How to start a club, Step-by-step instructions

For Brigade Leaders/Presidents
To ensure consistency, safety and the highest quality of service to our villages, we developed this Step-By-Step guide to empower you with the information you need to coordinate your brigade. It is critical for every club leader to read completely and check for updates frequently.

 

• Access Important GMB Files Here

• GMB Files

  
  Establishing a Club
  GMB Sample Constitution
  GMB Logo
  Check Donations Tracker
  Global Brigades W-9 Tax Form
  GMB School Proposal

   

  Fundraising Manual
  Fundraising Website Manual for Club Presidents

  
  Travel
  Airfare FAQ
  Visa Requirements
  Visa Application
  List of Honduran Consulates
  
  Student Recruitment  
  GMB Recruitment Email/Flier  
  GMB Methodology PowerPoint
  GMB Marketing Brochure
  GMB Recruitment PowerPoint (*.ppt) (*.pptx)
  GMB Student Applications
   
  
  Medical Professionals Recruitment
  Letter to Doctors
  Medical Professionals Information Sheet
  Medical Professionals FAQs
  
  Sponsorship
  GMB Sponsor Letter   
  
  Medication 
  Necessary Medical Packing List
  Brigade Medicine Calculator
  Grants for Medical Donations and Supplies
  Medicine Donation Letter to Doctors/Clinics
  Medication Labels
  
  General Information - Honduras
  About Honduras
  GMB Sample Itinerary
  In-Country Instructions  
  
  Workshops
  Spanish Workshop
  Spanish Workshop PowerPoint
  
  Follow-up
  Thank you letter to Sponsors and Medication Grant Organizations
  GMB Sample Press Release for School Paper

 

Before You Begin

• Step 1: Be Assigned a Regional Advisor
• Step 1: Contact your GMB country director to be assigned an advisor
  
  US Director
  Chris Ha, Chris@globalbrigades.org
  
  Canada Directors
  Gill Gibson, Gillian@globalbrigades.org
  Laura Stymiest, Laura@globalbrigades.org
  
  UK Directors
  Rebecca Uva, Rebecca@globalbrigades.org
  Sandra Sadoo, Sandra@globalbrigades.org
  
  Ireland Director
  Sean Walsh, Sean.Walsh@globalbrigades.org
  
  

• Step 2: Achieve University Recognition 
• Step 2: Establish a Global Brigades Club/Society or Combine To Existing Campus Organization
  
  1)   Recruit a leadership team made of your friends and fellow students interested in joining your group
  2)   Find a Faculty Advsor (Example: Faculty of Biology Department)
  3)   Customize sample Constitution
  4)   Submit applicaiton to your school's Association of Students or other governing body that approves club affiliation*
  
  OR
  
  Combine the mission of GMB to another relevant campus group. There are many existing student organizations already established that may want to offer an international medical service experience for their membership.  If there is a Water, Public Health, Business or other Brigades club on your campus already, reach out to them as well.  
  
  *School affiliation provides access to resources such as funding and list-servs for recruitment.

• Step 3: Receive Access to GMB Marketing and Communication Tools
• Step 3: Receive Access to GMB Marketing and Communication Tools
  
  Once you've been recognized by your university or made an agreement with an existing organization, you will get:
  
  • Listed on the GMB club page
  • A globalbrigades.org email address (e.g. yourname@globalbrigades.org or yourinstitution_gmb@globalbrigades.org)
  • The GMB Leadership Packet
  • Access to conference calls to learn from other groups 
  • More sample documents/templates to help with each step of planning

• Step 4: Set Up Checking Account  
  
• Step 4: Set Up A Checking Account  
  
  Any donations that do not require a tax receipt and are needed to go towards the general administrative budget of the group should be collected through the group's bank account. It is very helpful for small amounts, such as printing marketing materials or for medical donation shipments.  
  
  *For U.S. Volunteers: Please note that airfare deposits, plane tickets, and all program costs can and should be raised through the Brigade Fundraising Site. If you choose this option, all volunteers must raise their costs through the site.
  
  **Only money collected through the Brigade Fundraising Site or checks made out to the charitable country entity are tax deductible.  Please contact Steve Atamian at steve@globalbrigades.org for specific questions about tax deductions and donation collections.  

• Step 5: Set up a Brigade Fundraising Site (BFS) Account 
• Step 5: Set up a Brigade Fundraising Site (BFS) Account
  
  Get "coordinator access" to manage future brigade finances and set up call with Regional Adviser on how to use the fundraising website.  Donations collected for only U.S. volunteers.  New fundraising website to launch in March 2010 for all other countries.  

