Think Dance 4

European Voluntary Service Activity Agreement

Project ID:

2015-3-TR01-KA105-024064ka105

Activity dates: April 17th 2016 - June 1st 2016 (6 weeks)

The European Voluntary Service (EVS) activity agreement is developed in order to clarify the roles,
responsibilities and rights of all parties involved. All the parties involved sign it in 3 originals and each
party remains with one original, and as well each National Agency involved in the project receives one
original.
The EVS activity agreements consist of 4 parts:
1. Responsibilities and rights of the parties involved: hosting, sending organization and volunteer.
2. Annex 1 - Description of the project activities, volunteer task and learning outcomes;
3. Annex 2 Health information form;
4. Annex 3 Financial information;
Parties involved in the agreement:
Hosting/coordinating
organization

Sending organization

Bodrum Dance Club Association

Yokuba mah. Kazman sokak no :1
Bodrum , 48400 Mugla / TURKEY
Accreditation No:
20141TR01KA1106970

www.bodrumdans.com
evs@bodrumdans.com
Phone/fax +00902523165081
+00902523160473
Contact Person: Mr. Fatih
zvezneci
Berat EZEL

Volunteer

Responsibilities of the involved parties

Overall responsibilities of sending organization
I. Before the EVS activity starts
Toward the hosting/coordinating organization:

Carefully read the EVS activity agreement together with volunteer and clarify eventual questions with
the hosting/coordinating organization;
Sign and stamp the EVS activity agreement together with the volunteer in 3 copies and send it to
hosting/coordinating organization by 1st February 2016.
Send the EVS activity agreement received from hosting/coordinating organization and signed by all the
involved parties (volunteer, hosting/coordinating organization and sending organization)

The EVS activity agreement needs to be send to sending NA

1. Helps the volunteer and the hosting/coordinating organization in issues such as visa, passport,
flight ticket etc.
2. Informs the volunteer about the project and gives him basic knowledge on living in a foreign
country.
3. Informs the hosting/coordinating organization about volunteer travel details (travel means, arrival
time, costs) to the hosting country;
4. In the case if the volunteer is canceling his/her participation in the EVS project, the sending
organization has to send an official volunteer cancellation form. The cancellation form needs to
include the following:
purpose cancellation, volunteer signature and date. If the
hosting/coordinating organization will be buying volunteers flight ticket due to request , and in
case volunteer cancels his/her participation in the EVS project, sending organization is responsible
for payment of the ticket amount back to the hosting/coordinating organization
5. Communicate to hosting/coordinating organization all the changes that might occur during the
volunteer preparation for the project and might affect the volunteer project activities;
6. Communicate to the hosting/coordinating organization about pre-departure training activities in
which volunteer participates;
7. Communicate to the hosting/coordinating organization about the additional documents that are
requested by sending NA, in relation with the project;
8. In case the volunteer cancels his/her participation in the EVS project, to support
hosting/coordinating organization in identifying a new volunteer;

Towards the volunteer:

1. To enroll volunteer in insurance and to inform volunteer about the procedures when operating with
insurance;
2. To identify and to inform volunteer about the cheapest travel means from volunteer home country to
hosting country;
3. To assist volunteer in obtaining visa and obtaining additional documents related to visa for his/her stay
in the hosting country if its necessary;
4. To inform the volunteer about the pre-departure training activities
In the case if there is no National Agency of Youth in Action program or SALTO resource center who is
conducting the pre-departure training course for EVS volunteers, the sending organization role is to take
over these responsibilities and prepare the volunteer for his/her departure;

1. To inform the volunteer about her/his responsibilities and rights during the EVS projects according
to the EVS guidelines and EVS charter.
2. In a case the volunteer is canceling his/her participation in the EVS project, the sending
organization have to request an official volunteer cancellation form in maximum of 3 days after the
verbal cancellation. The cancellation form needs to include the following: purpose cancellation,
volunteer signature and date.
3. Communicate to the volunteer information regarding to the changes that might occur during the
preparation process of the project;
4. Inform volunteer about Youthpass certificate;
II. During the EVS project
Toward the hosting/coordinating organization:
1. Maintain regular communication with hosting/coordinating organization about the development of the
project;
2. Support the hosting/coordinating organization in solving crisis that might appear in the implementation
of the project;
3. In the case of emergency (accidents related to health or in case if the volunteer is involved in
situations concerning the legal procedures of local authorities) contact the person indicated as the
emergency contact by the volunteer and inform about the situation;
Towards the volunteer:
1. Maintain regular communication with volunteer about the development of the project;
2. Support the volunteer in solving crisis that might appear in the implementation process of the
project;
3. In the case of emergency (accidents related to health or in case if the volunteer is involved in
situations concerning the legal procedures of local authorities) contact the person indicated as the
emergency contact by the volunteer and inform about the situation;
III. After the EVS project
Toward the hosting/coordinating organization:
1. Issue a document regarding the volunteer sending activity costs listed according to the financial
regulations of the Youth in Action program;
Towards the volunteer:

