The Volunteer’s Ultimate Preparation Checklist

Are you interested in volunteering internationally, but not sure where to start?

When I first began researching my potential volunteering destinations, I found myself becoming overwhelmed by the competing information on the web. I’d start my day inspired and optimistic, and finish it as an exasperated mess. There seemed like there was so much to do when preparing for a trip that I considered not going at all.

And that would have meant that I missed out on some of the most amazing experiences of my life.

So, being the over-analytical person that I am, I created a preparation checklist- a list of all the tasks that I needed to complete before a volunteer trip away. It started short, but soon grew into something that was so useful and all-encompassing, that my friends starting asking for copies too!

The Ultimate Preparation Checklist combines all the standard travel preparations with considerations for special visas, vaccinations and fundraising that you may be obliged to complete as a volunteer. Feel free to have a browse, and if its helpful there will soon be a PDF version available for you to download and stick on your fridge. Too easy! And if there are any other questions you have, be sure to ask me in the comments section.

So please take a look below- I hope this checklist will save you as much time and pre-trip jitters as it has for me!

NB: Please remember the time-frames here are just a guideline. Its certainly possible to book trips with less notice, but some things (like vaccinations and visa processing) can’t be rushed.

The Volunteer’s Ultimate Preparation Checklist

6 Months in Advance

• Start Researching Volunteer Programs

You can find out about available volunteer programs via helpful facebook communities like Veterinary Volunteering, through organisations such as WVS or Vets Beyond Borders, or get my personal recommendations on the Volunteer Organisations page. For appealing international programs, research both the organisation and the country’s volunteer and visitor requirements.

• Check your Passport Validity

Make sure to renew it if there is less than 6 months remaining until your travel documents expire (and don’t be caught out with an expiring passport in Dublin like I was!).

5 Months in Advance

• Contact Volunteer Programs that interest you

Introduce yourself with a friendly email or phone call. Make sure to check their availability, ask questions and find out whether the organisation will be a good fit for your skills and interests. If so, you can begin the application process.

• Book time off work

4 Months in Advance

• Apply for relevant visas

Some countries do not require visas, others may ask for extra paperwork if you intend to volunteer. Your organisation can guide you as to whether a tourist or a working visa is required, and how to apply.

• Apply for Veterinary Registration with the local regulatory body if required

3 Months in Advance

• Arrange vaccinations and malaria prophylaxis

Visit your GP to discuss preventative healthcare requirements in your chosen destination. Be aware that the rabies pre-exposure vaccination course involves 3 injections over 4 weeks so you must organise this well in advance if its required.

• Book flights

Websites like Skyscanner and Kiwi.com can help you easily compare the best airlines and prices. If you’re travelling somewhere remote, ask your chosen organisation the best way to reach them, as they may have some tips.

• Book travel insurance

If you can’t afford insurance, you shouldn’t travel! The most vital part of travel insurance is covering your medical treatment or transport in the unlikely case that you are severely injured. You can also insure for delayed flights, lost luggage, theft and other disasters if you choose.

• Start Fundraising

Some organisations require fundraisers before you volunteer, but even if they don’t its an extra way to help your chosen charity.

• Find a House-Sitter

If you have pets or plants, ask a friend or try trustedhousesitters.com

2 Months in Advance

• Collect Veterinary Donations

Ask your organisation which supplies they need most. Try contacting any local veterinary clinics to see if they have any expired or over-stocked items that could be useful. If you are importing medical supplies into a new country, be aware that you must ensure that you comply with local import laws, even for donations.

• Book your Accommodation and airport transfers

I recommend that you print or write down the hotel address and phone number in-case you cannot access your emails when you arrive. 

1 Month in Advance

• Brush-up on relevant veterinary or husbandry knowledge

If you’re volunteering with new species or entering a different climactic zone, its a good idea to brush up on relevant knowledge before you arrive. You may not have reliable internet access or textbooks when you travel, so read up on new diseases, surgical techniques, or husbandry before you go so you hit the ground running.

• Create your Packing List

Write an extensive list of everything you plan to take with you, so you have ample time to shop for anything you’re missing. Don’t forget sunscreen and insect repellent!

• Check Local Driving Laws

If you’ll be driving while volunteering, ensure you check out local licensing laws and consider obtaining an international drivers license before you go.

• Plan how you’ll access your money

Check if your debit card will work overseas and how much it will charge for international withdrawals. Consider if you need to order any currency from your local bank before you go (this should be cheaper than at the airport). 

• Consider how you’ll stay in touch

If you plan to keep using your smart-phone overseas, research whether you can use your sim-card in your destination. Or if you plan to buy a local sim-card on arrival, make sure your phone is unlocked from your usual network before you depart. If internet access is important to you, check the WiFi situation in advance with your organisation. 

• Purchase Power Converters

Check which power plugs you’ll need in your destination, and purchase them in advance to save time and money at the airport.

2 Weeks in Advance

1 Week in Advance

• Suspend your Veterinary Registration

If you’re going away for a while, you may get discounted fees if you suspend your registration for while when you’re not using it.

• Print your tickets

Its always safer to have a hard copy for major flights, plus some immigration agents may not let you enter a country unless you have proof of a ticket home. 

• Pack your bags

This is much easier now that you’ve already made a packing check list!

• Get excited for your adventure!

That’s all there is to it, so go get planning! And if there’s anything that you think I’ve missed on the volunteer’s ultimate preparation checklist, please leave a comment below.

Want to read more about the fantastic volunteer organisations that I’ve visited? Check out the Volunteer Organisation Profile page. Or read about the experiences of those who have spend time as volunteer keepers, vets, or students on the Volunteer Experiences page!

If you’d like to download the preparation checklist as a free printable pdf just sign up to my newsletter using the form below.