Fundraising Pack first Page

This online Fundraising Pack is a centre of advice, events, and resources to help you in your journey.

You are joining a community of almost 9,000 Returned Volunteers who have fundraised their targets with our support. Remember to start early and tell everyone what you are doing.

    • Welcome to Project Trust

    Congratulations on being offered a place with Project Trust and welcome to the next stage of your Volunteer journey – Fundraising!

    Fundraising may seem a daunting task but we are here to help you every step of the way. Please use the resources we offer and take our advice to make this a rewarding and skill-building challenge which will help you when you go on to your Volunteering Placement – and beyond.

    Where you are now…

    We sent you a list of three countries in your offer email, based on your interests and suitability. After all Selection courses for your departure group are complete, a few months before your placement begins, we will confirm your country and project.

    While you are likely to be allocated a placement in the first country on your list, we need you to remain flexible. Changes are sometimes necessary due to country/project availability, Volunteer numbers, and other factors. In this case, we will discuss options with you, which may be your second or third countries, or other countries we feel you are well suited to.

    If you had a strong interest/suitability for Japan or Namibia, this will have been put as your second option, as these countries tend to be heavily oversubscribed. The places will go to those considered most suitable for the countries/projects from the pool of interested Volunteers.

    What to do next…

    It’s time to start Fundraising!

    At this stage, please fundraise for the first country in your list, but make sure you are open-minded to the other two. If you have questions or concerns about your list, please contact the International Programme Team or phone the Office to talk to someone.

    I will depart for my Project in…

    The target for your 12-month Project is £7,450.

    • Confirm Your Place by filling out the VPAA.
    • 50% milestone (May 1st) – by this date, £3,725 of your fundraising needs to be raised and sent in to enable us to confirm projects and book your flights.
    • Project Confirmed (early May) – providing you with specific details about exactly where you’ll be based and what you will be doing.
    • 90% milestone (July 1st) – by this date, £6,705 of your fundraising needs to be raised and sent in to cover Training and Project facilitation costs.
    • Training Course (early July) – a 4-day residential course where you will meet your Volunteering partner and learn all about your country and Project!
    • 100% milestone (a fortnight before Departure) – by this date, all £7,450 of your fundraising needs to be raised and sent in to cover the final costs of your Placement.
    • Departure to your Project!

    The target for your 8-month Project is £6,850.

    • Confirm Your Place by filling out the VPAA.
    • 50% milestone (October 1st) – by this date, £3,425 of your fundraising needs to be raised and sent in to enable us to confirm projects and book your flights.
    • Project Confirmed (early October) – providing you with specific details about exactly where you’ll be based and what you will be doing.
    • 90% milestone (December 1st) – by this date, £6,165 of your fundraising needs to be raised and sent in to cover Training and Project facilitation costs.
    • Training Course (early December) – a 4-day residential course where you will meet your Volunteering partner and learn all about your country and Project!
    • 100% milestone (early January 2026) – by this date, all £6,850 of your fundraising needs to be raised and sent in to cover the final costs of your Placement.
    • Departure to your Project!

    The target for your 12-month Project is £7,450.

    • Confirm Your Place by filling out the VPAA.
    • 50% milestone (May 1st 2026) – by this date, £3,745 of your fundraising needs to be raised and sent in to enable us to confirm projects and book your flights.
    • Project Confirmed (early May 2026) – providing you with specific details about exactly where you’ll be based and what you will be doing.
    • 90% milestone (July 1st 2026) – by this date, £6,705 of your fundraising needs to be raised and sent in to cover Training and Project facilitation costs.
    • Training Course (early July 2026) – a 4-day residential course where you will meet your Volunteering partner and learn all about your country and Project!
    • 100% milestone (a fortnight before Departure) – by this date, all £7,450 of your fundraising needs to be raised and sent in to cover the final costs of your Placement.
    • Departure to your Project!

    The target for your 8-month Project is £6,850.

