submitted photos will be put to good use in Reach the Children presentations and
publications. Such support is greatly appreciated! Please send photos to:
mary@reachthechildren.org.
notes:
money in-country 21
personal money
Using team funds, all daily requirements of team members for food, water, transportation, team
activities, and accommodations will be handled by the team leaders. Having a small sum (approximately
USD 100-150) for personal souvenir purchases will be more than adequate. Team
leaders will discuss detailed guidelines for the best way to handle money in country. In all cases,
team members should have access to money through more than one form of currency.
Automated bank teller machines are now more available in Africa—particularly in major cities.
This method of receiving local currency in country typically provides the best exchange rate.
Hard currency (i.e. EUR, GBP, USD, & such) will be the most exchangeable and usually will
receive a better exchange rate than travelers’ cheques. You should use the latest versions of all
hard currency (2000+ year). Large denominations (like USD 100) receive the best exchange
rates. Team members should be careful, however, if this is their method of choice. They should
make sure that they are equipped with a money belt and that they keep any cash, credit cards,
and travelers’ cheques on their person at all times.
notes:
after the expedition 22
evaluation
At the end of the expedition, participants are required to fill out an expedition evaluation.
Responses are kept completely anonymous. Honest feedback is critical to the success and
improvement of Reach the Children expeditions.
volunteer opportunities
Reach the Children’s Volunteer Coordinator will be sending team members a letter outlining
future volunteer opportunities. The service of team members is appreciated and Reach the
Children looks forward to their continued involvement.
notes:
expedition agreement
statement of responsibility,
agreement and release
for volunteers abroad
Reach the Children, Inc. (“RTC”) requires all volunteers participating in its programs abroad
to sign a statement of responsibility, agreement and release that outlines both RTC’s and the
volunteer’s obligations and expectations. Without a signed copy of this statement by the
volunteer (via acceptance as part of the online application) and approval of the Expedition
Department of RTC, the individual will not be allowed to participate in RTC programs abroad.
Humanitarian efforts abroad afford tremendous opportunities for learning and for personal
growth. Such activities, far from home and the familiarity it brings, also entail certain risks.
RTC asks that you review the enclosed statement carefully to ensure that you have a strong
understanding of the obligations you undertake in volunteering to participate in its activities
abroad.
assumption of risk
You understand that participation in the volunteer activity abroad entails inherent risks. You have
been given the chance to ask questions concerning these risks and all such questions have been
answered to your satisfaction. You are thus fully aware of the risks and hazards associated with
the volunteer activity and consent to your involvement in the volunteer activity. You voluntarily
assume full responsibility for any risks of loss, property damage or personal injury, including
death, that you sustain arising from your involvement in the volunteer activity, whether caused
by the negligence, including the sole negligence, of RTC, its officers, trustees, agents, employees
or volunteers or otherwise (the “Releasees”).
liability release
In consideration for RTC allowing you to participate in the volunteer activity, you agree not to
sue the Releasees (RTC) and release the Releasees from any and all liabilities, claims, demands,
actions, causes of actions, costs and expenses of any nature whatsoever which you may have
arising out of any loss, damage, or injury, including death, that may be sustained by you, or to any
property belonging to you, arising from the volunteer activity or while upon the premises where
the volunteer activity is being conducted, whether caused by the negligence, including the sole
negligence, of the Releasees or otherwise.
indemnification
You agree to indemnify and hold harmless the Releasees from and against any loss, liability,
damage or costs, including court cost and attorneys’ fees, that the Releasees may incur arising
from your involvement in the volunteer activity, whether caused by the negligence of the
Releasees or otherwise.
expedition agreement 23
expedition agreement 24
physical fitness
You warrant that you are physically fit and in a condition that will allow you to participate fully
in the volunteer activity. You understand that the Releasees have not made, nor will make, any
investigation into your physical fitness or the ability of you to participate in the volunteer activity,
and Releasees are relying on your warranty concerning your physical condition. You agree to
maintain medical insurance that covers you for accidents and illnesses while participating in this
volunteer activity. You assume full responsibility for payment of medical expenses not covered
by this insurance incurred as a result of your involvement in the volunteer activity.
emergency medical treatment
You grant the Releasees permission to authorize emergency medical treatment for you,
as they deem appropriate, and agree that such action by the Releasees shall be subject to the
terms of this Agreement. You understand and agree that the Releasees assume no responsibility
for any injury or damage which might arise out of or in connection with such authorized
emergency medical treatment.
binding effect
It is your express intent that this statement shall bind you, the members of your family and
spouse (if any), your estate, heirs, administrators, assigns or personal representatives.
choice of law and forum
You agree that this statement and any claim arising from my participation in the volunteer
activity shall be construed in accordance with the laws of the State of New York, without regard
to its conflict of laws provision. The courts in Monroe County, New York shall be the forum for
any lawsuits arising from the volunteer activity or incident to this Agreement. The terms of this
statement shall be severable, such that if a court of competent jurisdiction holds any term to be
illegal or unenforceable, the validity of the remaining portions shall not be affected.
In signing this statement, I acknowledge that I have read it, understand it, and agree to be bound
by its terms.
______________________________________
Name (printed)
_______________________________________
Signature
_______________________________________
Date
THIS IS A RELEASE OF LEGAL RIGHTS. READ AND UNDERSTAND BEFORE SIGNING.
Reach The Children is a non-profit humanitarian organization registered with the Internal Revenue Service
as a 501(c) 3 tax-exempt charity. The full amounts of financial contributions are tax deductible unless
otherwise noted.© 2001 Reach the Children, Inc. All rights reserved.
Reach The Children and Reach the Children, Inc. are registered service marks of Reach the Children, Inc.