6th Street Happy Valley,

Topaz Street Francisca Village,

Guadalupe, Cebu City, Cebu Philippines, 6000
032-254-9849 / 0942-281-1983
everlastinghopecebu@gmail.com / everlastinghope.org

Policies and Guidelines for Community Outreach Program

Thank you for partnering with Everlasting HOPE to reach out to children with cancer and their families. The
following Policies and Guidelines will help guide you in conducting an outreach activity in the center. It will
also allow us to ensure the safety of all participants and that the mission of Everlasting HOPE will be achieved.
We ask that you please review these guidelines and adhere to them. Please do not hesitate to ask any
questions or provide us with feedback to make your outreach an enjoyable one for all.
1. BEFORE SCHEDULING EVENT
1.1 A representative must have an appearance at the Everlasting HOPE Center at least one month before
scheduling your event so that we can introduce you to Everlasting HOPE, our guidelines, and how to
ensure the safety of our patients. This will also allow you to see the facility and talk about how you would like
to conduct your event and answer any questions you may have.
1.2 Please make an appointment for your visitation date. We accept visitors Monday through Thursday
between 9:00 am and 4:00 pm.
1.3 You must fill up the provided Event Details Form for our reference at least three to four weeks in
advance of the scheduled party. The date of your event will be scheduled at the time of your in-person
meeting but will be cancelled if we do not receive your Event Details form within three weeks of your event.

2. GENERAL GUIDELINES IN SCHEDULING EVENT

2.1 Due to our children having cancer and their risk of infection, Everlasting HOPE must limit the number
of activities and events that take place in any given month.
2.2 No more than four scheduled events shall take place in any given month and no event can take place on a
Sunday. Individuals are encouraged to schedule an event in coordination with the following:
a. Celebration of Life Party – 20-30 patients (One party per month on a Saturday) – Host to provide
birthday cake and a small token for each birthday celebrant; loot bags encouraged for all attendees
b. Party/Event/Outreach/Feeding – 15-30 patients (One event per month, based on availability, to be held
Monday to Thursday)
c. Activity with in-house patients – less than 10 patients (two events per month, based on availability, to
be held Monday to Thursday)
d. Special Outings – 10-30 patients
 One Special Outing (held outside of the center) may be scheduled during the months of February,
May, August, and October. Locations may include mall, movie, park, beach, sightseeing, etc.
e. Family Outreach Event (Large Event – Open to Multiple Sponsors to Participate)
 April: Philippines Childhood Cancer Awareness Month
 July: Everlasting HOPE Anniversary
 September: International Childhood Cancer Awareness Month
 December: Thanksgiving Celebration

3. PRIOR TO THE EVENT

3.1 Submit your final program of activities, games, food, and any other details at least one week prior to event.
3.2 Submit a list of volunteers/guests who will be attending, specifically listing their name, age, and sex. A
maximum of 15 volunteers is allowed. Please confirm volunteer attendance at least 3 days prior to event.
3.3 Please be guided and informed that Everlasting HOPE is a Christian ministry and though we practice equality
in accepting patients, we don’t allow any practices, ceremonies, rituals and traditions to be conducted within
the center. We may, however, conduct praise and worship where we sing Christian songs to glorify Jesus
Christ. All teachings about God and Jesus must be bible-based. No doctrines are to be shared.
 4. GUEST/VOLUNTEER GUIDELINES
4.1 Volunteers are expected to behave professionally. This includes no alcoholic beverages, illegal activities,
swearing, inappropriate clothing or behavior, smoking within the vicinity.
4.2 Volunteers must be dressed in decency and modesty. No short shorts, mini-skirts, spaghetti straps, low cut
blouses, tight leggings without proper coverage, inappropriate prints on t-shirts, promotion of drugs and
alcohol, inappropriate words or phrases, skull and crossbones, etc.
4.3 Wearing of strong perfumes is discouraged.
4.4 Volunteers must be tactful in their words; using of foul words is discouraged during the event or activity.
Volunteers are encouraged to speak positively to children and families. Volunteers are encouraged to bring
humor and smile to brighten the mood.

5. DURING THE EVENT

5.1 All volunteers who have cough, colds, infection or other communicable diseases are not allowed to attend the
outreach. Our children have low immunity and have high risk of catching an infection.
5.2 Volunteers are encouraged to wear a mask and to maintain proper hygiene through washing hands regularly.
5.3 Volunteers are expected to build rapport with the patients and staff in the center.
5.4 Exhaustive and strenuous activities are discouraged.
5.5 It is not the responsibility of Everlasting HOPE to attend to your personal belongings. You must be
responsible to whatever things and/or materials you will be bringing in the center including those that are to
be disposed. Cleanliness must be practiced.

6. CONFIDENTIALITY POLICY
6.1 Confidentiality during the activity must be of top priority. This includes:
a. If ever you wish to interview the patients intimately you must seek permission from the staff assigned and
the parents.
b. Taking pictures and videos that will be posted in social media is prohibited without the consent of
Everlasting HOPE. Proper usage of social media must be fully exercised. This is applicable to FB, blogs,
online forums, etc. This is for the protection of our children and to adhere to our child protective policy.
c. Sponsors may take a group photo with the children and families, however, no individual photos are
allowed. The sponsor may upload one group photo to their page only. Multiple attendees/volunteers are
not allowed to post to their personal pages.
d. Everlasting HOPE will provide a camera and staff during your event. We will capture the event to the
best of our ability and will upload these pictures to our Everlasting HOPE FB page. You can then share
the album with your friends and family.
e. Make sure that patients are wearing masks when taking pictures and videos for confidentiality.

7. FOLLOW – UP
7.1 We hope that this will be a continued partnership between you and Everlasting HOPE. We also hope that you
were truly blessed through this experience of reaching children and families.
7.2 Thank you for helping us to fulfill our motto of TOUCH ONE CHILD – ONE FAMILY – REACH AN ENTIRE
COMMUNITY.
7.3 Volunteers are welcome to give their feedback after the event through emailing us at
info@everlastinghope.org or through evaluation and assessment submitted to the Center.

I, ________________________________, in behalf of _________________________, have read and understood

(Representative) (Name of Company/Institution/Group)
the above guidelines for the Sponsored Community Outreach Program of Everlasting HOPE Cebu Center. I,
further, agree to adhere to the said policies and guidelines.

__________________________________________ ___________________________________
Printed Name/Signature of Representative/Sponsor Date Signed