    • Confirm Your Place by filling out the VPAA.
    • 50% milestone (October 1st 2026) – by this date, £3,425 of your fundraising needs to be raised and sent in to enable us to confirm projects and book your flights.
    • Project Confirmed (early October 2026) – providing you with specific details about exactly where you’ll be based and what you will be doing.
    • 90% milestone (December 1st 2026) – by this date, £6,165 of your fundraising needs to be raised and sent in to cover Training and Project facilitation costs.
    • Training Course (early December 2026) – a 4-day residential course where you will meet your Volunteering partner and learn all about your country and Project!
    • 100% milestone (early January 2027) – by this date, all £6,850 of your fundraising needs to be raised and sent in to cover the final costs of your Placement.
    • Departure to your Project!
    Information Sessions
    Fundraising Workshops
    Training

    We have a number of support options available to help you throughout Fundraising, outlined below. Please familiarise yourself with them, but above all, stay in touch about your progress and ask for support whenever you need it!

    See your Support team’s contact information below.

    You can also find contact details for more general enquiries below, including confidential Fundraising queries, International Programme, or our postal address.

    Fundraising Support Team

    Tom

    Fundraising Support Coordinator

    Tom.Chambers@projecttrust.org.uk
    +44 (0) 7483 111 290

    Contact

    Sheila

    Director of Finance

    Sheila.McNeil@projecttrust.org.uk
    +44 (0) 7766 652 053

    Contact

    Peter

    Volunteer & Schools Engagement Manager
    Peter.Wilson@projecttrust.org.uk
    +44 (0) 7507 609 253

    Contact

    In addition to the Fundraising Support Team, members of the Volunteer and Schools Engagement (VaSE) team will often check in on you to offer their help. Whenever you have a question, you are invited to ask any of us for help – we are all here to support you with your fundraising endeavours!

    VaSE (Volunteer and School Engagement) Team

    The VaSE Team are spread around the country and all have both fundraising and international experiences of their own. You will have met many of them already – perhaps during Selection – and they assist the Fundraising team in regular chats with you.

    We love hearing from you and are keen to answer any questions you may have.

    Ellie

    London, South East of England and East Anglia
    Ellie.Moore@projecttrust.org.uk
    +44 (0) 7483 111 269

    Contact

    Sara

    East of Scotland and Ireland

    Sara.Morrison@projecttrust.org.uk
    +44 (0) 7939 308 344

    Contact

    Kat

    South West of England
    (Currently on Maternity Leave)

    Kat.Kalatey@projecttrust.org.uk
    +44 (0) 7824 431 702


    Emilia

    West of Scotland

    Emilia.Davie@projecttrust.org.uk
    +44 (0) 7939 308 336

    Contact

    Digital Engagement & Social Media

    Keep up with us across our social media. Sarah runs these accounts, so if you would like a signal boost or to share content from one of your events, send her a message – she’ll be delighted to help.

    Sarah

    Digital Engagement Coordinator

    Sarah.Parker@projecttrust.org.uk
    +44 (0) 7506 169 493

    Contact

    For general enquiries, or anything fundraising-related which you feel needs to be treated as private and confidential, please use the following email address. It is monitored by our Fundraising and Mentor Teams (Tom, Peter, and Sheila) and will be handled sensitively.

    If you have questions about your placement – whether your Project, country options, or Training courses – please contact the International Programme team with the following email account.

    To send a general query to your support team, we recommend contacting the VaSE Team. If you receive cheques made out to Project Trust or want to call the main office to talk to a staff member, please see the details below:

    You can book 25-minute Teams meetings to chat with Tom about anything Project Trust- or fundraising- related. Please don’t wait – there is no expectation to do any preparation; Tom is keen to speak to you face-to-face to offer advice and help you get started!

    Use the link below to make a booking, up to a fortnight in advance:

    Book a 1-1 chat slot now!

    1-1 chat slots are available most weeks from 4-6pm between Tuesdays and Thursdays.

    FAQs & Troubleshooting

    Some school and college accounts (especially those which use Office365) block our booking page. If the page shows an error, try choosing the “Guest” option.

    If the page still doesn’t work as a Guest, please email Tom to schedule a meeting manually.

    Yes, there is no bad reason. Many Volunteers book regular chat slots to update Tom and ask questions about Project Trust, and this is very welcome even if there is little to update and you don’t feel the questions are pressing.

