mission trip planning checklist

Mission trip planning toolkit

Mission trip team planning checklist.

Use this mission trip planning checklist to stay on schedule while planning your mission trip. Items with an asterisk (*) apply only to international trips.

10-12 months before your trip

• Pray for God’s leading and provision as you begin the planning process.
• Identify potential host partners and reach out to discuss needs and availability.
• Confirm host partner and discuss dates, group size, and potential on-the-ground work/ ministry.
• *Identify visa and vaccination requirements.

7-9 months before your trip

• Announce trip to congregation and begin recruitment.
• Provide instructions and a deadline for trip applicants.
• Plan fundraising events ( here’s a few fundraising tips ).
• Schedule pre-trip meetings.
• *Identify a time for the host partner to join a pre-trip meeting via video call to lead cultural awareness training.
• *Make sure anyone without a passport applies for one (as well as those whose passports will expire within 6 months of the day you’ll fly back).

6 months before your trip

• Finalize trip participants and invite them to pre-trip meetings.
• Build a trip budget and determine what individual contributions will be (related: mission trip budgeting tips ).
• Gather information on accommodations, meals, packing, and travel logistics.
• *Purchase flights and travel insurance.
• *Monitor travel and health risks with the Centers for Disease Control & Prevention , World Health Organization , and the U.S. Department of State  or Government of Canada .

5 months before your trip

• Identify a co-leader and discuss shared responsibilities and emergency scenarios.
• Team-building activities
• Orientation to host site and ministry
• Logistics related to travel and time on the ground
• Cultural awareness training  
• Spiritual preparation
• Discussion of post-trip debriefing and next steps

3-4 months before your trip

• Collect all forms related to liability, medical information, emergency contacts, and parent/ guardian permission (liability forms should stay with the church office).
• Recruit prayer partners from the congregation for each team member (related: ideas for involving your church in your trip ).
• Plan church send-off with pastors and worship leaders (see our suggested commissioning litany ).
• Plan how money will be handled on the trip and how you’ll account for spending afterwards. (Will a team leader have a church credit card? Will a team leader use a personal card and request reimbursement after the trip? How much cash will you bring?)
• *Prepare your team for flying internationally and crossing borders. Be aware of additional requirements for minors, and take steps to get adequate permissions from guardians.
• *Check TSA  if flying from the U.S. or CATSA if flying from Canada for travel guidelines.
• *Acquire a copy of the front page of each participant’s passport. Bring copies with you on the trip and leave copies with the church office.

1-2 months before your trip

• Confirm and distribute a daily schedule for the trip, including travel to and from the site.
• Collect final donations and team member contributions.
• If the team will be purchasing food and preparing meals, assign a point person or two to oversee those responsibilities. Ensure they have a plan for meals and support from team participants on the ground. (Make a schedule for meal prep and cleanup throughout the trip.)
• Purchase any supplies needed prior to departure.
• If driving to the host site, bring a map with travel instructions. Cell and GPS service may not always be available.
• Identify a time for the mission team to share about their trip after they return.
• *If requested by the partner, transfer funds for on-the-ground expenses.
• *Plan airport drop-off before the trip and pick-up afterwards.

After your trip

• Debrief the trip with team members and fellow leaders.
• Follow up with the host partner, expressing gratitude and commitment to continued partnership.
• Share about your trip with your church and supporters.
• Find a time for your team to gather and serve together in your own community.

Want more trip planning support? Our short-term mission team would love to help.

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How To Plan A Mission Trip

How To Plan A Mission Trip – click here

Planning a mission trip can be overwhelming.  There are so many details to plan for and balls to juggle.  In this post, we’ll provide greater direction and clarity – with a TOP resource – on how to plan a mission trip.

Do you desire clarity on what to do – and when – for a mission trip planning timeline?  Ever feel like maybe you’re missing an important detail?  Want greater peace of mind and a clear sequence?

Learning how to plan a mission trip could be complex but it really doesn’t have to be. Mission trip planning is sequential.  Remember that adage of “how do you eat an elephant?”   Answer: One bite at a time.

There is a clear process and timeline for what to do when as you begin to plan for your mission trip.  Let’s start at 12 months in advance from trip departure date.

You’re 12 Months From Departure

The excitement and expectations are high around this time!  People have – or are starting – to make commitments.  You should be confirming your mission trip dates, details with hosts, etc.  This is also when you should begin mission trip fundraising.

