Program Preparation Information
When we refer to the community of participants and leaders in VISIONS, we mean it as best defined by M. Scott Peck in “The Different Drum”:[A] group of individuals who have learned how to communicate honestly with each other, whose relationships go deeper than their masks of composure, and who have developed some significant commitment to . . . delight in each other, make others' conditions (their) own.
On a VISIONS program, we place a premium on building a sense of community and getting to know everyone in the group. Sometimes, community might mean “neighborhood.” On a deeper level, it can mean creating a kind of family out of strangers, and it is this sense of community that we strive to create among our groups.
Community means embracing your responsibilities within the group, respecting others, communicating clearly, and living cooperatively. To encourage growth in each of those areas, your group will meet three or four nights a week for about an hour to speak and listen to each other. We reflect on the day, including the volunteer and cultural experiences, and sometimes also use the time to hash out issues and iron out differences. This is a time to communicate openly and to listen to others’ perspectives. It can also be an occasion for us to see how others perceive us, which is a valuable gift.
Through this forum, we stand to gain insight as well as more confident and effective communication skills, which are as useful as the physical skills we learn each day. Our focus is the here and now, and the integrity of the community that is living and learning together.
It is your time, our time, to build a foundation of trust and cohesiveness in the process of becoming a strong community.
There can be no vulnerability without risk; there can be no community without vulnerability;
there can be no peace — and ultimately no life — without community.
- Scott Peck
Code of Ethics
- Travel with a spirit of humility and a genuine desire to meet and talk with local people.
- Be aware of the feelings of others. Act respectfully and avoid offensive behavior, including when taking photographs.
- Cultivate the habit of actively listening and observing rather than merely hearing and seeing. Avoid the temptation to “know all the answers.”
- Realize that others may have concepts of time and attitudes that are different—not inferior—to those you inherited from your own culture.
- Instead of looking only for the exotic, discover the richness of another culture and way of life. Learn local customs and respect them.
- Spend time each day reflecting on your experiences in order to deepen your understanding. Is your enrichment beneficial for all involved?
- Be aware of why you are traveling in the first place. If you truly want a “home away from home,” why travel?
Compiled by The North American Center for Responsible Tourism, San Anselmo, CA
Program Expectations & Zero Tolerance Rules
Participant Contract: “VISIONS expects that all participants understand that they will be asked to put the group’s needs ahead of their own. Participants are ambassadors for VISIONS while in our host communities, and are expected to uphold an ethic of service and goodwill. Appropriate, considerate conduct, and respect for program policies are essential. We live and work in the public eye, and appropriate behavior, language, and clothing are necessary. Participants assume responsibility for their conduct and their part in creating a productive group experience.”
VISIONS leaders create opportunities for participants to succeed, easily behave within our expectations, and have a healthy, fulfilling experience. We want families to be aware of some of the ingredients we view as fundamental to a successful experience for all involved.
Zero Tolerance “Airplane” Rules
VISIONS is a Zero Tolerance program regarding (1) consumption, possession, or attempted possession of alcohol or drugs/illegal substances; (2) sexual activity—meaning conduct deemed unacceptable in public places. These activities will result in immediate dismissal and thus are referred to as our Airplane Rules. Remember that VISIONS focuses on an inclusive group dynamic, so cliques and romances are out of sync with the goal of a powerful and life-changing experience. Please review the Enrollment Contract for the complete Terms of Participation.
The rules are in place for everyone’s safety, health and welfare, common sense, group dynamic, and with local laws in mind. If a participant is sent home early, the parent/guardian will be responsible for booking the next available flight. Purchasing a new ticket is sometimes necessary.
Sending a participant home is difficult for everyone, but it will happen if an Airplane Rule is broken. Breaking an Airplane Rule, even if on the final day of a program, results in forfeiture of the Certificate of Service and recognition of service hours. Again, the safety, health, and wellbeing of participants is at the core of our policies.