    Additionally, it is strongly encouraged to book a 1-1 as soon after your Selection course as possible, even if you haven’t started fundraising yet. Tom can help you get started and answer any other questions about Project Trust – plus, it is nice to meet you properly at the start of your journey!

    If you are struggling with something, whether organising your first event or finding Trusts to write to, or anything else, please book in so that we can help.

    All meetings are between 4pm and 6pm, except in rare cases where Tom makes 6-7pm available. If another time is showing, please check the Time Zone – it should always be GMT or BST (GMT+1)

    There are usually 12 bookable slots every week, but if all of them have been booked there won’t be any visible on the form.

    Meetings can only be booked a fortnight in advance, so if Tom is on holiday there won’t be any slots showing.

    In either case, please email Tom to request a meeting (and suggest a few times that you can meet!). He will always be happy to schedule a time to chat to you.

    Yes, but not through the booking page. If none of the times showing suit you, please email Tom and he will be very happy to schedule something at another time (Monday to Friday).

    Absolutely. Please book a 1-1 slot anyway, and then send Tom a message or email to let him know your preferred way to chat. He can use Zoom or WhatsApp to chat if this is easier, or a phone call.

    You are now part of a community of hundreds of Volunteers around the UK (and the world!), all working towards the same goal. We have a number of events around the calendar to give you opportunities to meet and work together.

    Use the buttons above to see and register for upcoming events!

    Join Your WhatsApp Group

    We run a WhatsApp group for each cohort of fundraising Volunteers, which is used for you to share ideas and questions. Please contact a team member with your WhatsApp number to be added, or use the email links below:

    These groups are a great place to ask questions and work together – many of our Volunteers share travel plans for the Training courses.

    Online Teams Socials

    We organise Fundraising Socials on Teams every other month. These last around an hour of a weeknight evening and are a relaxed way for you to meet other fundraising Volunteers and share successes, tips, and ideas for the next few months.

    These are facilitated by staff members who lead introductions and workshops, and are available to answer questions you might have about fundraising or more generally about Project Trust.

    Use the calendar to find and register for the next Online Social!

    Would you like to be paired up with a Returned Volunteer? Many of our fantastic Volunteers are keen to share their wisdom and experience with you.

    This scheme involves sharing the contact details of a Returned Volunteer with you so that you may contact them for regular catch-ups and to ask for advice and fundraising tips. They will also be happy to talk about their own Project experiences so you can learn more about the incredible experiences to come.

    If you would like to join our Mentor Scheme, please fill out the form below:

    Our amazing Mentors volunteer their time and receive Training before they are matched to you. They are brimming with advice and ideas, and are there if you want someone who isn’t a staff member to talk to.

    For questions about the Mentor scheme please ask Tom or Claudia, our Mentor Lead.

    Mentor Scheme Insights

    See the impact that the Mentor Scheme had on Mentor Nick (Sri Lanka ’04/05) and Volunteer Daniel (South Africa ’19/20).

    Project Trust is committed to being as accessible and inclusive as possible, and recognise as part of this the additional concerns that LGBTQ+ and Queer Volunteers have when planning a move to another country. We recognise, welcome and accept all Volunteers as they are, and can offer advice about the different country programmes.

    Every year LGBTQ+ Volunteers have incredible and fulfilling experiences in all countries where Project Trust operates, but in some, it simply isn’t safe to be open about Queer identities or be a vocal ally.

    You are encouraged to speak to one of our LGBTQ+ Coordinators if you have any questions or concerns about your top country, whether you are LGBTQ+, questioning, or simply curious to learn.

    LGBTQ+ Coordinators

    Tom

    Fundraising Support Coordinator
    Tom.Chambers@projecttrust.org.uk
    +44 (0) 7483 111 290

    Contact Tom

    Amy

    Senior Country Coordinator
    Amy.schofield@projecttrust.org.uk
    +44 (0) 7939 308 340

    Contact Amy

    You do not have to disclose your identity to us, and we won’t make any assumptions based on questions you ask. Non-LGBTQ+ Volunteers are welcome to ask about LGBTQ+ topics if they are interested.

