Volunteer Ambassador Program

Volunteering Agreement

As part of the partnership between STA Travel (‘the Company’) and G Adventures, Camps International and Global Vision International we are launching the Volunteer Ambassador Program to STA Travel employees as an introduction to the volunteering concept.

The Volunteering Ambassador Program is about giving STA Travel staff the opportunity to experience credible and authentic volunteering programmes showcased in the ‘Volunteer, Work & Learn’ globally brochure.

A select list of projects has been chosen by our partners for our staff to take part in. We have an allocation of 52 places available for staff in 2012 to be awarded. This volunteering agreement has been designed to answer any questions you may have and set out guidelines that you should adhere to at all times before, during and after the trip.

Resources and other information have been published on the intranet to help you with your application.

Eligibility

 You must be over 18 years old  You must be an employee of STA Travel for a minimum of 6 months when you apply

Pre-travel criteria

 Write a 300 word essay (in the Volunteer Agreement)  Create an STA Travel Blog (in the Volunteer Agreement)  Write a fundraising proposal (In Volunteer Agreement)

Inclusions

 1 week (7-8 days) volunteer component covered by the relevant supplier  £500/USD750/750AUD/550EUR to help fund your flights (any value unused will be returned to STA Travel Management Limited)  Accommodation (from project start date and end date)  Transfers/Meals as per project inclusions (ensure you check trip dossier as each transfers/meals may not be included)  24/7 local support at the project  Responsible Tourism Manager to coordinate land travel arrangements

Exclusions

 Flights (must be booked through STA Travel)  Visa  Travel insurance  Pre and post accommodation  Optional activities and excursions  Inoculations  Any additional weeks  Budget for drinks and snacks

Volunteer Agreement – Volunteer Ambassador Program 2012 Your responsibilities

 You must take the time off work as part of your annual leave. Annual leave must include any travel to and from the project. Permission for leave must be signed off by your Line Manager in advance.  You are responsible for arranging your own flights which must be booked through STA Travel in order to receive supporting funds.  You need to arrange your own transport to and from the meeting point for the project unless the project has specified that this is included  If you wish to stay on additional weeks you will be need to get permission from your line manager, apply for annual leave, make a new booking for the extra weeks with an STA Travel branch locally and make payment at NET only (without STA Travel commission).

Flight Cancellations and expectations of you

 Should you be awarded and for circumstances unforeseeable unable to take your trip, you will be required to notify the Responsible Tourism Manager and HR Director immediately to cancel any arrangements and will forfeit the trip.  If you change your dates prior to the trip you will not receive any further funding or allocation.  Any change to flights after booking are the responsibility of the participant – any fees charged will not be taken from the STA Travel contribution except where STA Travel has expressly requested these changes.  You are not to book and confirm any flights until the Responsible Tourism Manager has confirmed the dates and times for your particular trip. If you receive provisional confirmation, you will need to wait until the final confirmation is received.  At all times the policy for flights is best fare of the day.  If you resign prior to the trip being undertaken or within 3 months after the trip STA Travel will recover from you final monies all costs including the STA Travel flight contribution.  Your application confirms your acceptance of these terms and conditions.

Post travel criteria

 Complete the Volunteer Ambassador Program trip report within 14 days  Upload your photos to a designated Flickr Account (compulsory) within 14 days  Upload your videos to a designated YouTube Account (optional) within 14 days  Update your STA Travel Blog with photos and further blogs within 14 days  Give 2 presentations about your trip to STA Travel branches/Head Office and/or Call Centre within 3 months on your return (face to face/webinars/group sessions where appropriate)  Be prepared to speak at STA Travel events, supplier nights, RTW campaigns, road shows or external expos where applicable (on request)

Application Selection Period

There are 52 places available which will be distributed over these three periods.