1. To inform the volunteer about the evaluation meeting:

Organized by the Sending National Agency of the Youth in Action program (NA) if the volunteer is
coming from program countries (EU, Iceland, Liechtenstein, Norway, Turkey);
Overall responsibilities of Volunteer
I. Before the EVS project
Toward the hosting/coordinating organization:
1. Read the EVS activity carefully agreement and to clarify eventual questions with the
hosting/coordinating organization;
2. Read the information about EVS program posted on the European Commission program Erasmus+

Youth in Action website - http://ec.europa.eu/youth/programme/mobility/european-voluntaryservice_en.htm

3. Request all the required documents from the hosting/coordinating organization that are necessary
for obtaining the visa for hosting country, in the case if the visa is necessary;
4. Obtain visa for his/her stay in the hosting country if it is necessary;
5. Fill in the health information form, the health information from can be found in the annex 2 of the
EVS activity agreement;
6. Send official cancellation letter to host organization signed in 2 copies, in the case if the volunteer
cancel his/her participation in the EVS project.
7. Participate in the pre-departure training;
8. Inform legal relatives about his/her participation in the EVS project (hosting country, project period,
contact information of sending and hosting/coordinating organizations);
9. Provide hosting/coordinating organization with contact person name and contact details, that can
be contacted in the case of the emergency;
10. Register and contribute to the e-group designed for the volunteers of the project;
Toward the sending organization:
1. Read the EVS activity carefully agreement and to clarify eventual questions with the sending
organization;
2. Read the information about EVS program posted on the European Commission program Youth in
Action website - http://ec.europa.eu/youth/programme/mobility/european-voluntary-service_en.htm
3. Fill in the health information form. The health information from can be found in the annex 2 of the
EVS activity agreement;
4. Inform sending organization about the volunteer travel to hosting country (travel means, arrival
time and date, travel costs);
5. Provide sending organization with the necessary information for processing insurance;
6. Send official cancellation letter to sending organization signed in 2 copies, in the case if the
volunteer cancel his/her participation in the EVS project.
7. Participate in the pre-departure training;
8. Inform legal relatives about his/her participation in the EVS project (hosting country, project period,
contact information of sending and hosting/coordinating organizations);
9. Provide sending organization with contact person name and contact details, that can be contacted
in the case of the emergency;
II. During the EVS project
Toward the hosting/coordinating organization:
1. Hand all the travel documents (tickets, invoices, boarding passes also passport photocopy and all
the invoices and documents regarding travel costs, visa costs which were done from his hometown
to Bodrum) in original to the project coordinator after arrival in the host country;
2. Sign the policies and procedures related to the work and staying in Turkey;
3. Participate in on- arrival training course, Mid Term Evaluation Meeting organized by Turkish NA and,
job related training courses, orientation, language course;
4. Sign the participation in on- arrival training course and on job related training courses;
5. Sign the list of the participants;
6. Must participate all the project activities on time. Must adapt to work with other volunteers and
share the same responsibility equally. Must keep the working place and accommodation place clean
7. Participate in EVS promotion meetings which are organized by Bodrum Dance Club
8. Should participate meetings with her-his mentor organizes, without excuses.
9. Has a two days-off in a month
10. Must provide a signed document, which claims no previous participation in any EVS Project before.
11. Help the preparation of the International Bodrum Dance festival
12. Cannot take part in any political and religious manifestation or any kind of demonstration event.

13. At the end of the project the volunteer with the help of the host and coordinating organization will
fill Youthpass Certificate.
14. Cannot use any illegal drugs or substances
15. Must read and sign the document for receiving pocket money on monthly basis;
16. Must read and sign the document related to the safety instructions;
17. Maintain regular communication with the mentor, mentor Should inform the mentor immediately
about any kind of health problem or any other unusual situation;
18. Plan and implement follow-up activities.
19. Submit the volunteer final report of the project according to Youth in Action program form;
20. In a case of missing the arranged flight for the volunteer, he/or she has to arrange another one and
also cover the cost by her/himself.
21. Attend the meetings with mentor(s).
22. Issue and prepare her/his youthpass certificate.

Toward the sending organization:

1. Maintain regular communication with sending organization;
2. Communicate to the sending organization about the problems the volunteer encounter during the
implementation of the project;
III. After the EVS project
Toward the hosting/coordinating organization:
1. Provide hosting/coordinating organization with the original documents (tickets, invoices, boarding
passes) regarding volunteer travel back from hosting country to home country;
Toward the sending organization:

1. Participate in EVS evaluation meeting that is organized:

By the Sending National Agency of the Youth in Action program (NA) if the volunteer is coming from
program countries (EU, Iceland, Liechtenstein, Norway, Turkey);
The Youth in Action program through NA and SALTO can request volunteer to provide
information regarding to his/her EVS experience, that can be used for the promotion of the
European Voluntary Service.