    “As a Queer Returned Volunteer, I have experienced the dilemma between being open and honest about myself, and feeling that it wasn’t safe to be ‘out’ in my host community. I remember how it felt before I left, how it affected my year, and just how much support I received from my fellow Volunteers.”

    Tom (China 2015/16)

    We can accept the following methods:

    • Online bank transfer
    • JustGiving donations from linked accounts (see the How-To page for how to set this up)
    • Cheques & CAF Vouchers (see the guide linked above for more details)

    Sending cash is not advisable – we recommend depositing any cash donations into a bank account and transferring from there using one of the methods above.

    Bank

    Clydesdale Bank

    Account Name

    The Project Trust*

    Account Number

    6045 7014

    Sort Code

    82-48-08

    Reference

    Your Name (this is really important!)

    *Our name is Project Trust, but our bank account’s name is “The Project Trust”.

    If you want to use your own money  (job earnings, savings, gifts) towards your target, we recommend telling us that this is your plan, and only sending it at one of the three fundraising milestones. 

    Why do we recommend this?

    Anything you send us towards your target – regardless of source – is classed as a charitable donation, and we are not allowed to refund it. 

    For this reason, we don’t want you to send personal money until you are certain you need it to reach the next milestone. If a fundraising event makes more than you expected, or a Trust sends a surprise grant, you might not need to send your own money to us at all. 

    Even if a donation causes you to exceed your target, we are not allowed to swap it out for anything else you have already sent us

    Can I fundraise for personal costs?

    In short, yes – but there are rules. 

    You may absolutely raise funds for personal costs, as long as the donor specifically knows at the time of donation that their money isn’t being donated to a charity. 

    Even though you are Volunteering for a charity, anything not going towards your target is considered a ‘personal cost’. 

    Many of your sponsors will be happy to support you in covering relevant costs, but it is vital that they know their money isn’t coming to us. 

    Personal costs might include: travel to/from Oban for Training & Debriefing, or the airport for Departure & Return; vaccinations; travel or spending money; or the pre-departure health screening & background checks. 

    The Selection fee, Visa payment, and alarm deposits are payments for a specific service rather than charitable donations, which is why these come under personal costs. 

    Money from charitable fundraising should be sent to the charity for whom you are fundraising (us) within 28 days of receiving the funds. This is a rule set by the Scottish Fundraising Regulator (OSCR), not us. 

    What if a donation takes me over my target?

    If someone gives you money with the understanding that it will go to a charity, 100% of their donation must go to that charity.

    You may only keep money for personal costs if the donor specifically agrees to this. People who know you personally are much more likely to agree to this than Trusts (especially if you are asking retrospectively).

    As a charity we do not take profit from any amount of fundraising you do, so even if you go over your total, 100% of your money will be used to further our charitable mission (your projects!).

    What about Gift Aid?

    Unfortunately we are not allowed to allocate Gift Aid towards your fundraising targets.

    This is because Gift Aid is claimed back from HMRC (the Government) who stipulate that it may only be used towards our general aims rather than benefitting an individual.

    It’s not all bad news! We use Gift Aid to keep future fundraising targets lower – so you are indirectly benefitting from past Volunteers’ Gift Aid declarations. Please continue to “claim it forward” for future Volunteers!

    What if a donor wants a refund?

    If you have already sent the donation to us, the issue is between the donor and Project Trust – not you. In cases such as these please, refer them to us.

    Except in exceptional circumstances, we are not allowed to return any donation. If you are the donor seeking a refund, please contact us for support.

    Where Your Fundraising Goes

    This chart is a breakdown of how your fundraising money is spent by Project Trust. These are averages across the entire international programme from the most recent cohort. To see more information about each category, click on the tabs.

    Each Selection course costs us more per Volunteer than the £30 you pay upfront. 

    Our team also works behind the scenes between Selection and Departure to facilitate your Project Trust journey. 

    This covers your food and accommodation at a residential centre for four days, plus the many staff hours involved in planning and facilitating each course.

    Insurance is one of our highest single costs, to keep you and staff safe, both at your projects and during your Training and Debriefing courses. This includes comprehensive travel medical insurance for your time abroad 

    This covers your return flights between the UK and your placement country. Flights usually depart from one of the London airports. 

