THE TOP
TEN ITEMS
IN PLANNING YOUR MISSION TRIP
1. Pray - involve the whole church in the process
through prayer from the dream stage to the celebration.
2. Discover - What are your skills? Where do you feel God
is leading you to go? What is your interest? What is the size of
your volunteer missions group? Read through the project requests,
which are attached, and select one or more that fit what you feel
God is calling you to do. If you do not find the area and or project
you are looking for, call ARM at 606-316-4298 or email ARM at
bbarker@arministry.org.
3. Read - Take time to read the Pre-Project and Mission
Trip
Planning Guide.
4. Contact - One you have selected one or more projects,
call the contact person listed, and ask them about the project. Be
sure and ask if the project has already been filled. Also, ask them
the questions that are essential for your mission volunteer group.
Talk about the dates you have chosen to make sure that it is
acceptable for all parties concerned.
5. Visit - Successful mission trips include a pre-site
visit to review the site, to secure the housing arrangements, to
discuss with the contact person the project, and to pray. This is an
excellent time to do a prayer walk or a prayer drive.
6. Goals - what would you like to see accomplished
through and on this mission trip. Write it down and share it with
your prayer partners. Ask yourself this question, 'What do we feel
God wants to accomplish through us on this mission trip?"
7. Planning - Using the Pre-Project Planning Guide,
will help make your mission trip a positive experience. Be sure and
involve the church or ministry you will be serving in your planning.
For example, if you are going to a small church in Appalachia to do
a Block Party, involve their youth and adults in the activities you
have planned. Let them work alongside your missions team. Be sure
and ask what Bible Translation is acceptable for you to use in the
area you are planning to take your mission trip.
8. Missions
- Enjoy your volunteer mission trip. Let this be the
mission trip where God uses you in a marvelous way to see many come
to faith in Jesus Christ.
9. Report - Take a few moments, email ARM at
bbarker@arministry.org, and tell
us about your trip. Be sure and tell us how many youth and adults
participated in the trip, where you went, what you did, and how many
decisions were made. Also, please tell us how we can improve and
help make your mission trip next year another exciting adventure for
Christ.
10. Celebrate - Work with your pastor and plan a time to
share with your church about your mission trip.
START THE PROCESS ALL OVER
AGAIN
Any church or persons desiring to make a financial gift to a church
in Appalachia should send this gift to the State Convention of which
the church is a member or to ARM, designated for the specific church
for which it is intended.
Planning Guide
How to Use This Directory
The directory contains brief outlines of volunteer service
opportunities and projects in the Appalachian Regional Ministry
multi-state region. The requests are grouped by state, and
according to type. Find the project you or your group would feel
led to undertake. Then call or write the contact person listed
to see if the request has been filled and to get additional
planning information. Projects and service opportunities must be
negotiated with the sponsor church, association or missions
organization.
Some Things You Should Know
The Appalachian Regional Ministry region is diverse
socio-economically and culturally. ALL volunteers must be
willing to work with all types of people in the community. All
volunteers must work with the local sponsor leadership to
support local ministry goals and development.
ALL VOLUNTEERS are personally responsible for providing their
own liability and medical insurance. Both sending and receiving
groups, organizations or individuals are responsible for their
own planning, risks and liabilities.
Unless otherwise provided, volunteers must provide their own
local transportation, housing, meals and materials. If housing
is provided, be sure to ask if you need to provide your own
bedding. Advance planning, frequent communications and fervent
prayer between volunteers and sponsor group are essential to a
successful missions experience.
Refer to request description for information on:
-
description of what needs to be done
-
dates and types of volunteers needed
-
availability and type of housing and meals
-
openness to accept youth and/or adults only
-
type of materials and skills needed
Please review the following guidelines when planning for your
missions experience.
