CO-LEADER'S MANUAL uQuestionsuSuggestionsuTasksuIdeasu

Thank you for assisting us by agreeing to co-lead a workcamp. The following pages are our co-leader manual.
They include areas and ideas you should address before the volunteers arrive and during the workcamp. This
information is very detailed. The local host/workcamp organizer should already have arranged most of the
detailed requirements. They are responsible for the camp and it is your job to facilitate the program not to arrange
everything. In some cases areas below will be completely irrelevant due to the nature of the program. (Ex: The host
organization may already have a schedule for meals or a source for food.) If the host is unprepared, disorganized or
not able to accommodate the volunteers please contact VFP immediately and we will try to assist you. The
gathering of a group of international volunteers is a rewarding experience on its own and can be enhanced by
informal study meetings, recreational and other activities.
Please remember that you are our eyes and ears at the camp. You need to pass information on to us. We use this
information when deciding on future camps and when we work with hosts on improvements for future projects. If
there is anything we can do to improve your experience or the experience of the group please ask us.

Role of the Co-Leader

Being a co-leader implies you will assist the local host with the logistics of the work project. This usually
means that you will be their main contact at the camp. You will be in charge of running the first few camp
meetings, helping to establish a cooking/shopping schedule, assisting with free-time activities... If the camp is well
organized you mostly help facilitate communication within the group. If the camp is not well organized or the work
project does not meet the description you help facilitate communication between the international group, the work
project leader and the community. A successful co-leader arrives at their workcamp with a positive attitude, lots of
energy, ideas for fun group activities, and a spirit determined to make the program successful.

Meet the Local Host

Your first new acquaintances will be the local host and community members who have organized the project.
Get to know them and the community. Ask them if they have traveled, why they wanted to host and international
group, what their hobbies are All this information will help you find ways the international volunteers and
community can grow together.
You are the liaison between the host and volunteers. You need to establish good lines of communication and
keep them open. Some hosts expect you to do a lot, others expect very little, understand your role! You need to be
willing and able to know when to step in, where and when you are needed, and when to step back and let others
take the lead. You will have a large impact on the host's willingness to have another workcamp and on the
volunteers' experiences.

Visit the Accommodations (with the local host)

What is the telephone number for the caretaker or person in charge of the building?

Where are the light switches and outlets?

Does the building need to be locked when the volunteers aren't there? Where do they keep the key? Is
there an extra key?

Will any other people/groups be using the building while you are there?

Is there anywhere volunteers are not allowed to go or anything they cannot use?

How do the dishwasher, stove, coffee maker, or other automated machines in the kitchen work?

Are there showers in the building? If not, where are they and when do you have access?

Is there a telephone for emergencies? If not, where is the closest public telephone?

Make a list of emergency telephone numbers including ambulance, fire, and police and post it where
all can see. Be sure the location of your accommodation is also noted.

How do you dispose of garbage? Can you compost? What do you do with recyclables?

Where is the First Aid Kit? Is it missing any important supplies? Be sure that you bring it with you to
the work site if there is not one there.

Little things, like keeping public areas tidy, can help to increase trust and respect with the host and
volunteers.
Food & Supplies

How will shopping for the camp will work? Sometimes the host likes to do all the shopping and arrange
donations. Another option would be that you get a certain amount of cash to buy supplies. Maybe the whole group
will go on certain days.
You will need to work with the host and volunteers to be sure adequate food is available but also to conserve
funds. It is important that expenses stay within the host's budget. Make sure you understand how much the group
can spend.

You should always ask for a receipt and return all receipts and accounting to the host.

It is helpful to have a list where volunteers can write their needs, suggestions, desires (you don't
always have to purchase the items depending on their cost and availability.)

If the host has solicited donations ask what they are and when they will arrive or if you will need to
arrange to pick them up.

Meet the Work Leader & Visit the Work Site

What time do they want the vols to arrive in the morning and how long do they expect them to work?

