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    Emergency Contact Plan — Printable Template for Volunteer Trips Abroad

    Fill this in before you fly. Print two copies — one with you, one with your primary emergency contact at home. Verify every phone number actually picks up before departure.

    Last updated:

    For: volunteer + emergency contact at home · Use when: during pre-departure planning, before booking flights

    Volunteer

    • Full name
    • Date of birth
    • Passport number
    • Passport country
    • Passport expiry
    • Blood type
      If known
    • Allergies / chronic conditions
    • Regular medications

    Trip details

    • Destination country
    • Specific city / region
    • Departure date
    • Return date
    • Program name
    • Provider organisation

    Provider contacts

    • Provider 24/7 emergency line
      Test before departure
    • Provider in-country contact (name + role)
    • Provider in-country phone
    • Provider HQ phone
    • Provider email

    Accommodation

    • Host family name (if applicable)
    • Accommodation address
    • Accommodation phone
    • Accommodation contact email

    Insurance

    • Insurer name
    • Policy number
    • 24/7 assistance line
      Test before departure
    • Email for claims
    • Medical evacuation provider
      Often a separate company

    Embassy / consulate (home-country)

    • Nearest embassy / consulate
    • Embassy phone
    • Embassy email
    • Embassy out-of-hours line
      If different
    • Registered with embassy?
      Yes / No / date registered

    Medical (in-country)

    • Nearest hospital with English-speaking staff
    • Hospital address
    • Hospital phone
    • Local emergency number
      Equivalent of 911 / 999 / 112
    • Travel-clinic recommendations (vaccines, malaria prophylaxis)

    Family / next of kin (at home)

    • Primary contact name
    • Relationship
    • Primary contact phone
    • Primary contact email
    • Secondary contact name + phone
    • Check-in schedule
      e.g. 'message every Sunday'

    Money

    • Primary card issuer + 24/7 fraud line
    • Backup card issuer + 24/7 fraud line
    • Emergency cash buffer (USD / GBP)
      USD 300-1,000 recommended
    • Currency conversion plan
      ATM / Wise / Revolut / cash

    Important: lost passport

    • Embassy passport-replacement procedure noted?
      Yes / No
    • Digital photocopy of passport stored?
      Yes (where) / No
    • Birth certificate copy accessible?
      Yes (where) / No

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