All participants are required to comply with the dress code as outlined on the packing list. The modest dress codes have been developed intentionally to be appropriate for the cultural and social standards in our communities. As guests, temporary residents, and collaborative partners in our host communities, insensitivity to the dress code interrupts the program and undermines important local relationships. Participants may only bring clothing that falls within dress code parameters. If dress codes are not followed, the participant may be required to immediately purchase appropriate clothing at their own expense.
Buddy System and Boundaries
In order to leave homebase during the occasional free time, you will need to find at least two others in the group to go with you and you must remain inside the pre-determined boundaries. You and your buddies check out with a leader, establishing where you will be and how long you will be gone.
The boundaries are explained by leaders on the first day of the program, and usually encompass our immediate neighborhood and the nearby places we know well. Our leaders need to know where everyone is for your safety and for maintaining the flow of the program. Participants will be with leaders during non-daylight hours unless there is a special case such as a dinner with a local family.
Getting Enough Sleep
VISIONS programs are demanding. We start early, work hard, and explore with passion. To keep everyone healthy and energized, we establish a set “lights out” time. Participants are welcome to use a headlamp to read after lights out, but we suspect that you will welcome sleep. There are occasional exceptions to the bedtime, including staying up for a community social event.
Participants are expected to speak to each other and leaders respectfully and avoid inappropriate language. If a participant needs repeated reminders about respectful communication, it will be grounds for a Behavior Contract and/or reduced service hours.
We know that most of our participants haven’t done the amount of physical labor they will be doing while on a VISIONS program. We respect the decision to be part of an ambitious service trip and we expect that participants will uphold their commitment to the service work at hand. Not everyone will have the same capabilities or endurance, but we look forward to seeing each person push themselves at the worksites and contribute in ways that will make them proud, reflect well on VISIONS with our host communities, and get the job done.
Please feel free to review the Enrollment Contact that each primary parent/guardian signs upon registering for a VISIONS program.
Since VISIONS cannot provide medical advice regarding international travel or vaccinations, we recommend consulting with your family physician or a travel doctor, and keeping in mind that some vaccines require a series of shots that take place over several weeks. There are no required vaccines for travel to the Cambodia, with the exception of Yellow Fever if you have been to a Yellow Fever area prior to arrival in Cambodia. Many travelers to developing countries choose to receive common travel vaccines including those for typhoid fever and / or hepatitis A.
We also suggest that you review the Center for Disease Control (CDC) website, and specifically the Cambodia page. Please note that the program is based in Battambang, and excursions to other areas include Phnom Penh and Siem Reap. There are clinics and a hospital in Battambang, and participants carry the medical evacuation policy in case of any emergency that warrants further evacuation.
To learn more about health and risk management on VISIONS programs, please refer to this FAQ link.
Note regarding mosquito-borne diseases: The CDC provides guidelines for the most effective types of insect repellent; see this page for their recommendations. While VISIONS cannot guarantee that a participant won’t contract a mosquito-borne illness, we do have program practices that help mitigate exposure. Examples include minimizing standing water, guiding kids to properly apply repellent, having fans in rooms, using mosquito nets on beds, etc.
VISIONS places a high value on respect of the community members who welcome us year after year. We are not tourists. We are temporary community members, and as such strive to honor the standards of our host community. We all need to be conscious of adapting rather than imposing our usual day-to-day conduct or dress on the places we visit. The community where we live and work will want to welcome you as a friend and we do not want to alienate local contacts, who often include elders and community leaders who are accustomed to conservative apparel.
In addition to the cultural considerations, conservative dress protects you from the sun, heat and mosquito bites. Long-sleeved gauzy fabric is breathable and cool, and the body adjusts to protective clothing. You’ll be more comfortable if less of your skin is exposed. We understand that you may need to purchase some new or new-thrift items in order to adhere to the dress code, and we appreciate your understanding with this. Check out our blog about gear for suggestions, and also search for “work shorts” to find appropriate shorts for a VISIONS program.