Do you need to bring lunch with you to the work site? Is there refrigeration or a cooler you can use at
the worksite? Will community members prepare lunches? What time are they scheduled for?

Are there enough jobs and tools for the volunteers? Sometimes it is helpful to make a list of all tools
donated and where they came from so you can be sure nothing is lost.

Does it look like there is enough work to keep everyone busy? Has any needed preparation been
completed? Are there indoor projects in case of rain?

Remind the work leader to show volunteers the correct way to use tools and to cover safety
techniques. A work training and orientation session should be planned for the first workday. If safety
wear is needed be sure it is available and volunteers know when and how to use it.

Preparing for the Volunteers

Be sure there is someone at the telephone number that was listed on the workcamp information sheet
for the entire arrival day.

Can you walk to the bus or train station to greet volunteers? Will the host pick them up?

You will need several pieces of poster board and markers to make signs. It is nice to have a camp
journal and materials for volunteers to make collages or write their thoughts and feelings about the
program. Poster board or large pieces of paper are also helpful during discussions and evaluation sessions.

The Calendar - It is really helpful if there is a BIG calendar on which you can put all planned
activities. You can easily make one on poster board. Be sure you have the first group meeting with a list of
any pre-arranged events and their times and locations. Also list any birthdays that take place during the
camp (the host has registration forms with ages).

Cooking Schedule - Usually the volunteers break into 2 or more cooking groups and prepare meals on
a rotating basis. Groups can consist of 2-5 people depending on the size of your camp, the number of meals
that you will prepare each day, and the work project. If you choose to have only 2 volunteers cook each day
you may decide as a group that they can leave the work project early to prepare the meal. Prepare a poster
with the group numbers, but wait until the first group meeting to fill in the names because you never know
how many volunteers will show. (It usually works well to have people count off (1,2,3,1,2,3) at the meeting
and write their names in the groups.) It is important to remind the volunteers that they are responsible for
planning the meal (they need to let you know in advance if they will need special ingredients), preparing,
and cleaning up. Usually one group is in charge each day but often breakfast just involves putting out food
and making coffee and lunch is simple and may be made by each volunteer. Still the group for the day
needs to do all dishes, put away leftovers and clean the kitchen.

Cleaning Schedule - This is an area where a lot of resentment occurs because everyone has a different
level of tolerance for clean or dirty areas. Yes, volunteers will need to clean the bathrooms, sweep floors,
mop You should decide at your group meeting how to delegate these jobs. Sometimes the group cooking
is also responsible for this. Sometimes you can assign a person or group every +/-3 days to clean or you can
have a different volunteer in charge each day. It is important to watch that the same person is not always
cleaning and to stress that the group must clean to a level all are comfortable with.
The Volunteers Arrive

Be aware that volunteers will probably be very tired after their travel and their language abilities will be low at
this point. Greet each one personally so that they know you are the coordinator, introduce them to the host if they
are available. Find out if there are any special diets, religions, sleeping or health requirements. Let volunteers relax
and get acquainted with their surroundings. Do not plan any additional activities close to arrival time, the
volunteers will be very tired from their travels.
Be sure there is some food on hand that is easy to prepare when volunteers arrive (sandwich meats, prepared
lasagna, fruit...) Often volunteers arrive early in the morning or late at night. Sometimes people from the local
community will cook a few dishes that can easily be heated. Prepare the first meal without the volunteers help. You
may be able to get a donation from a local restaurant, have community members prepare a potluck, or purchase a
ready-made dish.

Group Orientation Meeting

Depending on the camp schedule and when the volunteers arrive you can have this the first evening or the next
day, the sooner the better. The host and work leaders should be present and participate as much as possible. Feel
free to delegate topics, listed below, to them. It is important to remember that many of your volunteers may have
just arrived, have jet lag, not yet be comfortable with their English, and may feel overwhelmed. It is good to go
over some of these topics at future meetings as needed.

