Frequently Asked Questions (FAQs)

Getting There

What is the appropriate time to join VAN programs?

You can join VAN program at any time. VAN volunteers programs are available thorough out the year for 2-12 weeks and our programs start on the 1st and 3rd Mondays of each month, enabling you to join anytime as per your convenience.

How can I get to the site from the Airport?

VAN offers airport reception and transfer services to volunteers. One of our staff members will be waiting to receive you at the airport terminal. Our representative will be holding a placard with your name. Please do not forget to send your flight itinerary at least 4 weeks prior to your departure. If you can't arrange your flights according to your projected date, please let us know in-advance. And you will find contact details and location maps in your pre-departure guidebook.

What should I do if my flight is delayed? Who should I contact if I get lost? Is there an emergency number?
In case of delayed flights, please go directly to our contact hotel. The details of the contact hotel will be given in your placement sheets. Alternatively, you can call our coordinators. The telephone numbers of our country coordinator and emergency contacts are available in pre-departure guidebook.

If I arrive early, where can I stay?

If you are arriving more than one day prior to your voluntary program, we suggest you to stay in a local hotel. Please contact our coordinators from your hotel.

Visa/Customs and Immigration

Do I need a visa? What do I have to do to obtain VISA for my volunteering country?

All foreigner travelers need a VISA. You need a valid passport including two passport size photos and a VISA fee. It is possible to get a tourist visa for Nepal and Sri Lanka upon arrival, we strongly suggest volunteers to get a VISA in their home country especially if you are traveling to India. It saves time and hassle. The VISA for Tibet can only be obtained from the Chinese consulate. Please contact us if you need any further information on getting the VISA. You can also find more information in the pre-departure guidebook.

Is there any other important information that I should be aware of before arriving at my destination country?

Make sure that you get arrival/departure stamps on your passport at the entry/exit points to avoid further legal complications. Please do not seek support from any unauthorized person. Please don't take out the VISA stickers from your passport and do not try to tamper printed matters in the passport.

Health and Insurance

What health precautions should I take?

This depends on what vaccinations you already have and what country you are travelling to. It is better to consult a travel doctor from your country before you arrive. (NOTE: Some vaccinations are needed as much as 2 months before arrival). Asia is not unsafe but it is better to update your preventive inoculations. Injections against meningitis, tetanus, hepatitis B, typhoid, and cholera are recommended. Vaccination against rabies (which is quite rampant for travelers) is also suggested but it is too bothersome and expensive to be worth the trouble. Please beware of the street dogs and monkeys.

In addition to your local resources, you can find more information on required or recommended immunizations and precautions:

Centers for Disease Control & Prevention (www.cdc.gov)
1600 Clifton Road, NE
Atlanta, GA 31333
(888) 232-3228
(888) 232-3299 - fax information service

Health Canada Online (www.hc-sc.gc.ca)
Canadian Department of Foreign Affairs and International Trade and Travel Report (www.voyage.gc.ca)
U.S. State Department & Consular Information Sheets
Room 4811
2201 C Street NW
Washington, DC 20520
(202) 647-5225

Travel Health Online (www.tripprep.com)
Travelers' Health

What type of medicines should I bring with me?

As they say, “Prevention is better than Cure,” and it's highly recommended that you bring medicines for common illnesses like nausea, vomiting, colds and flu. Though there are many pharmacy shops in most countries, it's worth carrying some medicine. Some basic medicinal stuff like insect repellent, sunscreen, lip balm, eye drops, bandages, and so on are recommended upset Stomach?

Many travelers to Nepal, India, Tibet, and Sri Lanka are likely to get stomach problems at some point during their visit. Due to the climate change and diet, you may face stomach pain. See health guidelines under "Dining and Drinking" to lessen the chances of diarrhea. But if you do get it, the most effective remedy is to fast for a day and drink plenty of water or any liquid. You can find effective medicines against Amoebal Diarrhea in any drug store. Carry some with you when you go hiking, walking or trekking.

Insurance

We strongly recommend that you purchase travel insurance. First, if you already are insured at home, you should check with your insurance to see what kind of coverage you will have while abroad. VAN does not offer insurance. Here are some links for your reference:

• Beta Insurance - For students and faculty
• CMI - For students and non-students
• CISI - Students
• Patriot Insurance - Available to all
• Multi-National Underwriters - Available to all

General

Why is VAN different from other volunteer organizations?

In VAN, we specialize in volunteer abroad programs; we offer custom projects, professional services, and meaningful volunteering experiences. Our volunteer fees are highly affordable yet we never compromise with our programs. So for a low cost, you have access to high quality volunteer opportunities.