- Articles of clothing NOT permitted on VISIONS programs:
- Short-shorts or short skirts. All shorts—for boys and girls—must be at least mid thigh. Students who arrive with shorts or skirts shorter will not be allowed to wear them, and will need to wear pants or go shopping on-site when time allows.
- Crop tops (shirts need to be long enough to cover midriff)
- Spaghetti straps
- Low cut shirts (no deep v-necks, loose-hanging, wide cut necklines)
- Clothing that reveals undergarments
- See-through clothing
- Spandex or yoga pants (under clothing such as shorts is permitted)
- Low riding pants that show boxers
- VISIONS is a cell phone / tech-free program, but [non-phone] cameras are allowed. If you choose not to bring one, leaders will be taking photos throughout the program and we will share the photos with everyone at the end of the program.
- Cell phones, music devices, e-readers and any other gadgets will be collected on the first day and will be returned on the final day. We make every effort to safely secure electronic devices, but VISIONS is not responsible for lost or stolen items.
Tuition covers almost everything during the program, but participants should bring some extra money (around $30-50 per week) for personal items such as souvenirs, snacks, and baggage fees. VISIONS leaders encourage participants to turn in cash at the beginning of the program and check the money out as needed.
- ATM/Debit Card: VISIONS strongly recommends bringing an ATM/debit card, as they can be used to withdraw local currency at ATM machines. They are also more secure than carrying excessive cash and can be held in a parent's name since ATM machines do not require identification.
- Credit Cards: We recommend bringing a credit card for things like baggage fees and other expenses where cards are accepted. Since many small shops will not accept credit cards, however, you will still need a means for cash.
- Cash: Do not bring more than $150 cash—VISIONS can lock up cash in a secure area, but we don't want to accept more than $150 per person. You can rely on the ATM card for additional money needs.
- Prepaid Debit Cards: These cards often do not work well in small local shops, so do not plan on this as a primary payment option, especially if traveling outside the U.S.
- We suggest putting prescriptions into pill boxes that have enough days to cover the entire program. Also bring the original prescription containers, clearly labeled. Customs / airport security sometimes checks medications.
- Bring medications in your carry-on so you will have access to them if your luggage is delayed or lost.
Please download and print the following packing list:
Passport / ID / Visas
Your passport must be valid for at least six months following the entry date into Cambodia. This is a country requirement. If you need a new passport, don’t delay! Processing for youth can take longer than adults, and you should pay for expedited processing if the trip date is less than two months away. U.S. citizens can hire a processing company (www.passportvisaexpress as an example), or do it yourself through the State Department (link here).
- In addition to taking your passport to the program, please take a photocopy of the 2-page spread that includes your picture. Our leaders collect passports and photocopies for safekeeping during the program.
- We also recommend that you leave a photocopy or digital image of your passport at home.
- Participants who are not U.S. citizens must consult with the appropriate embassy or consulate regarding entry requirements. Please contact the VISIONS office if you need a letter confirming program participation.
A visa is required for U.S. citizens to travel to Cambodia, see HERE for instructions. Note that the visa cannot be issued more than three months before entry into Cambodia. You will need a passport that is valid for a minimum of six months beyond your date of entry into Cambodia.
If you are not a U.S. citizen, please check travel requirements for your country, and let the VISIONS office know if you need a letter to verify your program participation.
- The VISIONS designated travel agent is Aileen Setiawan at Discover Travel, 215.925.6174 or firstname.lastname@example.org
- VISIONS strongly recommends that flights are booked with Aileen since she has the arrival and departure parameters as well as an overview of all participants’ itineraries in order to facilitate travel days. It is not guaranteed that there will be more than one participant on every flight, but participants booking flights through Aileen will be placed on the same travel itineraries whenever possible.