    During your time abroad, you will be supported by staff within your Host organisation, your in-country Representative, and your UK-based Country Coordinator. 

    This figure comprises your Living Allowance and Accommodation costs. 

    Arrangements vary considerably from country to country and project to project, depending on what is appropriate and feasible for your Hosts. We ensure that your presence is never a burden to your Host communities – this is central to our ethos. 

    For example, if a Host has limited financial resources but access to suitable accommodation, then we pay your Living Allowance and they provide you with a home. 

    Our Volunteer & School Engagement team supports you from the time that you submit your application right up until Training, at which point the International Programmes team take the lead to prepare you for and support you during your placements. 

    During your time away, you will be supported by a UK based Country Coordinator. Project Trust has a dedicated 24/7 emergency phoneline, so you can always get help and advice from us should you ever need it. 

    This covers your food and accommodation at a residential centre for two days, plus the many staff hours involved in planning and facilitating each course. 

    (+40% – Project Trust’s Contribution)

    The actual cost of your long-term international Volunteering placements is significantly higher than your fundraising targets.

    Thanks to the incredible efforts of our Revenue Fundraising team, we secure hundreds of thousands of pounds of our own fundraising every year to keep your targets as low as possible. We cover around £3,000 of additional costs per Volunteer who goes on a placement with us.

    See the Timeline above for specific milestone dates for your Volunteering cohort. You need to reach (and send in) your fundraising target at least two weeks before Departure, or by your Training course if you are going on an 8-month Placement. For 12-month Placements, you need to reach 90% by your July Training course.

    We also ask all Volunteers to have 50% of their target sent in by the time we confirm Projects – that’s the October before Departure for 8 months, and May before Departure for 12 months.

    We use these milestone to help you reach your fundraising target, so please talk to us if you are concerned about reaching any given milestone and we will do our best to support you.

    What happens if I don’t reach my fundraising target in time?

    We do not want financial barriers to be a reason you cannot Volunteer with us. We will work with you to help you reach the target, but please tell us about your concerns as early as possible so that there is time to help you organise fundraising efforts. Time is often a crucial component, so don’t leave fundraising to the last minute. Look at our Access Bursary Fund, as you can apply for financial help towards your target if you meet any of the criteria.

    If you need more time, we can defer your placement – for example, moving from the 12- to 8- month Project lengths. In exceptional cases we can offer a loan or payment plan to you or a UK-based relative, so that you can still go on time. Please contact the Finance team for advice.

    How do I send money to Project Trust?

    See the guide above for bank details, as this is the simplest way. You can also send a cheque made out to Project Trust in the post. If you have a JustGiving page linked to Project Trust, all donations to your page will automatically transfer to us. Please do not send cash in the post – pay it into your bank account and transfer from there. For other forms of donations, ask the Fundraising team for advice.

    What’s a good way to start fundraising?

    It can be overwhelming to start such a large undertaking. We recommend making a list of things you plan to do, to help break down the task and prioritise. But if you are looking for a few key things to start with, we have some suggestions:

    • Set up a JustGiving page fundraising for Project Trust, and make the first donation to the page, for a quick win.
    • Come up with fundraising ideas and pick your favourite to organise first.
    • Draft a letter you can send to Trusts and other potential sponsors – send it to us for advice and comments!

    How much have I raised already?

    Contact Finance or Fundraising Support and we can tell you how much you have sent to us. We cannot tell you what you have raised if you haven’t sent it to us, so it is important to keep good records yourself of all the fundraising you do.

    I sent money to Project Trust. Why hasn’t it appeared on my JustGiving page?

    Your JustGiving page only displays donations made through your page, or “Offline donations” which you have added yourself. We can only view your page if you link it to us, not edit it. If you send us a cheque or bank transfer, you can add this “offline donation” to your page by going onto the settings page.

    I received a donation but have already reached my target. What do I do?