What kinds of volunteers do we work with? From where do our volunteers come?

VAN has worked with universities and colleges, other organizations and clubs, church groups, youth groups, and families. You will be working along with other international volunteers from USA, Canada, Australia, UK and Europe. VAN has partnerships with more than 25 international volunteer organizations from around the world.

Do I need to speak a foreign language to join VAN’s programs?

Except for the ability to speak English, no other language proficiency is required. You can join our two week language and cultural training program to learn some basic language skills and ways of life before joining your volunteering projects.

Do I need any prior experience to volunteer?

No prior experience is required to volunteer in our programs. Most projects do not require any experience except for health related programs where medically qualified volunteers are required due to the risks involved. But volunteers are required to have a desire to help the people and the environment of Asia. Be flexible, be self-motivated and be open to new cultures. It is important that volunteers are eager to learn about the country and its culture, and enjoy working with young people.

How many volunteers are there in each group?

Our program starts on the first and third Mondays of each month. Depending upon seasons, we receive 5-25 volunteers on each starting day.

Will there be any volunteers present during orientation time?

VAN receives 10-50 volunteers a month. Most of the long-term volunteers join the language and culture program. So, it is highly likely that you may meet some other volunteers during orientation.

Can I bring a friend with me to the volunteering program, or can I come as couples? Will it be possible for us to stay together?

Of course, we allow people to come with friends, as couples or even in large groups. We try our best to place them in the same host family and project. Please be reminded that two different genders of volunteers are not allowed to stay in the same house, unless they are married couples or engaged.

Can I join more than one project at one time?

To give an additional volunteer experience and to benefit the needy communities, VAN allows you to work at more than one project. In this context, please speak with our in- country coordinator and he will be happy to make the necessary arrangements to make this happen.

How long can I stay in a volunteer abroad program? And can I extend my stay?

VAN programs are available for 2-12 weeks. Our programs begin on the first and third Mondays of each month. If you wish, you can extend your volunteering period, provided that there is availability in the project. This can be arranged through your coordinator with some additional amount.

If I am dissatisfied with my volunteering placement, will it be possible for me to change locations?

VAN will consider the request to move to a different location very seriously, and in many cases, it is possible to change the working areas to better meet the expectation of the volunteer. However, we cannot change positions frequently without genuine, sufficient reasons.

What happens if I decide not to stay for the entire duration of the program?

Once the volunteer makes a decision and pays the program fee, upon receipt of invoice, VAN will not refund any fee under any circumstances.

Food and Accommodation

Do I need to arrange for a place to stay before I arrive?

VAN manages food and accommodation from the very first day to the last day of the program. For the volunteers who arrive earlier or who want to stay longer, it is not possible to offer extra accommodation or food. In this case, VAN will help volunteers to find a good and cheap place for food and accommodation.

What is the living condition in my placement? Do the people speak English?

You will be placed in a village, urban, or suburban area, according to your project. The living condition of your placement depends on the area. One should not expect luxurious accommodations. You will be placed with a host family or hostel with a separate room. But in some conditions, you will have to share your room, but it is rather rare. Most placements have electricity and if electricity is an asset it can be arranged. Our host families are mostly educated, well respected in society, and experienced with international students. Some members of host families may speak English. In orphanage placements volunteers stay with kids.

Are there any special items that I should bring that I may not have thought of?

Do not forget to bring a mosquito net, first aid kit, sleeping bag, additional foods if you want, medication and sun block. You can find more details on what to bring in our pre-departure guidebook.

What are the bathrooms and laundry facilities like?

Bath room and toilet facilities are very limited in developing countries. Please read the details in our pre-departure guidebook.

Can special diets be accommodated?

We can accommodate vegetarians but we cannot manage special diets. You will be served freshly cooked meals three times a day.

Money Matters/Program Fee

Should I bring some extra money?

We manage food and accommodation for volunteers from the first to final day of the program, so you won't need (much) extra money. You may need some extra money if you plan on taking part in activities outside the organization or if you just want to buy some souvenirs. You must also remember the VISA fee depending on the length of your stay, if you plan to obtain a VISA upon arrival. Please see the visa fee details in our pre-departure guide. There is also an airport tax, which you need to pay upon your departure. Details on costs are given in the pre-departure guide.

Where and how do I exchange my money?

All major banks in Nepal, India, Tibet, and Sri Lanka convert international currencies into local currency. There is an exchange counter in the airport for you to start off. The US dollar is the most widely accepted currency. Don't exchange more money than necessary for usage in the next couple of days because exchanging local currency back to hard currency is not easy: it can be done only at the airport before you leave, and only a certain fraction of what you originally exchanged into local currency can be re-converted.