• Step 6: Share Best Practices: Brigade Leader Conference Calls
• Step 6: Sharing Best Practices: Brigade Leader Conference Calls
  
  On the 2nd and 4th Sunday of each month, please take advantage of the opportunity to share experiences and ideas with GMB brigade leaders by dialing in to the conference call.
  
  New groups are especially encouraged to join the calls with questions!
  
  These calls are an incredible way for leaders to share their knowledge and learn how to effectively educate their group members in preparation for the brigade!
  
  

 

6-8 Months Before Your Brigade

• Step 7: Secure a Week For Your Brigade
  
• Step 7: Secure a Week For Your Brigade
  
  1)  View the Brigades Calendar for available dates (3 group max per week)
  
  2)  Contact our Global Brigades travel team at travel@globalbrigades.org to schedule dates for your trip and add your institution's event to the Brigade Fundraising Site .
  
  3)  You will receive response from our travel team within one week for a price quote!

• Step 8: Recruit Volunteers With A GMB Info Session 
• Step 8: Hold Information Session To Recruit Volunteers
  
  Before the meeting:
  1)  Invite regional advisor to help present
  
  2)  Ask relevant department administrators to distribute email to pre-medical, biology, international relations, Spanish, and international business students using our Recruitment Email/Flier
  
  3) Click here to view our Powerpoint describing our medical brigade methodology
  
  4)  Print out customized versions of the Marketing Brochure
  
  At the meeting:
  1)  Deliver a customized presentation GMB Introductory PowerPoint (*.ppt)  (*.pptx)
  
  2)  Distribute Student Applications
  
  3)  Communicate costs and commitment of the trip (examples below in $USD, each country has its own pricing structure)
      -  Nonrefundable deposit of $150 USD  to reserve a spot on the trip and to go towards airfare (made out to your club)
      -  Remainder of airfare: $500 – $1000  USD depending on airline quote (made out to your club)
      -  In-country costs for seven day brigade: $650-750 USD which includes all room/board accommodations, travel, Honduran guide, water, security etc.
       -  In-country costs for a ten day brigade: $950 USD
  All in-country costs will be raised on the Brigade Fundraising Site for US volunteers  
      -  Additionally, each volunteer should be asked to raise $50-100 to purchase medicine or pay for shipping costs for grants
  
  4) Stress Time commitment: everyone must collect medicine, find doctors and attend group meetings.
• **Optional Cultural Tours**
  
• Trips to Copan
  
  We designed our volunteer program for 7 day intervals to suit most universities vacation schedules.  However, if any volunteers have additional days available we can offer a 3-4 educational/cultural program extension.  These extensions will be made available depending on the demand for it (a minimum of 12 volunteers).  If you are interested in participating in the extension program, please inform our Global Brigades travel team at travel@globalbrigades.org , and we will customize a program for your group and book your airfare tickets accordingly.
  
  Read more about this opportunity in Additional Programs

• Step 9: Club Members Register On Brigade Fundraising site
  
• Step 9: Have Club Members Register On Brigade Fundraising site **
  
  All volunteers (members and health professionals) must be entered into the Brigade Fundraising Site to be officially registered for a brigade.  The site serves for four critical functions:
  
  Registration : Each volunteer signs up under the appropriate institution
  
  Solicit donations (U.S. Volunteers Only) : Each volunteer will have a personalized webpage to collect donations from their friends and family.  Brigaders can send emails from the platform using preexisting templates or create your own letter.  All major credit cards are accepted.  In addition, you will have a team page to collect funds as a group
  
  Waivers and Code of Conduct : To register for a brigade, all volunteers must agree to the waiver to release Global Brigades from liability and a conduct form.  Both are displayed on the site
  
  Reporting : Club presidents can pull financial reports indicating who has registered for their brigade and determine how much each have fundraised
  
  **Please note that all donations to the website are NONREFUNDABLE!**

• Step 10: Secure Airline Reservations
  
• Step 10: Secure Airline Reservations
  
  1)  When your leadership team is ready to book their flights, we ask that you contact our internal travel agents at travel@globalbrigades.org .
  
  They not only book travel, but work directly with our in-country staff to insure a smooth pick-up/drop-off of every volunteer. They also insure every student has signed the correct waivers, has SOS insurance and calls the appropriate foreign consulate offices so they know of our whereabouts in Central America.  Because of our high volume of volunteers it is LOGISTICALLY HAZARDOUS for our in-country staff to have to work with several different agents and airlines, so we assess a $100 in-country fee per brigader for any volunteer group or individuals that purchase their tickets outside of Global Brigades Travel. Please read our Airfare FAQ
  
• Contact Global Brigades travel with the following information ready:
  Specify that you are a Global Medical Brigades group
  Departure and return dates
  City Pairs
  Number of passengers
  Your contact information
  
  2)  Collect $150 deposits in your club name for volunteers to secure their airfare (3-5 months before brigade)
  
  3)  Collect remainder of amount of flight cost and submit names and money to the travel team to meet specified deadlines.
  
