Project Planning Timeline
This is a general timeline for Mission
Youth Group projects
For
International World Changer (IWC) projects please see your Group Leader
Notebook or the IWC Project
Planning Timeline link.
Several years to Eight months
before
- Pray for God's guidance to a people
group, missionary, or part of the world.
- Select your project.
- Reserve or set up a project by contacting the IMB's Student
Mobilization Team (SMT) Strategist, Melody Harper, 800 999-3113, ext.
1371 or mharper@imb.org
- Receive your team leader e-packet from the SMT after reservations
are complete. Most of the information in the e-packet is online at:
http://thetask.org/youth/yom/gettingready.asp#go
- Security Document (if applicable)
- Detailed project information
- Team Registration Instructions
- Travel agent information
- Spiritual Preparation
- Cross-cultural training
- Insurance enrollment
Eight to Six Months Travel Arrangements
Contact a travel agent to verify flight options and availability. Ask
about specific information concerning possible visa requirements and the
visa application process for your project location.
The SMT recommends using National Travel Systems (1-866-537-8740 or imb@takeavacation.com)
for Mission Youth Group Projects and Fellowship Travel International for
all International World changer projects
Promotion Meeting
Conduct a promotion meeting to find out interests of the students
and adults in participating on the project.
At this meeting:
- Inform participants and parents of project location and project dates
your group will be attending.
- Communicate field cost, airfare price, price
- Share tentative plans for ministry options and other basic information
on project location.
- Prepare sign-up sheet for adult and youth participants interested
in attending the project.
Selection Process
Begin the selection process for team members.
Contact your Field Supervisor
Ask about questions you may have regarding the project. Online there is
a sample list of "Questions for field supervisor." http://thetask.org/students/Info/parents_QAs_for_missy.htm
Contact Travel Agent
Ask to block seats for the number of participants on your team. Discuss
deadline dates for deposits and final payments for your air travel. Ask
for specific information needed to book tickets for each team member.
Passports
Make sure that the entire team has passports and their passports are
valid for at least 6 months after the return date of the project. Passport
applicatons are available at your local post office or at http://travel.state.gov/passport/passport_1738.html
Six to Three Months
Orientation Meeting
Conduct an orientation meeting to inform parents and participants of more
specific details.
At this meeting:
- Remind participants about deadlines for deposits.
- Remind participants about deadlines for balance of payments to be
collected from participants.
- Share any information you may know concerning the project you have
chosen.
- Discuss departure dates, return dates, extra meals not included in
field cost, and other expenses not covered (i.e. vaccinations, passports,
visas).
- Remind participants about the need to obtain a passport and/or Visa.
- Remind participants about obtaining any required vaccinations for
your project country and discuss recommended vaccinations
Start Spiritual Preparation Activities
A great six week devotional study geared towards students on mission
is My Life, His Mission. These books can be ordered at: http://thetask.org/hismission/.
You can also view other mission related Bible studies at: http://thetask.org/students/G_Passion/bible_studies.htm
Immunizations
Find the list of required or recommended immunizations at: http://thetask.org/youth/yom/immunizations.htm
Three Months Before:
Research your mission country and people group
Get several travel guides for information about the country and culture.
Each guide has a different focus of information, so several guides will
give you comprehensive information.
Country research
websites
People group
research websites
Check airline weight and size limits on checked baggage and carry-on
bags.
Most airlines list this information on their websites. If you have
a domestic flight within your host country, the luggage limits will be
much less that the limits on the international flight. Be sure to
check luggage restrictions for ALL airlines you will fly and check both
domestic and international restrictions. Overweight bags incur charges
from $70 to $400, depending on the airline. You must reduce the weight
(leave things behind) or pay before you are allowed on the plane.
Insurance
Enroll in the required international travel insurance with Adams &
Associates: http://thetask.org/youth/yom/insurance.htm
Final Preparation (Parent/Youth Meeting)
The purpose of this meeting is to ensure that everyone understands the
details of the project. Most of the project details will be communicated
by the Field Personnel.
At this meeting:
- Discuss dress code for the project ministry sites.
- Discuss dress code for the lodging facility.
- Collect Parental Notification Forms found at http://www.thetask.org/
youth/IWC/apply_now.htm (this link is at the bottom of
the web page)
- Make a copy of the first two pages of everyone's passport.
- Designate someone at the church to be the contact person in case of
emergency.
- Discuss what to bring and what not bring to a missions project.
- Discuss travel itinerary.
- Provide parents/participants with emergency phone or fax numbers.
- Make sure everyone has insurance coverage and copies of their insurance
cards.
- Discuss extra monies needed.
- Discuss other items unique to your group.
- Ask parents to write several encouraging notes for your participants.
(You should distribute these during the project week.)
- Encourage participants to have a prayer
partner that will pray for them during the project.
- Make sure that participants put all of their travel documents together
in one folder, separate copies of their passport from original. Keep
travel folder in carry-on and copies in checked bags and extra copies
at home.
Three to One Month(s) Prior to Your
Project:
Team Registration
Complete and submit BOTH Part 1 and Part 2 of the Team Registration http://www.thetask.org/youth/YOM/team_registration.htm
One Week Prior to Your Project:
- Contact Student Mobilization Team office (1-800-999-3113, ext. 1371
or ext 1255) to make any last-minute changes to your project.
- Check Participant Forms to ensure all necessary information is complete.
- Contact your Field Personnel concerning any special diets or needs
for participants you are bringing.
- Make sure the Emergency Contact person has a list of the following:
- Your field supervisor and any other number on the field that the
supervisor has provided to you.
- Travel agent contact information.
- IMB Student Mobilization contact information
- 1-800-789-GOYE (4693)
- studentteam@imb.org
- Check weather report at your destination to make sure you have correct
clothing packed.
Day before Departure:
- Reconfirm all domestic and international flights for the next day.
Contact the airlines directly to reconfirm your flights.
- Send a copy of “Debriefing
Tips for Family and Friends” to participant’s
parents or guardians, grandparents and close friends.
After Returning from the project:
- Check out these debriefing
tips.
- Complete & return your team leader’s evaluation to the SMT.
- Email your field supervisor to thank him/her for hosting you.
- Encourage your team members to find a family member, friend or former
missionary in your church who has traveled overseas on mission and set
a time to talk with that person in-depth about your experience.
- Encourage team members to write down 3 to 5 stories of how they saw
God work in someone’s life on the field during the mission.
- Mobilize others to pray, give and go on mission to the nations.
One Month After your mission:
- Complete the “Settling
Back In” debriefing exercise
- Contact the Student Mobilization Team Strategist, Melody Harper (mharper@imb.org
or 800-999-3113 ext 1371) to see about your next project.