Please retain your exchange receipts in order to apply for a visa extension and re-conversion of left-over local currency when you leave the country.

What about the credit cards?

Many tourist trades have started accepting payments in credit cards. It is, however, a fairly recent phenomenon, and cards other than VISA and MasterCard may not be accepted in most places. Remember that usage of credit cards in developing countries can cost you an extra three to five percent in transaction costs.

Are there ATM machines?

Many commercial banks have installed ATM machines in major part of the cities but you may or may not be able to draw money from these machines depending upon the type of machine.

How do I get access to more funds if I get strapped with money?

You can draw funds on your American Express, MasterCard or VISA cards in Asia. The service premiums for doing this, however, are steep. But we strongly recommended you consult with our in-country coordinator.

Communication

Will I have access to communications such as e-mail, telephone, and post office?

This all depends on your placement. Almost all placements will have access to a Post Office. If you are in a city placement there are many places in which you can use a phone or access e-mail. But this information will all be given in your pre-departure guidebook or placement.

How can I contact my family in case of an emergency while I am in my project?

The VAN in-country coordinator monitors the safety of volunteers 24/7. In the event of an emergency, please call our in-country coordinator and they will instantly help you contact your family.

Getting Around

Will I have time to explore during my language and culture program?

There will be plenty of time for you to explore the local areas during orientation. VAN offers full day of guided tour as a part of the language program.

How can I familiarize myself with the country I will be traveling to?

Once you complete the registration process, you will receive a volunteer pre-departure guidebook which includes a short-introduction to the country and region you will be traveling to. Other sources of information can be found at your local library, bookstore, or on-line. Please visit our link page for great websites that will help you get ready for your volunteering experience.

Will I have any free time during my project period?

Definitely, volunteers mostly work 30-40 hours a week in most of the project. In free time, you can explore the country.

Registration, Program Fee, Refund, Security and Cancellation

How far in advance should I book my volunteer program?

It is better to book your volunteer program well in advance to reserve your placement. It is advised that you book at least two months in advance and allow yourself plenty of time for final arrangements.

Will I get a discount if I join VAN volunteer programs for a second time?

We offer a reasonable discount (up to 10-15%) for small groups (at least 4 people), family, and college groups. We do not have individual discount plans.

How do I make payments for my program fee? What forms of payment do you accept?

You can pay your program fee either by wire transfer or by using major credit cards. Once you pay the program deposit ($150), you can pay remaining program fee upon arrival in the country Kathmandu (for Nepal and Tibet ) and Delhi (for India ). Volunteers joining the Sri Lanka program need to make a full payment in our Kathmandu office.

Will my personal information be protected? Is my money safe?

Definitely! Our software uses 128-bit SSL encryption to protect all personal identification information that you submit, including your name, address, e-mail address, login ID and password, credit card and bank account details. So no unauthorized person can ever see details of your transaction. Payment details for each transaction are encrypted and stored for your convenience. Details on how your information is protected are provided in the Privacy Policy governing this service.

What is your refund policy?

We will refund 70% of your total program fee excluding registration and bank charges if you cancel less than 4 weeks prior to the start date of your placement. Similarly, you will receive a 50% refund if you cancel your placement less than 2 weeks prior to your start date. There will not be any refund if you cancel your placement less than 7 days before you start or after you begin your placement.

Are there any extra costs?

During your volunteering period, you will be provided food, accommodation, training, project equipment and support. The only extra money you will need will be to spend for yourself or if you want to buy gifts and souvenirs for your host family. Our program fee does not include flights, departure tax, travel insurance, internal transfers, or any other medical inoculations.

Can I fundraise?

Yes, with prior planning and hard work you can raise all the money for your volunteer expeditions. We can also send you our fundraising tips which can help you fundraise.

Safety

How does VAN make sure I am safe while I am in the field?

The safety of our volunteers is our first priority. We work hard to ensure the safety of our volunteers in many levels.

• Orientation: We discuss safety situations, field conditions, local dos and do nots, and local culture during orientation. So you will understand the basics before your join volunteering program
  
• 1-2 week of language and culture program: This program offers volunteers the opportunity to learn the local culture, ways of life, language etc before the start of the project.
  
• 24/7 hotline: Volunteers can reach our coordinator at any time. They are ready to support you whenever you need them. Regular supervision/meetings: We visit our volunteers every 2 weeks to make sure that things are going good for them.
  
• Customized projects and experienced host family: In the last 10 years, we have worked with established schools, NGOS, and socially respected host family. By offering established projects and experienced host family, we further ensure volunteers' safety