Goals for volunteer missions are:
-
Meet the needs of the people in the area
-
Spiritually enrich the life of each volunteer
-
Enlarge the missions vision of the volunteer and of the
volunteer's church
-
Serve in such a way that bears a positive witness for Jesus
Christ
Other considerations include:
1. Age - The recommended age for all volunteers on a mission
trip to another location is 15 or older. Exceptions might
include children of sponsors, and unusually mature young people
under the age of 15 who do not occupy leadership roles.
2. Ratio of sponsors to youth should be not less than 1 to 8.
3. Daily conduct - Orientation and pre-trip planning should help
all volunteers understand conduct requirements. Daily conduct
should include the avoidance of the use of tobacco products,
drugs, alcoholic drinks, vulgar and lewd language, immodest
dress, and reckless behavior, etc. All volunteers should conduct
themselves daily so as to present a positive Christian witness
to everyone around, including other volunteers.
4. Church membership - It is strongly recommended that all
volunteers be active church members. Churches are responsible
for the supervision, conduct and liability of all volunteers.
5. Local culture - The project area may be culturally diverse
and distinct from that of the volunteers. Volunteers must be as
sensitive to and appreciative of that culture as if they were in
a foreign country. This means that all volunteers need to listen
and learn, be open to new ideas, and be capable of making
adjustments to the local culture.
6. Servanthood - The local churches, associations and missions
organization are the primary ministers to their area. Volunteers
must cooperate with and follow local leadership. Additionally,
volunteers will want to comply and cooperate within their team.
7. Finances - Unless otherwise specified all volunteer groups
will be responsible for: travel cost, food and lodging, supplies
and equipment, materials for construction projects, and group
insurance while in transit and while on site. (Information about
travel and accident insurance is available from the ARM national
office.)
8. Organization -
Each volunteer group will want to organize in an effective and
detailed manner. The following type leaders may be needed:
Project director - usually the pastor, other staff minister or
an experienced mature lay person.
Coordinators - for large projects such as; VBS, surveys, health
clinics, sports clinics, construction projects, and overall
financial coordinator.
Drivers - only adults with current license, adequate insurance
and good driving record.
Sponsors - for youth, group leaders, teachers, and persons with
any needed specialized skill or certification.
9. Planning - All participants need to work together to develop
schedules and activities that are mutually acceptable and
workable.
A pre-project site visit is recommended if at all possible. Then
frequent contact by phone, letter or e-mail with the project
sponsor is necessary to assure the project will accomplish the
desired results. Pre-project planning will help volunteers know
how to adjust their plans and schedules to best meet the local
ministry situation. This will also assure the volunteers that
good planning is being done in advance of their arrival. (Some
sponsor groups require pre-project orientation for volunteer
group leaders.) The use of mission site videos in pre-project
planning can enhance volunteers' understanding and excitement
for the project.
10. Involving Your church - Once your church has selected and
adopted a project, several actions should be taken.
a. Initial contact from the local project leadership should be
established.
The church or association that made the request should provide
you with additional project information and confirm your visit
dates and project details. This should include name, address and
phone numbers of your contact person.
b. Your church and mission team should begin praying for the
project.
Team members will want to gather frequently for Bible study and
prayer in preparation for the missions experience. The whole
church will want to begin praying for the mission team, the
project sponsor, and for the physical and spiritual project
goals. All team members should be trained in personal
witnessing.
c. You will want to make a pre-project visit to the project
location.
This visit should be pre-arranged with the project sponsor and
contact person. Expenses for this visit should be included as
part of the overall mission trip budget. Church has
responsibility for financial support including adequate
insurance, dependable transportation, and needed materials.
Details about the project including all materials and local
housing arrangements should be discussed. You may find the check
list below a helpful pre-project planning guide.
Items to Confirm on Your Pre-project Visit
Below are questions you will want to have
answered.
-
Confirm the project dates
-
Sponsor
-
Contact Person
-
Phone Numbers
-
E-Mail
-
Location
-
In specific terms, what is your team being asked to do?
-
Local arrangements:
-
Motel?
-
College?
-
Church?