Overall responsibilities of hosting/coordinating organization

I. Before the project:

Towards the sending organization:

1. Provide the sending organization with all the necessary information for enrolling volunteer in
Insurance company;
2. Provide the sending organization with the information that has been send or discussed with the
volunteer, regarding to his/her EVS project;
3. Send by post the EVS activity agreement signed by the all involved parties to the (host country)
National Agency of the Youth in Action program;

Towards the volunteer:

1. Provide volunteer with all the necessary documents, that are required for obtaining visa for Turkey
if he/she requires it;
II. During the project:
Towards sending organization

1. Regularly communicate the project progress with the sending organization;

2. Inform sending organization about the incidents that happens during the project;
3. Cooperate in solving eventual conflicts that happens between hosting organization and volunteer;
(coordinating Org.)

Towards volunteer:
1. To provide the volunteer with a mentor during her/his EVS project;
2. To provide the volunteer with Turkish language support during the project;
3. To organize and implement the EVS on-arrival training course (in case of there is no scheduled on
arrival course by Turkish NA);
4. To support volunteer integration in local community by informing her/him about the possible free
time activities;
5. To cover volunteer costs related to accommodation, food, local transport and pocket money
according to the finical regulations of Youth in Action program. Volunteer will be accommodated
with other volunteer(s) in the same flat (max. 4 people) during whole EVS period also hosting
organization will provide fixed amount for 3 meals per day and amount will be given to volunteers
beginning of each month;
6. To inform the local Security Authorities about volunteers stay in Bodrum;
7. To orientate the volunteer in his/her new working placement and duties after the arrival;
8. To provide volunteer with work related support and training;
9. To provide volunteer with various tasks and learning opportunities according to the particular EVS
project covering 5 days a week program (7 h per day);
10. To ensure volunteer with safe working environment during the EVS project;
11. To conduct a safety and health instructions for the volunteer related to her/his working placement
and hosting country;
12. To pocket money will be given in 1st week of every month
13. To guide and support volunteer in her/his personal development process during the EVS project;
14. To support volunteer in development and implementation of follow-up activities.
15. To give psychological and social support to the volunteer anytime if needed.
16. To provide mentors in charge available for all the questions and problems of the volunteer. Mentor
will assist the volunteer to adapt to the project, city and country.
17. To prepare the volunteer for his/her travel from the host country back to the volunteer home
country;

III. After the project:

Toward the sending organization

1. To inform the sending organization about volunteer arrival time, date and transport means in the
2.

home country;
Within 30 days after receiving the last 20% of the community grant from the Youth in Action
Program National Agency of Turkey to transfer the sending activity costs to the sending
organization according to the amounts indicated in the Activity Agreement

Toward the volunteer:

To support volunteer in arranging his/her travel back home;

The rights of the involved parties

Overall rights of sending organization:

1. To receive information about the project and planed activities;

2. To receive regular reports from the volunteer during the project, that present the activities
implemented by the volunteer;

3. To request official cancellation letter from volunteer in case if he/she cancel his/her participation in
the EVS project;

4. To receive the sending activity costs, according to the lump sums indicated in the financial
regulations of the Youth in Action program Action 2, in 30 days as the hosting/coordinating
organization had received the last 20% of the community grant from the National Agency of Turkey

Overall rights of hosting/coordinating organization:

1. To request official cancellation letter from volunteer in case if he/she cancel his/her participation in
the EVS project;
2. To request support from sending organization in finding replacement of the volunteer if he/she
cancel his participation;
3. To request and receive support from the sending/coordinating organization in order to solve the
problems that occurs during the project implementation phase;
Overall rights of volunteer:
1. To request and receive support from the project hosting/ coordinating and sending organizations in
order to obtain the necessary legal documents for the stay in the host country during the project
period if its necessary;
2. To participate in EVS training course circle as foreseen in EVS charter;
3. To request and receive the support from the project hosting/ coordinating and sending
organizations in order to arrange her/his travel to host country and back;
4. To receive from the hosting/coordinating organization coverage of the following costs: the
accommodation, food and local transport;
5. To receive the pocket money on monthly basis according to the financial regulation of Youth in
Action program;
6. To receive insurance for the project activity period and information how to operate with it;
7. To receive ( host country) language course in the beginning of the project;
8. To have assigned mentor by hosting organization for the project period;
9. To request and receive support from the hosting/coordinating and sending organization in order to
solve any problems that might happen during the implementation of the project activities;
10. To receive Youthpass certificate in the end of the project indicating the competences that volunteer
had gained during the project;

11. To cancel his/her participation in the project based on the personal reasons. This information should
be provided to the hosting/coordinating and sending organization as soon as possible, taking into
consideration the fact that hosting/coordinating organization can NOT provide the same opportunity
to other young person in the same project period and has to send project grant back to NA.

