It is understandable that the financial management of associations can be a concern, especially when the funds are allocated to humanitarian projects abroad. To address these concerns, we aim to present the budget structure of our projects as transparently and thoroughly as possible, along with the measures taken to ensure rigorous and responsible management.
The budget for each project is carefully determined by several factors: the local cost of living, infrastructure and personnel costs, and donations required to sustain the project. These expenses are easily identifiable and quantifiable, but only across all projects, not individually for each one.
Indeed, when asked for a detailed breakdown of all expenses, it is challenging to include indirect costs that are difficult to quantify for each project but still significantly impact the overall budget. To optimize project management, these costs are averaged out over the year and distributed across all projects.
Although they cannot be included in a precise, detailed breakdown of each project’s budget, we will attempt to explain and specify them as accurately as possible. Below are some examples of hidden costs that recur in all projects:
• Bank fees: Costs associated with managing bank accounts and international transactions.
• Project audit fees: On-site audits conducted by our team to validate partner organizations and ensure the transparency and effectiveness of the projects.
• Project management fees: Our team is actively involved in all projects, providing ongoing monitoring and assistance with no availability limits.
• Guarantees for changes in dates or programs: Freepackers offers guarantees to adapt to potential date or program changes, providing assistance in case of unforeseen events to facilitate program adjustments rather than cancellations.
• Exchange rate guarantees: Exchange rate fluctuations can significantly impact project budgets. We take measures to mitigate these risks and ensure fee stability, particularly in countries like Argentina or South Africa.
• Local authority compliance: We ensure compliance with all local regulations, which can incur additional costs and complex administrative processes.
• Liability insurance: To protect our organization and its members, we subscribe to liability insurance.
An animal shelter project in Argentina illustrates the significant share of indirect costs, such as fees retained by recipient banks and exchange rate fees (approximately 13% of the total budget):
• Total budget €2,100
• Freepackers Care donation €500
• Balance to be transferred to Argentina €1,600
• Bank fees (recipient) €150
• Remaining balance €1,450
• Official exchange rate – conversion to Argentine Pesos AR$1,334,000
• Project donation AR$850,000 (approximately €850)
• Volunteer logistics AR$484,000 (approximately €480)
The volunteer logistics are organized by a recipient organization and include taxes, local transportation, implementation of safety protocols and first aid measures for all projects, training, and the provision of local supervisors and coordinators, insurance, and equipment.
The more specialized the project, the more resources it requires (vehicles, telemetry, in vitro analysis, veterinarians, caretakers…), which impacts the program’s cost. The local cost of living also determines logistical expenses. This is why a mission in Australia is more expensive than one in Thailand.
Setting off alone or in a group on a volunteer project requires substantial resources. Unlike a tourist trip, travelling with an impact requires logistics, supervision, equipment and serious structure. Paying for a humanitarian trip can be seen as an obstacle, which is why Freepackers is committed to helping you.
Since its creation, Freepackers has been constantly on the lookout for all the financial aid available for international mobility. Our aim is to make international mobility accessible to as many people as possible and to provide information on all the resources available to help you achieve this.
Freepackers also provides invaluable information on grants, mobility subsidies and, above all, the possibility of reducing the cost of your project if you go on a humanitarian project of general interest. This is the role of our association, Freepackers Care, whose aim is to help you fund your humanitarian trip.
Financing a humanitarian trip is an integral part of the project. Like field experience, it’s a learning process. You have a goal and you need to find the means to achieve it. The good news is that it can be done! The keys to success? Anticipation, planning, research and perseverance.
We send hundreds of students and young people on projects every year, and we help them all find the resources to make their dream come true.
So why shouldn’t you?
To fully understand, it is first necessary to recall the nature of Freepackers’ activities. We are a small team of 10 people, ensuring meaningful and high-quality international mobility. The financial contribution requested ensures that the most complicated aspects are handled for you: finding the local organization, defining the mission, registration, project preparation, and connecting with local teams.
As you can see, Freepackers relieves you of the stress related to the logistics of a project abroad, allowing you to focus on how to make the most of your experience. This budget is justified by a personalized follow-up, comprehensive and secure logistics, constant support on-site, and much more.
Additionally, Freepackers maintains long-standing relationships with partners who regularly host international participants. This means there is always a position available for you, regardless of your profile and travel dates. The projects have been visited to ensure missions with a real impact and reliable, experienced local teams. We work exclusively with trusted individuals known to the entire Freepackers team, which travels the world to find the best projects.
We promote learning and exchange projects; these are by no means humanitarian aid initiatives. Anything involving rescue, assisting people in danger, or emergency relief is not within our scope. Nor do we claim to eradicate poverty, injustice, or inequality. We simply aim to contribute to making the world a better place through targeted and local actions, at our level.
You understand, the costs we apply are tied to real needs to fund the programs we support. In return, here is a summary of Freepackers’ guarantees:
We are an independent organization, receiving no assistance from the state or our partner organizations; the sustainability of Freepackers relies solely on the financial contributions of participants.
Over the last ten years, we have donated over €1,300,000 to our partner NGOs. Your contribution doesn’t just fund your project but also supports all the initiatives set up by Freepackers. It’s a great way to give even more meaning to your humanitarian journey.
Each project is selected based on strict criteria to ensure that financial contributions have a lasting impact. The projects we support must employ more than 50% local staff and demonstrate a co-management system with local communities.
To guarantee your safety, applying a pricing structure is necessary. It enables us to mobilize professionals (biologists, nurses, masons, architects…) to supervise you, assist you 24/7, guide you in your tasks, manage the projects, and ensure that the set objectives are achieved.