  4) Ensure all student passports do not expire WITHIN 6 MONTHS of arrival in Honduras.  If they do, the student must renew their passport before departure.
  
  5)  Students with out US Passport will need a Visa.  Contact your advisor for questions regarding requirements to obtain a Honduran Visa.
  
       a) Read Requirements
       b) Fill out Application
       c) Return to Honduras Consulates

• Step 11: Recruit Health Professionals/Send Sponsor Letter To Friends and Family
  
• Step 11: Recruit Health Professionals/Send Sponsor Letter To Friends and Family
  
  1)  Send a sponsor letter to friends and family: 80% of doctors are typically friends/family of student volunteers
  
  2)  Reach out to local doctors, residency programs and small private practices using our sample Letter to Doctors , and have them fill out the Medical Professional Information Sheet
  
  3)  The email template on the Brigade Fundraising Site also has a section mentioned for medical professionals to join the brigade
  
  4) Check out Medical Professionals FAQs
  
  5) Secure plane tickets for health professionals through travel agent, Regina.
  
  6) If your doctors have questions, they can reach out to Dr. Carolyn Moneymaker  and Dr. Chuck Garven . 

5-7 Months Before Your Brigade

• Step 12: Hold Bi-Monthly Meetings (More Frequent if Needed)
  
• Step 12: Hold Bi-Monthly Meetings (More Frequent if Needed)
  
  Regular meetings will allow you to:
  -Fill out Brigadier Information Sheet and send a copy to your Regional Adviser* 
  -Organize the student group to take part in necessary pre-trip activities prior to departure
  -Collect/keep track of airfare and in-country costs** 
  -Educate the group about what to expect during their time in Honduras
  -Get to know each other!
  
  See the GMB Leadership Packet for more information and a guide to our suggested meeting schedule
  
  *Keep document up-to-date and email your Regional Adviser when any changes, such as added doctors, are made.
   
  **All payment can be collected through the website, but you must also keep track of all check payments.  Log all checks in Check Donations Tracker.  Work with your Regional Adviser to make sure all fundraising deadlines are met

• Step 13: Have all Volunteers get Vaccinations 
  
• Step 13: Have all Volunteers get Vaccinations
  
  Mention vaccination requirements at one of your first meetings
  -Hepatitis A
  -Hepatitis B
  -Tetanus
  -Typhoid
  -Malaria
  
  Every volunteer should obtain Typhoid and Oral Malaria vaccines. Hepatitis A, B, and tetanus vaccinations should already have been receieved if attending school in the U.S., however some may need these as well. If they do not need Hep A and Hep B, they are given in doses that are months apart, so the student will need as much time as possible to complete these. However, if only one or two doses are receieved before departure than for Honduras, this is okay, and they should receive the final dose(s) upon return to the U.S. Vaccinations can usually be obtained at the university health clinic or through each volunteer's personal health care provider.

• Step 14: Educate Volunteers About Honduras and Set Expectations
  
• Step 14: Educate Volunteers About Honduras and Set Expectations
  
  About Honduras
  
  Sample Itinerary
  
  In-Country Instructions
  
  Spanish Workshop
  
  Spanish Workshop Powerpoint
  

• Step 15: Collect Medicine!
  
• Step 15: Collect Medicine!
  
  1)  Please refer to our Necessary Medication Packing List to plan for the gathering of medication for your brigade! Our Brigade Medicine Calculator may also be a good resource for determining whether or not quantity of medicine is sufficient for a weeklong brigade. Plan to see approximately 1500 patients.
  
  2)  Apply for medicine grants to be shipped to your club by using our list of Grants for Medical Donations and Supplies .  A doctor's signature is required to receive grants! Find doctors ASAP.
  
  3)  Solicit local private practices, pharmacies, and clinics (Medicine Donation Letter to Doctors/Clinics ).
  
  4)  Once medicine is received, it should be stored in a cool area hopefully provided by the school.
  
  5) Keep a up-to-date record of medication, including quantity and expiration date.

1 Month Before Your Brigade

• Step 16: Collect All Outstanding Donations From Your Group
• Step 16: Collect all Program and Travel Expenses on the Fundraising Website
  
  The Deadline is 4 weeks prior to arrival because the Honduran in-country staff needs to make necessary purchases.*
  
  *It is up to you as a leader to make sure everyone has paid.

