21. Pre-departure Preparation

Explanation

Pre-departure preparation begins after selection and continues until the volunteer travels. Its purpose is to turn a selected participant into a prepared volunteer. Administration is part of this process, but preparation goes much further than documents and tickets.

The volunteer is preparing to leave their familiar environment and enter a new country, organisation, community and living situation. Even highly motivated volunteers may experience uncertainty, fear or unrealistic expectations. A good preparation process therefore addresses practical, emotional and educational readiness at the same time.

The supporting organisation often plays an important role in this phase because it can prepare the volunteer in their own language and cultural context. The host organisation should still be actively involved so that information about the actual project is accurate and expectations are consistent between partners. Chapter 1 already establishes that the supporting organisation should prepare the volunteer before departure and remain involved during the project.

One of the first aims is to revisit expectations. Recruitment and interviews may have happened weeks or months earlier. The volunteer should again discuss what the project actually involves: tasks, working rhythm, living conditions, independence, community context, learning opportunities and possible difficulties. This is a useful moment to ask: What are you most looking forward to, and what are you worried about?

Fear and uncertainty should be treated as normal preparation topics rather than signs that the volunteer is not ready. Concerns may relate to language, loneliness, living with other people, travelling alone, money, discrimination, health, safety or whether they will be “good enough” for the tasks. Discussing these questions before departure makes it easier for the volunteer to ask for support later.

Pre-departure preparation should also explain rights and responsibilities. Volunteers should understand that ESC is a learning and solidarity activity, that they are expected to participate actively, communicate problems, respect agreed working arrangements and contribute to the organisation and community. At the same time, they should understand their right to safe conditions, mentoring, support, learning, appropriate living arrangements and respectful treatment.

Intercultural preparation is another important element. It should not become a list of stereotypes about the destination country. Instead, it should prepare the volunteer for the experience of entering an unfamiliar environment: different communication styles, concepts of time, workplace habits, food, bureaucracy, privacy, social behaviour and expectations. Volunteers should be encouraged to approach differences with curiosity rather than immediately judging them as better or worse.

The preparation should also discuss culture shock and adaptation. The first weeks may be exciting, but frustration or homesickness can appear later. Knowing that adaptation often changes over time can help volunteers understand their reactions and seek support earlier.

Safety preparation should explain what to do in practical situations: illness, accident, lost documents, serious conflict, harassment, feeling unsafe or needing urgent support. The volunteer should leave home knowing the main emergency contacts and how the organisation’s support system works.

Learning preparation should begin before departure rather than waiting for the first Youthpass conversation. The volunteer can already identify what they want to learn, what competences they would like to develop and what personal goals they have. These goals do not need to be fixed permanently; they create a starting point that can be reviewed after arrival.

The Red Salmantica/Plan B learning materials and ePassport sheets use this logic by connecting preparation with learning interests, country information, competences, language learning and later Youthpass reflection. The ADICE notebook similarly treats preparation as the beginning of a longer volunteer pathway rather than a one-time briefing.

For volunteers with fewer opportunities, pre-departure preparation should connect directly to the inclusion planning from Chapter 2. Support needs should be reviewed again because circumstances can change between selection and travel. Practical questions about medication, mobility, dietary needs, learning differences, stress-management strategies or accessible travel should already have concrete answers before departure.

Preparation can happen through one longer meeting, several shorter sessions, online meetings, peer contact with former volunteers or a combination of these approaches. The format matters less than whether the volunteer actually feels prepared.

For EVoly, this phase could become a Pre-departure Preparation Pathway rather than only a checklist. The volunteer could complete modules on expectations, practical arrangements, rights and responsibilities, safety, intercultural learning and personal learning goals, while the coordinator and supporting organisation see which areas still need discussion.

Role perspectives

Supporting / Sending Organisation: Usually leads the personal and contextual preparation of the volunteer. It creates a safe space to discuss fears, motivation, expectations, intercultural learning and return support.

Host Organisation: Provides accurate information about the actual project, accommodation, local context, tasks and support system. It should not leave all preparation to the supporting organisation.

Coordinator: Makes sure administrative and educational preparation connect. They answer project-specific questions and check that important misunderstandings are resolved before travel.

Mentor: May be introduced before arrival. A short online contact can reduce anxiety and make the mentor a familiar person rather than a stranger the volunteer meets during the first difficult week.

Volunteer: Participates actively in preparation, asks questions, communicates concerns and begins identifying personal learning goals.

Differences by ESC model

Long-term volunteering: Preparation should be deeper because the volunteer is making a major life transition for several months. Expectations, independence, culture shock, learning goals, housing and support deserve significant attention.

Short-term volunteering: Preparation should be concise but intensive. The volunteer needs the most important practical information, role expectations and support contacts immediately because there is less time to learn gradually after arrival.

Volunteering teams / group volunteering: Preparation can combine individual and group elements. Participants should understand the shared task, group schedule, accommodation, teamwork, intercultural dynamics and group rules before travelling.

Questions & answers

Who is responsible for pre-departure preparation?

The supporting organisation normally plays an important role, but the host organisation should provide project-specific information and remain directly involved.

What should be discussed besides documents?

Expectations, fears, rights, responsibilities, culture shock, safety, learning goals, support, daily life and realistic challenges.

Should Youthpass already be introduced before departure?

Yes. The volunteer does not need to understand the whole process in detail, but learning goals and reflection should begin before the activity rather than only at the end.

Should the mentor contact the volunteer before arrival?

Where possible, this can be very useful. Even a short introduction can make the support system feel more accessible.

Documents for further reading

• Preparation meeting — Sunce — practical pre-departure workflow.
• Pre-departure checklist — travel, documents, insurance, contacts and personal preparation.
• ADICE notebook — preparation, responsibilities, difficult situations and volunteer pathway.
• ePassport participant sheets — preparation, country information, competences and before-departure checklist.
• Red Salmantica / Plan B learning notebook — learning goals and Youthpass preparation.
• EVoly_ESC_Implementation_Phases_Draft_0_1.docx — preparation pathway and reminder concept.