 Open 22 October 2011 – closed 12 November 2011 (3 weeks)  Open 12 March 2012 – closed 30 March 2012 (3 weeks)  Open 11 June 2012 – closed 30 June 2012 (3 weeks)

Volunteer Agreement – Volunteer Ambassador Program 2012 How to Apply

1. Download the Volunteer Agreement 2. Complete the Volunteer Agreement (your application will be refused if not all fields are completed) 3. E-mail the Responsible Tourism Manager Hien Tran [email protected] and attached your Volunteer Agreement and cc in your HR Director

Contact Name E-mail Responsible Tourism Manager Hien Tran [email protected] HR Director UK Catherine Wilson [email protected] HR Director U.S Kristin Nowak [email protected] HR Director CEU Katrin Koch [email protected] HR Director AU & NZ Alex Trifonidis [email protected]

4. You will receive an acknowledgement e-mail from the Responsible Tourism Manager confirming receipt of your application. 5. Within 15 days after the application close date as started in ‘Application Selection Period’ an e-mail will be sent to you advising you have either been awarded a trip or refused by the HR Director in your division 6. The RTM will contact the awarded staff to coordinate your travel arrangements.

Volunteer Agreement – Volunteer Ambassador Program 2012 Booking process for staff

Pre-condition

 Booked anytime from November 2011 and travelled before the 31 December 2012  Non-transferrable and can only be used by the staff awarded the trip  Selected projects through G Adventures, Global Vision International and Camps International

1. The Responsible Tourism Manager (RTM) will contact the awarded staff 2. Staff will confirm travel date and project they have chosen to visit 3. RTM will contact relevant supplier (G Adventures, Global Vision International or Camps International) to coordinate the booking. 4. The supplier will confirm the booking within 72 hours 5. The supplier will e-mail confirmation to the RTM 6. RTM will forward the e-mail to the staff. The supplier may require further information for the booking and the RTM will notify you accordingly. 7. Staff need to advise arrival and departure flight details to RTM who will forward this to the supplier for their attention 8. RTM to send through copy of the trip dossier with project location, meeting points, information about the project, what you need to know before you go. 9. If the supplier provides vouchers these will also be e-mailed to you by the RTM 10. Before you depart the RTM will send you a follow up e-mail to make sure you’ve got everything you need to prepare for your trip.

Booking process for companions (G Adventures selected projects only)

Precondition

 Booked anytime from November 2011 and travelled before the 31 December 2012  Companion must be travelling with STA Travel staff member in order to get adjusted discount  Only available for selected G Adventures (Planeterra) projects as advised on the intranet  Booking and payment is made in the division where the companion is from  Only one companion to join staff member

1. All non-companions to book direct in an STA Travel branch via the agency Sherpa details 2. Agent needs to e-mail the Responsible Tourism Manager Hien Tran [email protected] with the booking reference of companion joining 3. RTM to e-mail [email protected] with booking reference for companion to adjust cost price and also to link to the companion and STA Travel staff booking together 4. RTM to e-mail agent and confirm cost price 5. Booking is on request for 2 days 6. E-mail confirmation from G Adventures to confirm booking with new cost price 7. Agent to change the original gross sale price to the new confirmed cost price as advised by G Adventures 8. Non-companion to make payment in the same currency where the division agency is 9. Agent to forward confirmation to the companion travelling with the STA Travel staff 10. Companion to complete G Adventures ‘volunteer form’ (this is a link on the e-mail confirmation) which is submitted online 11. G Adventures receives completed volunteer form 12. G Adventures will sends an e-mail to agent when documentation is ready for collection 13. Agent logs into Sherpa to print/e-mail vouchers

Volunteer Agreement – Volunteer Ambassador Program 2012 Choose your volunteer project

The Volunteer Ambassador Program for 2012 has a selected number of projects available for staff to choose from. There are set departure dates which will also coincide with the same departure dates for external customers who pay to volunteer.

