September-January:
Travel Arrangements
As soon as you are confirmed for a project, contact your assigned travel agent to verify the number of participants and to discuss domestic travel. Your travel agent will set deadline dates for deposits and final payments for your air travel.
Promotion Meeting
Conduct a promotion meeting to find out interests of the students and adults in participating on the project.
At this meeting:
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Inform participants and parents of project location and project dates your group will be attending.
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Set deadlines for deposits.
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Set deadlines for balance of payments to be collected from participants.
- Prepare sign-up sheet for adult and youth participants interested in attending a project.
January-February
Orientation Meeting
Conduct an orientation meeting to inform parents and participants of more specific details.
At this meeting:
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Remind participants about deadlines for deposits.
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Remind participants about deadlines for balance of payments to be collected from participants.
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Talk about any pre-project study requirement for participation.
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Talk about any local ministry project requirement for participation.
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Share any information you may know concerning the project you have chosen.
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Discuss departure dates, return dates, extra meals not covered by cost, and other expenses not covered (i.e. vaccinations, passports, Visas).
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Remind participants about the need to obtain a passport and/or Visa.
- Remind participants about obtaining the proper vaccinations including the required Tetanus and Hepatitis A.
Team Registration Form - Part One
By the first of the year, be sure you have completed part one of the online Team Registration Form.
March-April:
Start Pre-Project Study
You need to start your pre-project study during this period or earlier.
April 1:
Team Registration Form - Part Two
Complete the second aprt of the team registration form at http://secure.imb.org/StudentTeam.
May:
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:
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Discuss dress code for the project ministry sites.
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Discuss dress code for the lodging facility.
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Make a copy of the first two pages of everyone's passport.
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Designate someone at the church to be the contact person in case of emergency.
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Discuss what to bring and what not bring to a missions project.
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Discuss travel itinerary.
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Provide parents/participants with emergency phone or fax numbers.
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Make sure everyone has insurance coverage and copies of their insurance cards.
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Discuss extra monies needed.
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Discuss issues addressed in the Preparation Guide (found online at: http://going.imb.org/vim/Step_2
/prep_guide.asp).
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Discuss other items unique to your group.
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Ask parents to write several encouraging notes for your participants. (You should distribute these during the project week.)
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Encourage participants to have a prayer partner that will pray for them during the project.
May-June:
One Month Prior to Your Project
Begin planning any Church Group Devotions.
June-July:
One Week Prior to Your Project:
-
Contact Student Mobilization Team office (1-800-789-4693) to make any last-minute changes to your project.
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Contact your Field Personnel concerning any special diets or needs for participants you are bringing.
July-August:
After Returning from the project