- If families choose not to book with Aileen, the itinerary must be submitted to VISIONS for approval prior to booking. Neither VISIONS nor our travel agent will be able to assist with travel issues associated with flights booked through an alternative option.
- In cases of flight delays or changed flight dates, Aileen is a resource, but there will also be instances when parents may need to call an airline to assist.
- Unaccompanied Minor (UM) Service is required by some airlines for minors who are not traveling with an adult. Aileen will inform you of the requirements, and please also check the regulations of your carrier. UM assistance is arranged directly with the airline, but you will need to share the details with VISIONS so we can pass it along to program leaders. If you are not booking with Aileen and are booking directly with the airline using miles, the airline might not advise you of the UM requirement, which can cause last minute issues at the airport. It is each family’s responsibility to take care of UM requirements well in advance of travel day.
- Print this information
- Review it before the trip
- Participant carries a physical copy while traveling (& can save to phone)
- Make sure that you have reviewed the Pre-Departure Covid Details Document
- Take your Covid-19 Nasopharyngeal RT-PCT test within 5 days prior to travel
- Register to travel using the BVI Gateway App 24 hours prior to travel
- If flying into St. Thomas, register your arrival using the U.S.V.I. Travel Screening Portal
- Submit your Forms to VISIONS - your covid test results and a copy of your vaccine card
- Print copies of the following: Negative COVID-19 RT-PCR test results, BVI Travel Authorization letter, and if flying into St. Thomas - a copy of the QR code from the U.S.V.I. Travel Screening Portal. Have all copies accessible (carry with you!)
- Check your airline for schedule changes
- Keep your passport or other ID safe & accessible
- Have your money / ATM card safe & accessible
- Carry your cell phone and charger in your carry-on
- Download WhatsApp for Calls Home during the program (participants & parents)
- Put your home address (not program address) on your luggage tags
- Wear your VISIONS t-shirt on flight day if you can
- Carry an optional Parental Consent to Travel form (not mandatory)
Airport Arrival / Customs Instructions
- If you have a connection, go directly to the gate of the next flight, even if it’s a long connection. Check the flight screens for the gate number; ask for help from airport personnel as needed.
- Whether you are arriving to St. Thomas or Beef Island, both are small airports and you will simply follow everyone else from your flight to the baggage claim.
- Provide the following info on your Customs form:
- The primary purpose of the trip is “tourism,” since this is not for a job
- The address you’ll be staying at is:
- St. Mary’s Church
- Virgin Gorda, BVI
- You will then exit the secure area where your VISIONS leaders will be waiting for you here. Don’t leave the building or airport area until locating your leaders.
- Leaders will be holding obvious orange umbrellas and wearing VISIONS t-shirts!
- Once with leaders, participants make a quick “arrival call home.”
- Note: this call may occur upwards of 2 hrs after the flight lands, as the group may be pressed for time with Covid testing and making a ferry connection.
Airport Issues Help
The VISIONS office is available 24/7 while participants are traveling at +1 (406) 551-4423.
- If there are any flight delays that will affect a participant’s arrival time (to the program), participants should contact the VISIONS office immediately.
- If bags are lost, leaders will do their best to handle it on the spot and will be in touch with parents if assistance is needed.
- If you cannot find leaders in the airport:
- Remain inside the airport
- Do not leave the secure pickup area
- Actively look for leaders holding an orange umbrella and/or wearing VISIONS shirts
- If after 10 minutes you have not found a leader, call the VISIONS office from a Customer Service desk or your own cell phone (service providers allow temporary phone service activation if needed)
General Departure Logistics
- Leaders travel with participants to the departure airport and they will remain on site until all flights have departed.
- Leaders will remind participants how to prepare for their return flights (for example: keep cash on hand for baggage fees, and keep your cell phone & charger in your carry-on, etc.)
- In the case of changes to return flights, we instruct participants to call parents (or whoever will be picking up). However, the VISIONS office is available for assistance if needed.