Travel checklist for short-term mission trips - Mission trip hints off the website

Up to 9 months ahead:

 ~ Reserve air travel.
o Contact the host mission office to find out arrive and depart dates.
o Call your missionary travel agency for the best airfare. (See our suggestions) and ask for group discounts.
o Make air reservations.
o Notify the host mission office of arrival & departure plans and ask for someone to meet you.

~ Apply for passports.
o Submit your application, photos & identification documents; approx. 4-6 weeks wait.
o Keep 2 photos of yourself and a photocopy of your passport information page separate from your passport in case it and lost or stolen. (See the U.S. State Department and web page for passport application forms, instructions & fee schedules or call your missionary travel agency office.) [ State Department web site]

~ Check visa information. Check online for requirements of your destination country and needed forms.

~ Seek low-cost accommodations or ask your travel agent about reserving lodging for your group.

~ Check immunization suggestions and requirements.
o Call or contact the Center for Disease Control (404-332-4559) to find out which immunizations are necessary. [ CDC web site ]
o Consult the nearest International Travel Clinic for medical advice and services; the clinic will advise you of what immunizations are needed as well as any specific required to enter your country of travel. Make sure they fill out the immunization card to carry with you.
o Receive needed immunizations.

 

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Up to 6 months ahead:
~ Begin the visa application process. You can now do most of these on-line. They will guide you through each step. You will need to upload signed passports and required photos to complete the visa applications and WHO cards as requested.

~ Purchase insurance.
o Have workers check their current medical policies for overseas coverage. Make sure the policies provide evacuation services to come home due to illness or injury.
o Suggest that workers buy supplementary travel accident and sickness insurance including
evacuation services. If their policies don't cover these, your missionary travel agency may be able to suggest reliable carriers. Or check out the options on this page.

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Up to 3 months ahead:

~ Research baggage regulations. Ask your travel agent or airline. They can tell you the maximum free allowance per person and the fee for excess bags. Also check for carry on allowance.
~ Remind group members of any items excluded from import into your destination country.
~ Book the airline tickets. Your travel agent can tell you when your tickets must be issued and paid for to retain the lowest fare.

 

Up to 2 weeks ahead:

~  Arrange transportation to the airport.
~ Make sure each worker has:
o Airline ticket
o Passport with visas
o Vaccinations and WHO Card (if needed)

o Anti-malarial medication (if needed)
o Supplemental insurance
~ Coordinate someone to meet you at the airport & take you to your lodge. Have a plan with your lodging or host in case no one picks you up.
~ Obtain and keep the address and phone number of your home country and embassies or consulates in your country or countries of travel.

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3 days ahead:
~ Call the airline(s) to confirm your flights.
~ Be sure to also do these 3 days prior to your scheduled return flights.

 

Departure day:

~ Check that every group member has the necessary documents:
o Passport with visas
o Immunization Card
o Airline ticket
~ Tag Your Luggage. Use tags of the same bright color to identify your group's bags.
~ To reduce confusion, have two or three people handle all baggage.