Receive trip applications – online or paper to get commitments. Consider a small non-refundable deposit – this is a key to get people to get and stay committed!

Begin crafting and mailing support letters and get to know each of your team members.

9-6 Months Away From Departure

At this stage, your to-do list will really pile up.  Top to-do items include:

• Create your budget
• Set fundraising milestone goals per team and/or team member
• Work with a missionary travel agency to purchase your missions airfare
• Apply for passports
• Check and apply for visas
• Check immunization needs
• Submit and organize all signed paperwork including passports, required photos, visa applications, WHO cards, etc as required by hosts or trip organizer
• Purchase travel protection insurance – at minimum medical/evacuation insurance
• Begin team meetings and trainings

3 Months Through Departure Date

During this important period, you have made your final commitments.  If you’re a team leader, the whole team is organized, on target in fundraising and you’re growing closer as a team relationally and spiritually.  Also, you should:

• Purchase your missionary airfare if you haven’t already done so
• Plan and research baggage regulations with the airline
• Finalize all fundraising to hit your goals
• Arrange airport ground transportation each way
• Confirm arrival details with your country hosts
• Register with US State Department for the US Smart Traveler Enrollment Program
• Print out the Mission Trip Packing List and plan accordingly
• Use SeatGuru.com to select the best airline seat

There’s A Better Way

Enroll in the Mission Trip Prep course online .   All of the steps above are worked out in more detail with specific how-to and links.  There are forms, timelines, checklists, resources and much more to download and it keeps you on pace from 12 months from departure date all the way until what to do after you return

Are you ready to pack – and go serve?

Finally, when planning a mission trip, you need to make sure you’re well equipped and ready to go.  You’ve made it to this point, your team is assembled, your missionary airfare tickets are purchased, the plan is in place – now you’re ready to do your mission trip packing.

Do you have the Essential Mission Trip Packing List ?

It’s FREE , so download now and share with others.  You can also reference our popular blog post on this topic HERE .

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The Ultimate Mission Trip Checklist

The first rule of packing for your mission trip is to fill as many suitcases as allowed for no extra charge. In addition to your necessities, fill your bag(s) with items that are in short supply or too expensive for the people you are visiting to purchase. If the airline allows an extra bag, you can purchase one for little cost at resale shops. Fill it and leave it at the mission. No matter where you go, someone needs a suitcase.

Books in English are a good choice. Bring a few paperback novels and magazines you want to read. Enjoy them, and then leave them at the mission. English speaking missionaries and English language learners find these books a valuable resource. For the same reason, pack clothes you can wear once, wash, and leave. Some veteran mission trippers buy their traveling clothes at resale shops and Goodwill stores so they can leave them behind without suffering a serious financial blow. Used clothing items in good condition will be valued by people who need them.

In some countries, India especially, visitors are expected to bring gifts. No matter where you go, gifts are a thoughtful gesture. In limited luggage and budget situations, what to bring can be challenging. Missionaries advise that calendars with photos of your city or a number of American cities are a happy reminder of your visit for people who have never been to the U.S. Frisbees are fun for all ages and do not take up much space. Women love toiletries, and men enjoy appointment books and small tools. For children, consider coloring books and crayons, small dolls, Matchbox cars, jump ropes, puzzles, and other inexpensive toys that do not take up much space in your luggage.

Remember the missionaries as well as the people they serve. You can ask them ahead of time what packable things they need or what they would like you to bring. One missionary said her greatest deprivation was chunky peanut butter. She could buy smooth peanut butter locally, but she sure missed those crunchy chunks. Soap used in missions is usually locally made and harsh. Several bars of luxurious, fragrant soap would be a treat. Body creams and lotions are often in short supply.

Hotel-size toiletries are easy to collect from a group that travels frequently. Ask a church community to donate their “collection.” Most people leave their hotels with unopened shampoos, body wash, wrapped soaps, and other toiletries. The people you visit will not mind that their bottle is small. It will be a rare treat for them to use it.

One-Stop Shopping

Some organizations that frequently visit missions solve the gift problem by buying a selected item in bulk and having the organization’s logo printed on them. Some easy to pack ideas include Frisbees, luggage tags, refrigerator magnets, notebooks, ball caps, USB flash drives, sunglasses, drawstring bags, hand sanitizers, hand towels, and pens. The advantages include bulk pricing, one less thing to shop for, and the people you visit all receive the same gift. Be sure to order far enough in advance of your trip.

