Getting Ready for Your Placement
Everything you need to sort before you leave, and how we help you do it.
A Guided Process, Not a Lone One
Sorting your visa, booking your flights and arranging insurance can feel overwhelming, especially if you’ve never done this before. The good news is that you won’t be figuring any of this out alone. Your Programme Manager will guide you through every step, from understanding what visa you need to making sure everything is in place before you leave.
This page gives you a general overview of how it all works. The specifics will always depend on your nationality, your destination and your placement, and your Programme Manager will go through exactly what applies to you once you are confirmed on a programme.
Before You Book Your Flights
There is an important order of events to be aware of before you start looking at flights. Several things need to be in place first, and booking flights before they are sorted can cause complications.
Before you book your flights you will typically need to have:
- Signed your terms and conditions with NVW
- Completed any required referencing
- Had your visa approved
- Obtained any necessary police or background checks for your destination
- Arranged your travel insurance
Your Programme Manager will confirm when everything is in order and give you the go-ahead to book. As a general rule, do not book flights until you receive that confirmation.
Your Visa
We sponsor it. We guide you through it. You apply and cover the fee.
NVW is not a registered immigration adviser. Any guidance we offer is based on previous successful applications and publicly available government information.
Visa requirements vary depending on where you are going and where you are from. Every country has its own process, its own government website, and its own set of requirements, and what applies to one volunteer may not apply to another. Your Programme Manager will point you to the relevant government immigration website and share guidance based on previous successful applications.
The most common visa types across our placements are working holiday visas, volunteer visas and student visas. Which one applies to you will depend on your destination, nationality and placement duration.
Unless you have a passport for the country you’re volunteering in, you’ll need a sponsored visa. NVW is authorised to provide that sponsorship, and we will do so where needed. This is one of the key ways we support volunteers through the process.
While we guide and sponsor, the visa application itself is yours to complete. You will apply directly through the relevant government website and cover the visa fee yourself. We will share information based on previous successful applications and point you to the relevant government immigration websites. Your Programme Manager can go through this with you during the video interview.
Visa applications can typically only begin a set number of months before your placement start date, and the timeframe varies by placement, so it is important to start the process as soon as your Programme Manager advises. Do not leave it too late, as processing times vary and delays can affect your flight booking and departure plans. Your Programme Manager will go through the timing with you during your interview.
Make sure your passport is valid for the full duration of your placement, and ideally for at least six months beyond your planned return date. All programmes require this as a minimum. For some visa applications, your passport may need to be submitted as part of the process, which can temporarily affect any other overseas travel you have planned during that time. Make copies of your passport and keep them somewhere safe, both at home and with you when you travel.
Depending on your nationality, destination and placement, you may be required to complete additional steps as part of your visa application. These can include attending a visa centre to complete biometrics, undergoing a medical test, or having documents legalised, translated or notarised. Your Programme Manager will let you know what applies to your specific situation well in advance.
Visa eligibility varies by nationality. Before applying to NVW, we strongly recommend checking whether you are eligible to obtain the relevant visa for your chosen destination from your home country. Your Programme Manager can advise, but it is worth doing an initial check early so there are no surprises later in the process.
Travel
Booking your flights
Flights are arranged independently and are not included in your programme fee. Once your visa has been approved and your Programme Manager has given you the go-ahead, you are free to book your flights.
For finding the best fares, flight comparison sites like Skyscanner are a good starting point. Being flexible on dates where possible can make a meaningful difference to the cost.
Once you land, you will never be left to figure things out alone. In many cases a representative will meet you at the airport, and where that is not possible you will be given clear step by step instructions on how to reach your placement using public transport.
Practical tips
- Wait for visa approval before booking, as visa processing can sometimes affect your passport availability and travel plans
- Where possible, keep your return ticket flexible and changeable, as end dates can occasionally shift
- Some airlines will not issue a return date more than 12 months in advance, so check this before booking
- Make sure your passport is valid for the full duration of your placement and ideally six months beyond it
- Check baggage allowances carefully, particularly if you are travelling for several months or more
- Only bring what you can comfortably carry yourself. You may need to navigate public transport, stairs and distances with your luggage before reaching your placement
- Keep a copy of your key documents accessible at all times, both digitally and in print, including your passport, visa approval, placement details, flight itinerary, insurance policy and emergency contacts
Insurance
Travel insurance is not optional for an NVW placement. You must have a valid policy in place before you book your flights, and you will need to share your policy details with your Programme Manager before your placement begins.
What to look for
Requirements vary by destination, and your Programme Manager will advise on what your specific placement requires. As a general guide, a good travel insurance policy for a long-term volunteering placement should include:
- Medical cover, including emergency treatment and repatriation
- Cover for the full duration of your placement, including any travel before or after
- Cover for the activities involved in your role, including any outdoor or physical activities where relevant
- Personal liability cover
- Cancellation and curtailment cover
- Cover for any independent travel you plan to do during your holidays and days off
A word of caution
Standard holiday insurance is unlikely to be sufficient for a placement lasting several months. Make sure you take out a policy specifically designed for long-term travel or volunteering, and read the terms carefully to ensure your activities and destination are fully covered.