You can select any volunteer project from the list located on the intranet linked to ‘Volunteer Ambassador Program’. Project information can be found in the STA Travel Volunteer, Work & Learn brochure as well as the intranet. Should you require further information you can request this from the Responsible Tourism Manager [email protected]

Each volunteer project has a Project Manager who will oversee your stay and be your point of contact during your time as a volunteer. Throughout the trip they will be responsible for your safety and well being at all times. Therefore, it is critical that you abide by any instructions from them during the course of the trip.

Your role as a volunteer ambassador

Activities undertaken as a volunteer can vary depending on the type of project you pick. You should expect to be given a wide range of work to do, therefore you should be reasonably fit and healthy to be able to complete all tasks assigned to you.

Some examples of the tasks that you will be asked to undertake as a volunteer include but are not limited to:

 Playing educational games with children  Helping with homework  Teaching English,  Helping with cooking  Participating in various workshops  Feeding and taking care of animals  Building habitats for animals  Tree planting, excavation and general reforestation  Assisting with the building of traditional housing

No pre-volunteering training is required for volunteer projects; any training needed is given on location. If a member of staff has a skill that they think would be additionally beneficial to a project (such as medical, construction, teaching experience etc) please make the Responsible Tourism Manager aware of this before your planned arrival as they may be able use such skills at the projects.

We hope that you will take advantage of this opportunity to improve and maintain your skills while supporting the project.

Data Protection Disclaimer

In accordance with all international data protection laws; your consent for this data to be published onto the staff intranet is inferred from you accepting this agreement. If you do not wish for this data to be published then you will not be able to take part in this volunteer scheme and must seek an alternative.

Volunteer Agreement – Volunteer Ambassador Program 2012 Create an STA Travel Blog

You are required to create an STA Travel Blog before you apply. There is nothing more important then sharing your experience with family, friends and colleagues. The purpose of this program is not only to give you the opportunity to travel in a meaningful way but to really be the volunteer ambassador for the programme.

Create an STA Travel Blog by going onto the following website applicable to your division to set yourself up. Follow the instructions on the website to create your own blog. You will receive an e-mail confirmation with a URL for the general public to access. You will need this link for your application at the end of this agreement.

Division Region Create your blog NEA, Group, International UK http://blogs.statravel.co.uk Sweden http://blogs.statravel.se South Africa http://blogs.statravel.za Group http://blogs.statravel.co.uk International http://blogs.statravel.co.uk US/Asia United States http://blogs.statravel.com Japan http://blogs.statravel.co.jp Singapore http://blogs.statravel.com.sg Thailand External website www.blogger.com Central Europe Germany http://blogs.statravel.de Switzerland http://blogs.statravel.ch Austria http://blogs.statravel.at Australia/New Zealand Australia http://blogs.statravel.com.au New Zealand http://blogs.statravel.co.nz

Uploading photos to Flickr

Website: www.flickr.com Email: [email protected] Password: Orange11

Uploading video content to YouTube

Website: www.youtube.com Username: statravelvolunteer Password: statravel1 Email: [email protected]

Problems or complaints

You may run into problems when on your volunteering. You should discuss any complaint or problems with Project Manager while on the project or the Responsible Tourism Manager upon your return. If, for any reason, you will not be attending as agreed, you must let us know as soon as possible or at the latest 30 days before departure to cancel any booked arrangements.

Volunteer Agreement – Volunteer Ambassador Program 2012 Code of conduct

1. Dress – The staff on every Volunteer project are ambassadors for STA Travel. Neat and tidy dress is expected, unless this is not required by the project.

2. Punctuality – It is critical that you adhere to meeting times set, without exception. There are often very busy schedules and any person resulting in the late departure of the group, can expect to be penalised as a result on their return to the your division.

3. Professional conduct – a high standard of professionalism is expected at all times. Any inappropriate behaviour will not be accepted and will be dealt with accordingly.

4. Free time – You are should participate fully in the arranged itinerary to make the most of your meaningful experience. We do also try to ensure that there is an element of free time for you on the trips for you to do your own thing.

5. Follow up – as outlined in this volunteer agreement you will be required to complete the Volunteer Ambassador Program trip report, upload images to Flickr, upload edited videos to YouTube (optional), update your STA Travel blog and complete three branch visits.