Take Care of Yourself

For their personal well being, seasoned travelers advise bringing several small bottles of hand sanitizers one of which should be in your carry-on bag. Also, include in your carry-on a small packet of sanitized wet wipes to clean your airplane tray table and armrests, two of the most germ-laden places on the plane. Eye shades and earplugs are good for the plane ride as well as for your guest house or hotel. The light and noise may be more than you are accustomed to, making sleep difficult.

The World Health Organization recommends that world travelers carry oral rehydration solutions to treat dehydration, a danger of many gastrointestinal problems. These are easy to prepare and pack. Mix six level teaspoons of sugar and one-half of a level teaspoon of salt in a small ziplock plastic bag. Ten bags are an ample supply. When needed, mix the contents of one bag with five cups of clean water. The water needs to be bottled or boiled. Some bottled water is not pure, so be sure to consult with your hosts. Hopefully, you won’t need it and can leave the packets at the mission with instructions on their use. When dehydrated, a body cannot benefit from plain water to replace fluids. These fluids must contain salt and sugar to be effective.

Over the counter medications are hard to come by in many poor areas of the world. Bring large bottles of the pain relievers and vitamins you usually take and leave what you do not use at the mission. Be sure to transport them in their original containers to avoid possible hassles when you enter the country you are visiting. Any prescription medicines you bring must be in the original prescription bottle, or they may be confiscated. Worse, you may be questioned about the possibility that they may be illegal drugs. Never leave prescription medications for the mission to use or share them with anyone.

Packable and Useful

A Swiss army knife is a small item with many uses. Gadgets are not common in poor areas, so the Swiss army knife’s many functions could, if not save the day, save some time and aggravation. In addition to several knives in one, it includes a bottle opener, corkscrew, screwdriver, and tiny scissors. Be sure to pack this item in your checked luggage. The TSA does not allow knives of any type in the aircraft cabin.

An extra USB flash drive to download mission information, documents, photos, and other files will come in handy where Internet access is minimal and charges are steep. The flash drive will also lessen the luggage you may be expected to leave with. Paperwork takes up space and adds weight.

A small sewing kit, ideally a hotel amenity, is insurance against wardrobe malfunctions and a thoughtful item to leave behind. It will take up no space in your suitcase, particularly if you tuck it into a shoe along with other small items.

A thin, inexpensive shower curtain has more uses than an emergency umbrella. You can wrap your luggage in it in your guest house if bugs are a problem. The shower you use may need a new curtain. It can be used as a mattress protector and an emergency window curtain. This is another item to leave behind. Pack with leaving things behind in mind so you can use that extra space in your suitcase for local crafts you find in village markets and gifts you may receive.

Remember this guideline: arrive heavy, return light.

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Preparing for Your Mission Trip: Essential Checklist

You have a mission trip coming up, and you want to make sure you are ready. Thankfully, Encompass World Partners has been sending missionaries for over 120 years, so we have a good idea of what you should do to prepare. Every trip is different, so it’s always best to consult your mobilizer, but here are some basic checklists we hope you’ll find to be helpful.

Preparation Checklist

• Obtain necessary documents: Check to see if your passport meets the required criteria, because most countries require a six-month buffer between your travel dates and your passport’s expiration date. Check to see if you need a visa, or any other travel documents for the destination country. Make sure you apply for or renew these documents well in advance.
• Review health requirements: Research any health requirements such as recommended vaccinations for your destination country. Visit a travel clinic or consult your doctor to ensure you have all necessary immunizations. It’s best to do this as soon as possible so you have time to get the necessary immunizations.
• Plan for financial needs: Determine the local currency and exchange some money before the trip. Consider carrying a mix of cash and cards. Notify your bank about your travel plans to avoid any issues with card transactions.
• Learn local customs and traditions: Gain knowledge about the customs, traditions, and social norms of the people group you’ll be working with. This will help you navigate social interactions and show respect to the local community.
• Organize personal belongings: Make a checklist of personal items to bring such as toiletries, medications, electronics, and travel adapters. Ensure you have everything you need for a comfortable and safe journey.
• Research cell phone plans: Understand what the recommendations are for having a cell phone. In some countries you can purchase a SIM card for your phone, while in other countries it’s best to purchase a local phone and service plan upon arrival.