Introductions and icebreakers (suggestions on page 18)

Local host and community introductions. It is good to talk about possible free time activities and
have someone write them down so the group knows and can discuss their options.

Work leader and project introductions. Be sure that the work leader talks about the importance of
the job, who will benefit, what types of work the volunteers will be doing, where you will work, how long
you will work, etc.

Telephone Calls - Volunteers should NOT have access to the telephone. If they want to make calls
they should purchase a calling card and then use a public telephone. We have had many hosts left with large
telephone bills!

Review Host or Workcamp Rules, if any, and talk about the need to respect them. Talk about local
drinking and smoking ages. Decide on a quiet time for the evening and talk about what time volunteers will
need to get up.

Meals/Cooking Schedule - Are there any vegetarians or people with special dietary needs? Talk about
the cooking groups. Decide on meal times. Should the volunteers preparing dinner be able to leave the work
project early so they have enough time? How many days in advance do you want to be notified about
special ingredients that are needed?

Insurance/Safety - Most accidents happen at the end of the day when volunteers are tired, when
people are showing off or participating in "risk taking" behavior. All international volunteers are covered
either by workcamp insurance or host insurance. US volunteers are not covered by this insurance.

Recycling - Find out the local regulations and explain them to the volunteers. Be sure all recyclables
are washed!!! Making a poster to explain the system sometimes helps.

Calendar - Go over any planned activities on the calendar.

Additional Co-Leader Tasks

Information Center - You are the first person that volunteers will come to with questions. Find out
where the local grocery stores are located. Where is the Laundromat, what are the hours, how much does it
cost? If you can bring a basic cookbook or first aid manual they will be used. Where is the closest
telephone? Where can you buy calling cards and how much do they cost? The more you know the better.

Daily meetings - It is good to have a meeting each day at a set time to review the work
project/progress, talk about upcoming activities, and address any issues that may arise in the group. Have
volunteers share what they like and dislike about the work, living arrangements, food, free-time activities
The Co-leader does not have to lead each meeting if they don't want to. Sometimes it works well to have a
different person lead the meeting each time so everyone gets an opportunity. You may want the host, work
leader, or community members to attend or lead some meetings. Keep your eyes and ears open, you may
want to raise issues that you know are brewing but no one is addressing.

Study Theme - You may need to encourage volunteers and the host to have at least one meeting where
you talk about the theme of the camp and exchange information. See if the host can invite local people who
have experience or good ideas to share. This can be very informal but is an important part of the workcamp.
If there is not a study theme you can decide as a group on a theme that interests you and invite community
members to come and explore it with you.

Community Involvement - You can work with the host, work leader, and community members to
arrange activities. Make suggestions of things the volunteers like to do (volleyball, swimming, go to the
beach) some communities are more receptive than others, but outreach is usually necessary to make the
connections. Usually you will find that people are curious and hospitable, once you and the volunteers
extend yourselves in a friendly way.

Press Coverage - VFP wants to have as much press coverage as possible. Talk to the host or work
leader about getting a story in the local paper or on TV. Offer to help call local reporters if you want. Please
be sure to get an extra copy of any articles to send to VFP for our scrapbook!

Safety - Keep your eyes open for safety hazards. Is the kitchen clean, all food refrigerated, fruits &
vegetables washed before use? Are volunteers wearing proper shoes and clothes during the work project? Is
safety gear being used? If a volunteer becomes sick you may want to relieve them of cooking duty. Be sure
to know if anyone in your camp has allergies and what you should do if they have a reaction. (Their health

information is listed on their registration form.)

Medical - You will need to be sure that the insurance forms are properly completed and returned to
VFP if any accident occurs.

Problem Volunteers - In rare cases there is a volunteer who just doesn't belong in a workcamp
environment. Usually the group together will notice this and try to understand the problem and resolve the
issues. If all fails you do have the right to ask the volunteer to leave the camp. If you are uncomfortable
with this you can ask the host, the work leader, or VFP to help you.