• Step 17: Validate Payment of In-country Costs
• Step 17: Validate Payment of In-country Costs
  
  Send activity summary from the Intelis website along with a list of members attending the brigade to your Regional Adviser.  This will serve as a record to ensure each brigader has paid their in-country cost.*
  
  * The responsibility is on the Brigade Leader to do this.

• Step 18: Send Medication Inventory and Information Sheet
• Step 18: Send Medication Inventory and Information Sheet
  
  Send your medication inventory spreadsheet with what you have raised to date and Brigadier Information Sheet* to your Regional Adviser.
  
  *These documents help our Honduran Staff plan your brigade, by making necessary purchases and creating your itinerary.

• Step 19: Collect Two Copies of Each Students' Passport
• Step 19: Collect Two Copies of Each Students' Passport
  
  You will leave one copy of each passport along with Emergency Contact Information for each person with a trusted individual at your university (ex: Faculty Advisor). In case someone loses their passport, this person can fax a copy of it to the U.S. embassy in Honduras (this is a last resort). You will also take to Honduras a copy of each person’s passport.

1 Week Before Your Brigade

• Step 20: Print Medication Labels and Collect Grocery Bags
  
• Step 20: Print Medication Labels and Collect 2,000 Plastic Grocery Bags
  
  Medication Labels for Print

• Step 21: Send Medication Inventory
• Step 21: Send Medication Inventory
  
  Fill out the medication inventory spreadsheet* with what you have raised** and send it to your Regional Adviser, Quique, and Luisa. 
  
  Quique Rodriquez (Program Director, Honduras): quique@globalbrigades.org
  Luisa Castejon (Pharmacist, Honduras): luisa@globalbrigades.org
   
  *Print several copies of this to bring with you on your trip. You will need to hand a printed version of this document to the customs officials once you arrive in Honduras.
  
  ** If you still plan to raise more meds, include them in this inventory and make a note that you plan to have them together before the trip.

On Your Brigade

• Step 22: Get to the Airport and Honduras Smoothly
  
• Step 22: Get to the Airport and Honduras Smoothly
  
  A couple of general tips for getting organized at the airport:
  
  - Organize rides to the airport for those who need it
  - Have everyone meet at the airport 3 hours before your flight!
  - Make sure everyone is in possession of their passports and the luggage they will be checking
  - Wait for everyone to arrive so you can have the group check in together
  
  Upon Arrival in Honduras, every passenger will need to complete a customs declarations form. If your flight has a stop or changes planes in another location, such as San Salvador, you will not need to complete a customs form for that destination- only for the final destination. Upon arrival back to your original departure city, every passenger will need to complete another customs declarations form. 

• Step 23: Have the Experience of a Lifetime!
  
• Step 23: Have the Experience of a Lifetime
  
  Once you arrive at the airport in Honduras, make sure to gather all of your luggage and make your way to the exit. GMB staff will meet up with your in baggage claim and will remain with your group the entire time. If any luggage has been lost, please let the staff know so that we can help you take care of any problems.

2 Week After Your Brigade

• Step 24: Debrief With Your Group
  
• Step 24: Debrief With Your Group
  
  It will take a few days to adjust back to your culture upon return. Take this opportunity for the volunteers to re-group and share what they have learned from their experience. Invite family and friends who donated to hear the stories that they helped to make happen. Invite potential future brigadiers to ask questions about the experience. Share what you have learned and the new insight that you now have into the world. This is a great opportunity to ask who wants to continue the experience, and help take on an officer or leadership role on a future trip.
  
  Remind students of any remaining items they need to attend to: thank you letters to donors, taking their last malaria pill doses, getting you that last donation they forgot about, etc.

• Step 24: Thank You Letters to Donors and Grant Organizations
  
• Step 24: Write Thank You Letters to Donors, Sponsors, & Grant Organizations
  
  Many of the grant organizations that supply the funding and resources to GMB require that you report back to them with a summary after your trip. Take the opportunity to report back, thank them, and create a relationship so that they will be willing to sponsor your group in the future.
  
  Thank You Letter to Sponsors and Medication Grant Organizations
  
  

• Step 25: Prepare and Submit a Press Release for School Newspaper
  
• Step 25: Prepare and Submit a Press Release for Your School Newspaper
  
  Once you’re back on campus, it’s time to share with your school your group’s accomplishments. Submitting an article to the school paper is a great way to promote your club, get new volunteers, and find potential donors. Who knows who will read it and be motivated to help?
  
  Sample Press Release for School Paper
  

• Step 26: Debrief With your GMB Regional Advisor & REPEAT!
  
• Step 26: Debrief With your GMB Regional Advisor & REPEAT!
  
  Let your Regional Advisor know how your trip went. Discuss thoughts from your group's debriefing session and learn about additional projects that you can add to your next brigade.