Annex 1
Description of the project activities, volunteer task
Bodrum Dance Club Association develops the EVS project Think Dance 4 in co-operation with 19 partner
organizations from Europe and Involves 30 volunteers.
The project is designed for short-term EVS groups between the activity dates of (17-04-2016 / 01-062016).
The program of the project for volunteers is based on one block:
Work related activities:

To promote upcoming youth program and EVS program itself by writing articles on our
club magazine, website, blog
To create promotion materials for Host Organization Activities such as posters,
brochures, newsletters, short films, promo teasers
To join club activities with local members
To work on info stunts and festival promotion desks in bodrum centre and surrounding
towns to promote Dance Festival.
To work in the Bodrum Dance Club EVS Office together with another volunteer(s).
During office work volunteer will find new contacts for future cooperation with possible
dance and youth clubs from Program countries,
To help the festival committee members on guiding the festival partner country groups
during the Festival days.
To introduce their country and city, culture to local community by informal meetings
To take part in local and national project those implemented or cooperated by Bodrum
Dance Club Project Development office
To develop and create activities to support local community for local impact of EVS
project.

The activity program might be flexible due to changes in the festival organization and other
upcoming project events. However, volunteer will be informed about the changes in advance.
Working hours will not exceed 35 hours in a week. Volunteer can use weekend for attending
our cultural activities in Bodrum Peninsula. During winter season volunteer will attend dance
activities, courses, cultural and dance nights. In case of having responsibility during the
events in the evenings, volunteers working hours will be balanced by Host Organization.

Crisis and conflict management during the project

The hosting/coordinating organization takes responsibility for raising awareness of risk assessment, risk
prevention and support within the EVS programme during the project activity period
The hosting/coordinating organization will hold all necessary personal information and emergency contact
details for each volunteer.
Volunteer(s) will be given advice on crisis prevention and management during pre-departure orientation
and on-arrival preparation.
The hosting organization will provide the volunteer with 24-hour emergency phone numbers and will
provide the training on health and safety regulation in the beginning of the EVS project.
The volunteer training on safety regulations will cover the following issues:
Conflict management in the workplace and outside of it;
The procedure of using the working equipment;
The procedure of using the first aid tools and equipment available in the working place in the case
of the emergency situation and unexpected injuries in the working place;
The information about the institutions dealing with health support and help in emergency
situations;
In order to prevent conflict situations we have planed the following actions:
Recruitment and training of volunteers mentors. Experienced mentor(s) will mentor volunteer(s).
Sessions on conflict prevention and resolution will be included during on-arrival trainings;

Annex 2

Volunteer health information

NO

YES

Observation, additional information

Do you have any allergies?

(if yes, please specify what kind of)
Do you have any chronicle
illnesses?
(if yes, please specify what kind of
illness and describe the procedure
that need be followed in the case of
emergency;)
Are you vegetarian?
Are you vegan?
Do you have any dietary
restrictions?
(if yes, please specify what kind of)
Do you suffer from any kind of

physical disabilities?
(if yes, please specify what kind of)
Do you suffer from any kind of
mental disabilities?
(if yes, please specify what kind of)

10

Annex 3
Financial information
Division of Grants

Amount in Euro

International travel costs (100%)

Please check Erasmus Plus Distance Calculator

(suggested travel means: Bus, Train, plane
economy class)

Visa costs

25 EUR per volunteer in case visa needed

Sending activity costs (10%)

80 Euro per volunteer (for 6 weeks )

* The amount specified at travel cost represents the maximum available for volunteer travel from home
country to host country and back. The volunteer is suggested to look as soon as possible for travel
opportunities since the prices will become higher as the departure day approaches. If the prices identified
by the volunteer exceeds this amounts volunteer is suggested to contact the sending and
hosting/coordinating organization immediately in order to solve this situation.
* The travel costs will be reimbursed 100% after volunteer arrival in hosting country base on the tickets
and invoices. If the volunteer will not participate in the full duration of the project the travel costs will not
be reimbursed.
Bank details of Sending Organization
Please fill in the details needed for the payment of sending activity costs.

Bank name
Bank branch
Street address
Postcode
Country

City

IBAN Number:

BIC/Swift

Account number
Account holder
Signatures of Agreement partners:
We undersigned agree with the terms and conditions stated in the document pages from 1 to
10.
Volunteer:
................................
Signature................................................................................
Sending Organization Representative:
.................................
Signature and organization stamp.......................................
Hosting Co-ordinating / Co-ordinating Organization Representative:
..................................

11

Signature and organization stamp........................................

12