Appreciation - It is nice for the volunteers to show their appreciation to the hosts, work leaders, and
community members at the end of the camp. Bring this up at group meetings so the volunteers have time to
think of ideas. (Suggestions: Take a group picture and have copies made that all sign, make a big collage
with notes from the volunteers, invite people to a thank-you dinner or dessert party.)

Workcamp Feedback VFP will send evaluation forms to the volunteers at the workcamp address.
Each volunteer should complete and return the forms to us in the envelope provided. As the co-leader, you
should remind volunteers to fill these forms out at the end of the camp and help to collect and mail them. It
may be helpful to organize some feedback activities (suggestions follow) to help the host, volunteers and
you to understand the areas of the camp that were good and those which could be improved. You may want
to have two different feedback meetings, one where the host and project leader are present and one where
they are not. Volunteers may feel more comfortable addressing issues if they are alone.
Volunteer Reports: Encourage volunteers to fill these out during the last 2 days of the camp. Please be
sure that each volunteer has completed a form and that the forms have all been sent back to VFP. These are
very useful to us when evaluating projects and making improvements for the future.
Host/Workcamp Report VFP will also send the host organizer a report form to be completed at the
end of each workcamp session. Please help us to insure that it is completed and returned. You can offer to
assist the host in completing the report.
Co-Leader Report - At the end of the workcamp you must write a report on your workcamp
experience. It is important to give your personal feelings as well as what the group thought about the
project. An honest, critical assessment is valuable to all concerned. It will not be helpful to the sponsor or us
if everything is "whitewashed". The co-leaders and hosts reports are the only official records of the
workcamp, and should give a clear picture of the situation from all angles. You should try to assess the
results of the workcamp and its effect on the community it was trying to help and assess the experience of
the volunteers. Information on your relationship with the host is also very important.

Fun Ways to Get Feedback

Up and Down: One end of the room, playing field, or lawn indicates good and the other end bad.
Make a list of areas to evaluate (accommodations, work, community involvement, study theme, cooking)
as you call out each area the volunteers position themselves according to their opinion. Afterwards you can
sit in a circle and discuss the areas that were particularly good or bad.
Smiles and Frowns: Take two large pieces of paper. On one put a large smiley face, on the other a
frown. Have volunteers sit in a circle and go around and ask them to name one thing they felt was very
positive and one thing they would have improved. Write these on the appropriate face. After everyone has
made a contribution you can talk about creative ways to improve the project and ways to insure the positive
remains in the future.
Dartboard: Draw a large circle on and divide it into segments, like a dartboard. Around the outer edge
write the areas you want to discuss. (Examples are listed above in Up and Down.) Volunteers put a "X" for
each aspect; near the center if it was good and near the outside if it needed improvement. Again you should
talk about the results at the end.

And most importantly

Conflict Resolution - You will probably have to address at least one conflict during your camp.
Conflicts are generally the result of misunderstanding, lack of knowledge and lack of communication. From
time to time you should have evaluation sessions that allow an analysis of the situation and often help
uncover conflicts and possible ways to deal with them. (Evaluation ideas are listed in the previous section.)
If you or any camp member doesn't like something - talk about it! Consider the notion that conflicts are
understood as problems of the whole camp and all can help to solve them. By working through the
problems as a group, they are not solely left to be a burden upon the leader. As the leader you need to be
alert and watch for situations where frustration may be growing but the volunteer/s aren't addressing it. You
may need to make an effort to talk to a volunteer alone and find out what is bothering them. You can also
have a book or a box where volunteers can put concerns/questions/interests to be discussed at the next
meeting.

