TL;DR:
A successful mission trip requires early planning, organized paperwork, proper health preparation, and clear communication with field leaders. This page has a month-by-month timeline to help you stay on track. It also contains a "what to pack" list.
What needs to be done before a mission trip, and when?
Before you go: Mission trip hints
Planning ahead is essential for short-term mission trips. Use this timeline, adapted from guidance by Gwen Kuebler of MTS Travel, when planning your ministry trip. Check current travel requirements and coordinate your plans with your hosts.
Nine months before departure
Plan air travel.
Contact local field leaders to determine when and where your team should arrive and depart.
Ask your missionary travel agency about available fares and group discounts.
Make reservations as appropriate, and check payment deadlines and cancellation terms.
Notify the local field office of your arrival and departure plans, especially if someone will meet your team.
Apply for passports.
Apply early, and check the State Department's current processing and mailing estimates.
Check passport validity requirements for your destination and any transit countries.
Keep two spare passport photos and a copy of your passport information page separate from your passport in case it is lost or stolen.
Check visa requirements for your destination and any transit countries. Ask your travel agent for guidance, and obtain the necessary application forms.
Seek affordable accommodations.
Coordinate lodging with your hosts, and ask your travel agent about suitable budget accommodations for your group.
Consult a travel health clinic for medical advice and services.
Allow sufficient time to complete recommended vaccine schedules and meet any entry requirements.
Ask a travel health professional whether routine immunizations need updating, which additional vaccines, including hepatitis A and typhoid, are recommended, and whether malaria prevention medication is needed.
Obtain an International Certificate of Vaccination or Prophylaxis (yellow card) if required for your itinerary.
Six months before departure
Begin the visa application process at the appropriate time for your destination. Follow official instructions for submitting passports, photos, applications, and any required vaccination documentation.
Review insurance coverage.
Have team members check their medical policies for overseas coverage and medical evacuation benefits.
Encourage team members to purchase supplemental travel medical and evacuation coverage if needed. Your missionary travel agency may be able to suggest insurance providers.
Three months before departure
Research baggage regulations.
Ask your travel agent or airline about baggage allowances, size and weight limits, and fees for each flight.
Remind team members about items that are prohibited or restricted when entering your destination country.
Finalize airline ticket purchases if you have not already done so.
Follow the payment deadlines provided by your airline or travel agent. Do not assume that a reservation can remain unpaid until this point.
Two weeks before departure
Arrange transportation to the airport.
Make sure each team member has:
Airline booking confirmation and itinerary
Passport and any required visas
Required vaccination documentation, including a yellow card if needed
Prescribed malaria prevention medication, if needed
Insurance documents and emergency assistance contact information
Confirm your arrival information with the local field office or the mission team coordinator at your destination.
Confirm who will meet your team at the airport, and obtain instructions for what to do if that person is delayed.
Obtain contact information for your home country's embassies or consulates in the countries you will visit.
Three days before departure
Check your itinerary and flight status with your airline or travel agency, and continue monitoring for changes through departure.
Check the airline's check-in instructions, and review these again before your return flights.
On departure day
Check that every team member has the necessary documents:
Passport and any required visas
Required vaccination documentation
Airline booking confirmation and boarding pass, when available
Tag your luggage. Use tags of the same bright color to help identify your group's bags. Some travel agencies provide these.
To reduce confusion, designate two or three people to coordinate baggage handling while each team member remains responsible for their own bags.
That's your "to-do" list. Make sure you check off each item on time.
What you pack for a short-term mission trip will depend on your destination, the length of your stay, and your planned activities. Here are a dozen suggestions to help you pack:
Research the Destination: Learn about the climate and local customs of the place you will be visiting. This will help you pack appropriate clothing and gear.
Pack Light: Since you'll likely have limited space, aim to pack only necessary items. Choose versatile clothing items that can be mixed and matched for different outfits.
Clothing: Pack clothing suitable for the climate and cultural norms of the destination. Aim for modest attire. Bring comfortable walking shoes, as you may be on your feet for extended periods.
Toiletries and Medications: Consider taking hand sanitizer, sunscreen, insect repellent, and, of course, your prescription medications.
Travel Documents: Don't forget your passport, visa (if required), travel insurance papers, and any other necessary documents. Keep these in a secure, easily accessible place.
First Aid Kit: Include a basic first aid kit with items like adhesive bandages, antiseptic wipes, and pain relievers.
Electronics: Pack any electronics you'll need, such as a phone, camera, or laptop. Remember to take chargers and adapters suitable for the destination's electrical outlets.
Money and Essentials: Carry some local currency and a small amount of cash in case of emergencies. Also, consider taking a reusable water bottle, snacks, and a small backpack for day trips.
Cultural and Language Aids: Take a phrasebook or language translation app, as well as materials to help you understand and respect local customs and traditions.
Spiritual and Emotional Support: Pack items that provide spiritual comfort or support, such as a Bible, prayer journal, or inspirational reading material.
Respectful Attitude: Remember to pack a respectful attitude toward the local culture and people you'll encounter. Remain open-minded, flexible, and willing to learn and adapt.
Team Supplies: If you're traveling with a group, coordinate with other team members to avoid duplicate items and to double-check that you have all necessary supplies for group activities or projects.