We do not recommend a specific insurance provider, but there are companies that specialise in long-term volunteer travel insurance and a search will surface the main options. If you are unsure whether a policy meets the requirements for your placement, check with your Programme Manager before purchasing.
Please note that NVW is unable to offer specific advice on insurance products and cannot be held responsible should you not have adequate cover in place.
You Will Not Be Doing This Alone
The practical things are only half of it
Talk To Someone Who Has Been There
Where we can, we will put you in touch with a volunteer who is currently at your placement, or one who has recently come home. They will tell you things we cannot: what the food is actually like, what they wish they had left at home, and what the first week really felt like.
We will also introduce you to any other volunteers heading to your placement around the same time, so you can compare notes and arrive already knowing someone.
If you would find this useful, ask your Programme Manager. It is one of the easiest things we can arrange and one of the most reassuring.
Preparing The People At Home
Parents, partners and friends often find the run-up harder than the volunteer does. A little preparation makes the first few weeks easier for everyone.
Before you go, agree roughly how often you will be in touch and work out the time difference together. Daily calls sound comforting but usually make settling in harder, and most volunteers find a lighter rhythm works better once they arrive.
Families are welcome to contact us directly at any point, before or during your placement, with any questions at all. We would always rather hear from someone than have them worry quietly.
Meet The Others Heading Out
Every volunteer attends an online pre-departure briefing before they travel. It is a group session, so you will be meeting the other volunteers going out at the same time as you.
We cover travel and arrival arrangements, what to expect from your placement, safety, common challenges, and what to do if something is not right. It is also the easiest place to ask anything you are unsure about.
Your Programme Manager will send an invitation once the date is confirmed. Most volunteers say this is the point at which it starts to feel real.
Your Programme Manager Will Guide You
None of this needs to feel complicated. Your Programme Manager has been through this process many times with volunteers from a wide range of nationalities and destinations, and they will make sure you know exactly what you need, when you need it.
Once you are confirmed on a programme, your Programme Manager will go through your specific visa requirements, advise on insurance and banking, confirm what checks need to be completed, and let you know when you are ready to book your flights. You will never be left guessing.
Common Questions
Answers to the things volunteers and families ask us most.
Yes. The visa application is completed by you, directly through the relevant government website, and you cover the fee. We will share guidance based on previous successful applications and point you to the relevant government immigration websites. Please note that NVW is not a registered immigration adviser.
Yes, every placement requires a sponsored visa, arranged through NVW working alongside your host placement where needed. Your Programme Manager will confirm the details once you are accepted onto a programme.
Your Programme Manager will point you to the relevant information once you are confirmed on a programme. The most common types across our placements are working holiday visas, volunteer visas and student visas, but what applies to you depends on your nationality, destination and placement duration.
Yes, and we encourage you to do so. Visa eligibility varies by nationality, and it is worth checking early whether you are eligible for the relevant visa for your chosen destination. Your Programme Manager can advise, but an initial check before you apply can save time later.
This is a personal decision. A flexible return ticket gives you freedom if your plans change or you want to extend your travels after the placement ends, but it will usually cost more. Some airlines will not issue a return date more than 12 months in advance, so if your placement is close to that length it is worth checking before you book. Your Programme Manager can advise on timing.
Some placements require one, usually where the role involves children, young people or adults with support needs. Most do not. Where a check is needed it is normally a criminal record check from your home country, and occasionally an additional check required by the destination. Your Programme Manager will confirm whether yours needs one and guide you through it, so there is no need to start anything before then.
Tell your Programme Manager early in the process. It will not automatically rule you out, but it can affect which placements are available to you and in some cases your visa application, so it is much better to raise it at the start than to have it surface later.
This depends on your destination and how your allowance is paid. In some cases it will need to be paid into a local bank account, and your Programme Manager will advise on the best approach. Many volunteers find digital banking apps a practical solution, as they can be set up without needing to visit a branch. In many of our destinations, contactless payment is widely accepted, so you may not need a physical card or cash at all. It is worth researching international banking and money exchange options online before you travel, and your Programme Manager will give you the most up-to-date advice during the interview stage.
Many volunteers use an international package on their existing phone or purchase a local SIM on arrival. If you do buy a local SIM, we recommend waiting until you reach your placement to find out which network has the best coverage in your specific area. Let your Programme Manager know your new number if you change it.
Get in touch with your Programme Manager directly. Every volunteer’s situation is slightly different depending on their nationality, destination and placement type, and your Programme Manager is the best person to give you accurate, personalised guidance.