Packing Checklist

• Passport, visa, personal ID, immunization records
• Plane tickets
• First aid supplies
• Medications
• Insect repellent
• Travel-size sunscreen (so it won’t be confiscated at the airport)
• Hat & sunglasses
• Clothes (climate- and culture-appropriate)
• Closed-toed shoes
• Phone, laptop, headphones, & chargers
• Flashlight with fresh batteries
• Power outlet adapter
• Refillable water bottle
• Bible, journal, & pen
• Deck of cards, games
• Cash, credit card, and/or debit card
• Gift from your home country for your host family (a way to honor someone in many cultures)

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Follow along with teams as they serve in disaster areas around the world, and also read about the experiences of past teams who have served in those areas through Praying Pelican Missions. Our disaster trip journals are a great way to stay connected with those support teams as they work locally and internationally to offer encouragement and assist the local Church in what might be their greatest time of need!

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• Your Travel Checklist

As you begin to plan for your mission trip, use the following checklist to make sure you are prepared for a trip of a lifetime.

• Attend ALL team meetings
• Help plan ministries with your team
• Practice your testimony or life story with your teammates
• Pray with and for your team
• Complete necessary online forms via the Pelican Account **
• Read the Policy Agreement and electronically sign the Liability Release & Acknowledgement located in the Pelican Account **
• Speak positively about your team
• Respect your team leader
• Turn in the money you raised for your trip
• Pray for your trip
• Write out your testimony or life story
• Practice sharing your story with a friend
• Recruit 5 or more prayer partners to pray daily for your trip
• Write and send out your support letter to family and friends
• Attend all fundraisers to raise the necessary funds
• Read the Policy Agreement and electronically sign the Liability Release & Acknowledgement located in your Pelican Account **
• Make sure you are up to date on your vaccinations
• Purchase needed supplies and clothing
• Pack appropriately by using the list in your handbook
• Secure the necessary insurance in case of emergency

FOR INTERNATIONAL TRAVEL

• Make 3 copies of your passport
• One for your group leader
• One for a family member staying at home
• One to keep with you on the trip
• Leave emergency contact info, a copy of your passport, and travel information with a family member
• Visit a travel clinic or your primary care doctor to acquire any necessary vaccinations and medications

* if not traveling with PPM, connect with your group leader to ensure you are up to date on all forms needed and required for your trip

Mission Trip Resources

Before your mission trip.

• Five Roles to Recruit for Your Mission Team
• Five Steps for Your Call to Missions
• Five Ways Your Group Will Grow on a Mission Trip
• Four Reasons Your Church Should Invest in Missions
• Fundraising Ideas for Your Team Mission Trip
• Group Travel Communication Tips
• Group Travel Tips
• How To: Promote Your Next Mission Trip
• How to: Hosting Missions Team Meetings
• How to: Mission Trip Support Letters
• How to: Recruiting Your Missions Team
• I'm NOT Going on This Mission Trip - What Now?
• Individual Bibles Studies Before You Go On Your Mission Trip
• Individual Mission Trip Fundraising Ideas
• Mission Trip Fundraising Tips
• One Week of Group Mission Trip Devotionals
• Options to Think Through Before Your Next Mission Trip
• Packing Tips
• Sample Mission Trip Commitment Letter
• Sample Mission Trip Packing List
• Sample Mission Trip Support Letters
• Sample Mission Trip VBS Outline and Tips!
• Seven Keys of Preparation for Your Mission Trip
• Seven Reasons You Should Go on a Short-Term Mission Trip
• Ten Tips for Cultural Sensitivity
• Three Basic Principles for a Life Changing Mission Trip
• Three Ways to Prepare for Your Mission Trip
• Tips for Sharing Your Testimony
• What NOT to Pack On Your Mission Trip
• Why Partnering Local Matters
• Will My Mission Trip Change Me?

During Your Mission Trip

• Connecting with Your Local Pastor
• Five Tips to Debrief Well Each Evening of Your Mission Trip
• Mission Trip Clothing Guidelines
• Photography Etiquette on Mission Trips
• Physical Giving and Donations
• Serving With Dignity
• Staying Healthy On Your Mission Trip
• Staying Safe During Your Mission Trip

After Your Mission Trip

• Five Ways to Support Missionary Friends For Free
• Four Ways to Support Local Ministries
• Keeping Your Missions Partnership Healthy
• Living the Pelican Life
• The Mission Trip is Over - Now What?
• The Missions Truth Burden

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