Conflicts that frequently develop in camps:

Prejudices against different nationalities-These are especially hard to deal with because nobody is willing to
confess that she/he is prejudiced and would rather discuss this on a "theoretical" level. (Ex: "I cannot talk with this
person because I don't understand her/his language well enough.") It is the aim of international youth work to
overcome such prejudices. This can only be achieved through intense communication on a basis of common
interests.
Outsiders-Occasionally there will be members of a workcamp who just don't fit in to the group and remain either
alone or as a smaller, isolated group. It could be a language problem. It could be a personality issue. It could be an
age difference. You should try to bring them into the group if possible. You could try to have them work with 1 or 2
other people during the day, effectively reducing the size of the group for a short time. Other times it is best to just
let them be on their own. Perhaps there are tasks that need to be done that are suitable for one or two people.
Language Barriers-You may have some volunteers who speak little or no English. Is there another volunteer who
can speaking her/his language and interpret? Try non-verbal activities (games, sport, music, pantomime) and point
out and demonstrate as much as possible when explaining work and other activities.
Age Difference - A pronounced age discrepancy may lead to problems in the camp. Most volunteers in any given
workcamp are between 18-30. Sometimes there will be volunteers in their late 30's, or 40's or 50's, etc. Make every
effort to include them in all of the activities of the camp, and even look to them for insight and advice, when
appropriate.
Different Energy Levels - Frustrations can occur when volunteers feel that they are not all participating equally in
the work project. Some people need more breaks than others, some want to work longer, others need to know why
their task is important and focus more on the education and information exchange. These issues need to be
addressed before resentment arises. Sometimes you can delegate work projects to meet individual needs, other
times the group may have to firmly ask for more cooperation from a volunteer. Be flexible and try to see both
sides. Allow volunteers personal space when needed.
Differing Opinions - You are living and working with a very diverse group. Issues may arise based on different
customs, religions, morals, sex-specific roles and political opinions. Talking is the key to understanding.
Frustration with the Work - Past experiences have shown that because the center of the workcamp is work if a lack
of work or work-related frustrations occur, then the camp atmosphere is negatively influenced. For example, if the
reality of the work does not meet with the expectations the participants had when they registered for the camp, if
there is not enough work, if the schedule is not well prepared/supervised by the sponsor. This may be avoided by
clear and precise agreements with the host and work project leader either before or during the workcamp. If
projects need to be altered at any time the work leader must explain why and be sure that the new work is needed

and as fulfilling as possible.

Icebreakers & Group Games

1) Names: Volunteers introduce themselves one after the other, connecting their names to a gesture, movement,
characteristic, animal or object name. Players then repeat the preceding players' names & _____ in succession and
add their own at the end. Examples: Susie Sunshine, Hugo Hamster, Wendy (wave). Some players may use a
movement, gesture or mime after their name instead of a word.
2) Introductions: Volunteers pair off, preferably with someone from a different country. The pairs ask each other
questions (where do you live, do you have brothers/sisters, what is your favorite food) for about 5 minutes. Then
the volunteers come back together and then introduce the person they just talked with to the group.
3) Hot Potato: Find a ball, potato, apple or other object. Volunteers sit/stand in a circle. The person with the potato
names a place and then throws the potato to a person from that place. You can start with general places like Europe
and as you learn where people are from move to more concrete places like France or Lyon. This game can be
played where you say a person's name, favorite food, eye color As you get to know each other the game becomes
more fun and more difficult.
4) Knot Game: Players stand in a circle, shoulder to shoulder, with their eyes closed and hands stretched out
towards the center of the circle. Each person tries to find two unknown hands (from two different people, not your
neighbor). Then players open their eyes and try to disentangle themselves, without letting go of each other's hands.
5) Stacking Chairs: Everyone stands in a line, one behind the other, with the smallest person in front and tallest in
back. On the count of 3, the tallest person sits down on a chair while everyone else sits down on the legs of the
person behind. If you succeed, try to get up again on the count of 3. To make it more difficult, do it in a circle, with
no chair.
6) Circle of Trust: Stand in a circle shoulder to shoulder. One person stands in the middle of the circle, with their
eyes closed, and swings back and forth. He/she is caught by the other people who reach out from the circle and
pass him/her on.
7) Charades: It is good to have a theme each time you play this game or it tends to get too hard. One possibility is
everyone gets two scraps of paper and writes the name of a public figure on each. You fold them and put them all
in a basket. A lucky volunteer starts, picks a name and acts, draws, gives clues until another volunteer guesses the
person. The person who guesses goes next. If a volunteer doesn't know who a person is just put that piece back in
the basket and pick another. You will get names from Margaret Thatcher to Donald Duck to Superman to Bob
Dylan.

