Sample Trip Logistics Detail/Work Plan

Assign responsible parties and deadlines to each item in each category

Budget

• Create/review/update budget
• Collect and track trip fees
• Develop materials for grant requests and/or fundraising plans
• Create a list of cash needs for the trip
• Contact the credit card company with travel details
• Get cash from the bank and separate into envelopes
• Set up fee and donation payment options with church office
• Alert church insurance provider about the trip and determine if any coverage riders are needed for the trip.

Pre-Trip Events

• Order boxes and items for “trip reveal” box
• Schedule youth group seniors to pack and wrap boxes
• Schedule youth group seniors to deliver the boxes
• Make travel arrangements for site visit
• Schedule and plan a Commissioning worship service with the congregation (assign roles to youth, consider inviting mission partners)
• Conduct a pre-trip meeting for all adult staff and volunteers
• Design and create a trip t-shirt
• Have a dinner with Seniors (could be with mission partners on Commissioning Sunday)

Fundraising

• Prepare emails/letters to solicit donations
• Connect with youth group alumni via social media/email for donations
• Schedule and create announcements for church communications (website, bulletin, newsletter, etc)
• Schedule and execute fundraiser(s)
• Get paper, envelops and stamps for “letters from the field”
• Print mailing labels for all donors
• Schedule days for youth to write mission sponsor/donor letters during the trip
• Have adults mail the letters from the mission location

Paperwork

• Send out an email/letter to parents and youth announcing the trip and sign up requirements
• Collect all forms and medical information – make sure they are complete
• Contact emergency contacts for each youth for the trip
• Create a master trip itinerary with all details (you can revise to crate a version for youth with less detail)
• Create a packing list for the trip
• Final communication with parents to include “important trip information” details
• Communicate with the local high school if the trip will impact any school days
• Determine any special dietary needs from the medical forms
• Compile allergy information
• Complete background screenings for all staff and volunteers as required by Safe Conduct policy
• Create contact lists and share cell phone numbers
• Create folders for staff and volunteers with all important details/documents
• Create booklets for youth with itinerary, list of participants/team lists, song sheets, etc.

Teams

If you have a large group and need to split into teams

• Divide the group into teams and assign leaders
• Recruit youth group alumni for trip if you need additional leaders and/or hands
• Create team t-shirt designs
• Recruit and meet with the team of adults who will assist with logistics

Lodging

• Research options for lodging for the group
• Make reservations/pay deposit as required
• Make arrangements for adult lodging as needed
• Create a plan for “sick bay” at your lodging
• Assign sleeping spaces for boys/girls
• Assign youth chores at the host site
• Make any room signs needed

Travel – Air

• Check with group reservations at airlines for options
• Reserve air block and pay deposit
• Determine if there is a group check in at the airport
• Check baggage fee requirements for budget
• Make payments as needed
• Compile flight manifest (names, gender, date of birth)
• Submit manifest to airline
• Check airport map to determine terminal and amenities available there
• Determine how and who will pay luggage fees at the airport
• Create luggage tags
• Collect IDs from youth as they arrive – put them in individual team envelopes
• Have someone from your team make copies of IDs. Take one copy and leave one copy at the church.

Travel – Ground

• Determine local transportation needs at your destination – make arrangements
• If flying, book transportation to/from the airport
• Research rental car options and reserve
• Create signs for cars/buses if you need to split the group

Food

• Create a meal plan at the host site
• Create an allergy/preferred foods list based on needs
• Create a plan for snacks, water, special foods, etc.
• If shopping at Sam’s Club or Costco, make sure you have a current membership
• Order and ship any special items you may not be able to get onsite

“Send Off Dinner”

• Gather a group of parent volunteers to help with planning and the dinner
• Create a theme for the dinner
• Plan worship service
• Go over all rules for the trip and review itinerary
• Collect medications, check that all youth are healthy (no fever!)
• Assemble “snack bags” if you will need food for travel

Free time Activities

• Research cultural and fun activities at your mission destination
• Make any necessary reservations
• Make a list of options for a “team night”

Local Church

• Make arrangements for Sunday worship
• Make arrangements for post-worship fellowship
• Determine opportunities to interact with the local church youth throughout the week

Other Worship Plans

• Create a plan for commissioning your youth group seniors at the destination
• Create/order a bracelet for seniors to give at commissioning
• Select pendants for final group worship
• Create vespers for the week
• Create final worship service
• Order/pack vesper candles and lighters
• Order glow sticks for final worship

Work Projects

• Determine work projects with host partner
• If you have members/friends with construction experience, consider recruiting a “contractor team” for the trip
• Assign contractors to projects
• Order/organize materials as needed
• Order port-a-johns if needed
• Assign teams of youth to the projects
• Develop a plan for coolers/igloo coolers, snacks at each site
• Pack/ship tools
• Build daily project check-ins into your master itinerary

Other

• If possible, consider recruiting a nurse for the trip
• Recruit parents, others to volunteer to help with check-in at the Send Off Dinner
• Create medical kits – if you have a large group, you should have a master kit and then smaller kits for each team