Process 02: Organize a volunteer trip outside of school

I. OBJECTIVES

- Organize a safe trip - on target - inspiring - in the spirit of education.
- Students get real-life experience, understand the community, practice life skills.
- Connect the Club - school - parents - locality - gift recipients.

II. PRINCIPLES OF TRIP ORGANIZATION

1. All trips must be approved by the school, with a clear list of participating students.
2. At least one teacher and one parent must accompany the trip for supervision.
3. All gift-giving activities require prior preparation of documentation, minutes, gifts, transportation, and assigned personnel.
4. Student safety, health, and emotional well-being are the top priorities.

III. IMPLEMENTATION STEPS

🔸Step 1: Plan your trip

- Clearly state: location - time - number of people - purpose - activity content - means - list of students - list of gifts.
- Send the plan and permission letter to the Board of Directors at least 7 days in advance.

🔸Step 2: Contact local authorities and prepare

- Work with the local commune/ward/village/school where the gifts will be given.
- Finalize the list of households – gifts – reception time – person in charge of support.
- Prepare gifts – handover minutes – feedback notebook – file bag.

🔸Step 3: Grouping - Personnel coordination

- Divide students into groups: MC – give gifts – film – support logistics.
- Have a general coordination team leader and small team leaders.
- Have a medical/emergency support team (if traveling far or with a large group).

🔸 Step 4: Local deployment

- Be on time - coordinate with local authorities - greet formally.
- Organize activities according to objectives (exchange, speech, donation, sharing).
- Sign 3 parties (Club - local authority - recipient), take clear photos.

🔸Step 5: Summary - Evaluation - Report

- After the trip: collect photos, clips, minutes, income and expenditure tables, trip diary.
- Write a thank you article, report to the Board of Directors, media (after approval).

IV. ASSIGNMENT OF RESPONSIBILITIES

• Project leader: plan the trip, contact local authorities, and coordinate overall activities.
• Teacher/parent: supervise, ensure safety, and assist in handling situations.
• Logistics team: prepare gifts, supplies, transportation, and drinking water.
• Communications team: take photos and videos, record experiences, and create videos.
• Finance team: consolidate expenses, manage income and expenditures, and keep receipts.
• Emotions team: write reflections and collect feedback from students and households.

V. ATTACHED FORM

+ Trip plan template
+ School permission letter template + list of participating students
+ 3-party gift handover minutes template
+ Trip diary template – feedback – supporting images
+ Trip summary report template

  📌SPECIAL NOTE: 

– Do not let students go alone – do not let students not know their duties.
– Must have adult supervision – safety is the number 1 priority.
– All images – media content must be approved before posting.