The places on the volunteer programs are given to staff who are championing the responsible travel ethos in STA Travel, the partnership aims and who will most benefit from the destinations included. You should remember that whilst you may not be working in the office, you are still representing the company and on a work trip.

At all times you are to follow directions from the tour leader. If at any time you do not think you can participate in any activities, tasks or experience safely due to either a previous medical condition or the risk associated with the activity/ tasks or experience you are to politely decline and advise the tour leader immediately. You safety during these trips is paramount.

Volunteer Agreement – Volunteer Ambassador Program 2012 Volunteering Agreement

To apply for a free week of volunteering please complete the details below. Any application with missing information will not be considered and refused. Ensure that all authorisations are included. Your application must be e-mailed to [email protected] or faxed to +44 (0) 20 7937 8569 for the attention of the Responsible Tourism Manager Hien Tran Wrights Lane London, UK.

By signing and completing this form you have read and understood the Volunteering Agreement and accept these conditions. You hereby certify that the information set forth in this application is true and complete to the best of your knowledge. You further understand that falsified statements made on this application shall be considered cause for removal from the program.

Signature of applicant Date Full Name Line Manager Signature Line Manager Name Date

PERSONAL DETAILS

1. First Name 2. Surname 3. Division (Division, department, and/or STA Travel branch name you are from) 4. Position (What is your job title) 5. E-mail Address 6. Date of birth 7. Nationality as per passport 8. Passport number 9. Passport issue date 10. Passport date expiry

ADDRESS

Address Country City Province Postal/Zip Code

CONTACT INFORMATION

Primary Phone Number Secondary Phone Other phone E-mail Volunteer Agreement – Volunteer Ambassador Program 2012 EMERGENCY CONTACT

Name Relationship Primary Phone Secondary Phone Other Phone E-mail

VOLUNTEER TRIP

Preferences Supplier Name 11 Project Chosen 1. (Please select your top three preferences) 2. 3. 12. Trip Code (Refer to the project list available on the intranet) 13. Travel Date (Please select your top three preferences as this is subject to availability) 14. Duration (Refer to the project list available on the intranet) 15. Please advise if you are bringing a companion and what is their full name? G Adventures selected projects only

16. Please advise of any medical conditions 17. Please advise of any dietary requirements

18. Please advise your STA Travel Blog link (Refer to the section on how to create an STA Travel blog)

QUALIFICATIONS AND INTERESTS

Please list two people we may contact as reference Tell us about yourself and why you are interested in volunteering with this project? Please describe any previous employment, volunteer work, education, special skills, languages or training you feel is relevant to your interest in training

Volunteer Agreement – Volunteer Ambassador Program 2012 Please list any physical limitations or health problems. (If you do not declare a pre-existing medical condition and it becomes apparent on site, we will assess your situation, and reserve the right to discontinue your participation on the project.) What do you imagine conditions to be like for youth and families in the community you will serve in? Can you swim? How far would you be comfortable swimming without a break? What is the main motivation for you wanting to be a volunteer for this program? Living abroad can be a very challenging experience. What qualities do you have to adjust to the new environment? Have you ever experience culture shock? Please explain. What did you like most about your previous volunteer experience? What did you like least about it? What are you expectations and goals for the program? How would you cope if things don’t fit with your expectations? Do you have any special concerns or requirements regarding the location of the project? Why? Do you have any dietary restrictions or allergies? Have you ever been convicted of a serious crime? Please answer either Yes or No Please advise in 300 words or less why you should be awarded a free week of volunteering

FUNDRAISING CONTRIBUTION

19. In 150 words or less describe your fantastic fundraising initiative

20. When do you plan to hold the event? 21. Who is the fundraising aimed at? (Internal or external) Volunteer Agreement – Volunteer Ambassador Program 2012 22. How much money do you anticipate to collect?

Volunteer Agreement – Volunteer Ambassador Program 2012