    If the donation was given on the understanding that it is a charitable donation, you must send it to the intended charity (us). For example, Trust grants must be sent to us unless they specifically tell you that you can use it for personal costs. If the donor was a personal friend or connection, ask them if you can put it towards other costs (Vaccinations, visas, UK- or holiday- travel, among others). Someone who knows you is more likely to agree – and with their permission you can keep it.

    Can I get a refund if I withdraw from my placement?

    Anything you send us is classed as a donation, so we are not allowed to refund it. If you want to come back to Project Trust at a later date, we will honour any fundraising you have already sent us. If a sponsor wants a refund that you have already sent to us, please refer them to us directly. Additionally, if you have any donations or fundraising which you haven’t sent to us, and wish to withdraw, you must not keep this but must either return it to the donors or send it to us (at which point you can refer donors to us). You cannot profit from events advertised as charitable.

    When do I find out my Training dates?

    Training courses always occur at the same time during the year:

    • For 8 months, keep the first week of December clear.
    • For 12 months, keep the first two weeks of July clear.

    Exact course dates will be confirmed by the time the International Programme team sends out your timeline (August for 8 months; February for 12 months).
    Please do not book travel to and from Training until your Project has been confirmed (October for 8 months; May for 12 months).
    This is because you must come to the Training course for the country of your Project, so we ask that you wait for Projects (and therefore countries) to be fully confirmed.

    How do I get to Training?

    We will tell you where you need to meet for your Training course, which will be at a residential centre in Scotland. We cannot book travel to Training for you, but we can offer advice on the best and cheapest ways to get there using public transport – just ask!

    I can’t make my Training course. What can I do?

    It is essential that you attend your Training Course in person, to ensure that you are fully prepared for your placement. Sessions include placement training, health/safety/security briefing, cultural awareness, country orientation and travel planning. It is also an opportunity to meet your placement partner, country group, and Project Trust staff.

    If you have any concerns about attending training, please contact the  International Programme team straight away to discuss.

    When do I find out where I’m going?

    We will send you Project confirmation at different times depending on your Project’s length:

    • For 8 months, the start of October.
    • For 12 months, the start of May.

    How do I change or delay my placement?

    If you would like to change the length of Project, or depart a year later than planned, please tell us straight away.

    We will do our best to accommodate you, but it is easier to make changes the further from departure you tell us.

    I’m not happy with the countries I was offered – can I change my list of three?

    If you are unhappy about any of the offered countries, please contact the International Programme team straight away.
    We want you to fundraise for the first country on your list, so this is the most important one to get right, but you should have 3 countries in which you would realistically be willing to Volunteer.
    Please note that Pool Countries will never appear first in your list, so if you were expecting Japan, the Philippines, or Namibia, we will consider you for Projects in these countries as long as they are second in your list.

    How likely is it that I will get a project in my first country?

    We assign you three countries so that there is a backup in case the global situation changes before you are able to depart. The vast majority of Volunteers go to the first country in their list, which is why we tell you to fundraise for that country.
    If we are unable to offer you a Project in your first country, the International Programme team will call you to discuss the options and find something you are happy with. The Fundraising Support team can then help you contact donors to inform them of the change.
    Pool Countries are an exception to the above: if you have Japan, the Philippines, or Namibia second in your list, you will be considered for our Projects in these countries.

    When do I find out my departure date?

    Your flight details will be confirmed in the weeks following the confirmation of your placement country and project. The International Programme team will contact you with details, by June for 12-month placements and by November for 8-month placements. We arrange departure dates based on the most suitable timing for Host organisations.

    For 8-month Projects, you will depart in January; for 12-month Projects, you will depart between August and September.

    I no longer wish to Volunteer with Project Trust. How do I withdraw?

    We will be sorry to see you go, but if you definitely want to withdraw, please send an email to Peter to explain that you wish to withdraw, and why.

    If you are thinking of withdrawing due to Fundraising concerns or worries about the time spent away, please talk to the Fundraising Support team so that we can try to help you overcome any barriers you may be facing.

    We will do all we can to enable you to Volunteer with us if you want to, but are struggling; if you ask to withdraw because you don’t want to Volunteer with us at all, we will not try to push you into something that isn’t right for you.

    We are a non-profit charity, so we do not benefit financially from you Volunteering with us: we want what you feel is best for you.