FUNDRAISING IDEAS
Below are suggestions for raising funds, getting contributions and increasing community involvement. If you have
other methods that work please let me know so we can share them with other hosts. If you have questions or need

assistance just give us a call, we are happy to help.

Have a community dinner, barbecue, or dessert party with an entry charge of $5 - $15 per person
depending on what you will serve. You can often get food contributed by local restaurants or stores.
Alternatively you can have friends, church members or others each prepare a dish. If you have this during
the workcamp the volunteers can help with food preparation, set-up, entertainment and it is a great
opportunity for them to meet the local community.

Raffles can be very successful. Get items, gift certificates or services donated as prizes. (One prize can
be a task that the workcamp could do like free lawn mowing or garden weeding.) Sell tickets at a local
Farmers Market, Craft Fair or other community event.

Send letters to all local banks and large businesses asking for a contribution. If you would like to print
them on our letterhead just ask and we will send you some.

Bake Sales are fun and easy. Great to have during the workcamp, the volunteers can make the goodies
and sell them.

Have a car wash. A local school or international group can support your program by providing the
labor. Have volunteers make the signs or help washing.

Talk to all produce growers to see if they have extra produce to donate. Going to a Farmers Market is a
good way to introduce yourself and you may leave with baskets of vegetables.

Call local bakeries and markets to see what they do with their "day-old" products. Often they are
happy to donate them.

Stand in a busy location and ask for dollar contributions. You need to be forward but this really works.
The disadvantage is you don't often have time to tell people about the program and raise awareness.

Contact local organizations (Churches, Rotary, United Way, Peace and Justice organizations,
Environmental groups) that support projects such as yours and ask for contributions or ideas. See if there
are any events that you can participate in together.

Have a musical benefit by having some local musicians donate their time to play. See if a local church
or school will let you use their space for the event. Have your bake sale or sell raffle tickets at the event.
Give out VFP newsletters and talk about the workcamp program.

Apply for a grant to support your workcamp.

Contact the Manager of local food stores and explain that you will do a lot of shopping at their store
when your group is here. They usually offer a gift certificate towards purchases.

TIPS

Make posters with photos from previous camps. If there were any newspaper articles make copies.
Ask us for Newsletters or Directories to have on display.

Remember that all contributions (cash, items, services) are tax deductible. (VFP Federal Tax ID# 030282748) If contributors are more comfortable they can make checks payable to VFP and we will cash
them for you.

Start early and plan on contacting people several times. It works well to send a brief letter and then
follow with a telephone conversation or visit.

Try to get on the local TV or radio station and have an article in the local paper. Often Churches and
other organizations have a newsletter and would be happy to include information on the workcamp. Be sure
that there is an address to send contributions to and mention that they are tax deductible. You can use our
office address if you like.

The most difficult part of fundraising events is ensuring that you will have a good turnout. Have the
dinner/benefit/raffle sponsored by a popular organization. Have it announced on the radio. Put up lots of

posters. Tell all your friends.

It is fun and acceptable to ask volunteers to help you with the above fundraising projects and you will
find they are good ways to build community awareness.

Be sure to thank all donors. If a church donates their space offer for the volunteers to help with an
upkeep project. It is nice if you take a picture of the group and send it to all donors after the camp. Keep a
list of all donors so you can contact them in the future. Usually if they give once they will again.

Fundraising is often the hardest part of the camp.

Try to think of ways to make it fun and remember
the more you do it the easier it gets!

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