-
Camp?
-
Homes?
-
Sleeping quarters
-
For how many girls?
-
For how many boys?
-
For how many families?
-
Bedding and/or cots needed?
-
Can they be secured at the project site?
-
Restroom facilities
-
Separate & private for boys & girls?
-
Adequate for group size?
-
Kitchen facilities: what will you need to bring with you?
-
Pots? How many
-
Pans? How many
-
Cups? How many
-
Glasses? How many
-
Silverware? How many
-
Plates? How many
-
Food: better to bring or buy locally?
-
Plan to clean up and dispose of garbage daily.
-
Mission project location services?
-
Is water available?
-
Restrooms?
-
Sound system?
-
Trash cans?
-
What supplies do you need to bring/provide?
-
If the project is on public property or in a restricted are, has
permission been granted?
By whom?
-
How many volunteers do you need?
Preachers? _____ Teachers? _____
Drivers? _____ Sponsors? _____
Musicians? _____ Youth? _____
Nurse? _____ Medical Doctor? _____
Event Coordinators? _____________________
How many? _____
-
Budget:
Travel? $____________ (Include $250 for
unexpected expenses)
-
Food in transit? $______ (# of meals x # of
people x cost of each meal = $__________)
-
Cost of supplies? $__________
-
Cost of teaching materials? $__________
Cost of construction materials? $__________
Cost of insurance? $_________ (In transit and on project site
accident and travel)
Miscellaneous? $__________
Financing:
Church Budget? $__________
Fund-raising Projects? $__________
Special Offering? $__________
Participant Fees? $__________
Other? $__________
TOTAL $__________
-
Notes:
-
Travel:
Highways and roads are generally good, but local travel can
become congested and slow. Make adequate allowance for delays,
regular rest stops, and time to enjoy the journey. Travel in the
mountains is best measured in drive time instead of distance.
-
Accident Insurance:
You will want to make sure your church insurance will cover
accidental injuries for anyone in your group.
Or, you can acquire travel/accident insurance information from
the national ARM office.
-
Trip Permission and Medical Care:
Every child and youth must either be accompanied by or have
permission from his/her parent/guardian to make the trip.
Every person making the trip should complete a medical form
giving their name, address, age, medications currently taken;
name, address, phone number of family physician; any known
health problems; and permission to seek medical care on their
behalf in case of an emergency.
Take a first aid kit prepared by a doctor or pharmacist. Be
prepared for insect bites, dog bites, heat exhaustion, diarrhea
and hygiene needs.
If possible take a doctor or nurse with you.
Lodging:
-
Motel/Hotel
Have all reservations confirmed in writing two weeks prior to
trip.
Make written room assignments before departure.
Have established curfew and behavior rules.
Start and end the day with prayer in room groups.
-
Church/Camp
Have established curfew and behavior rules.
Start and end the day with prayer in room groups.
Take restroom supplies, cleaning supplies, bedding, food, etc.
Leave facilities clean (pay for any damages)
Leave a love gift for utilities.
-
Private Homes
Have established curfew and behavior rules.
Start and end the day with prayer in room groups.
Be kind and express appreciation.
Take care of your own laundry and clean up after yourself.
Eat what is prepared unless medically prohibited.
Do not walk about in sleepwear.
Be sensitive to the family's schedule.
-
Restaurants
Try and secure a copy of menus and prepare orders in advance.
Except in fast food places, leave a tip of 15 to 20%.
Practice patience and understanding.
Follow The Leader:
Remember that the ministry belongs to the local churches and
missions organizations. Follow their leadership and support
their work and planning. Work hard every day. Be flexible. Be
ready and punctual.
Lead your group in Bible study, prayer and discussion each
morning and night.
Clearly identify and follow designated group leaders. Conflicts
should be dealt with without disrupting activities or damaging
Christian witness.
Team-building
Plan times in the pre-planning stage to develop your group as a
team. Time spent together and shared information will strengthen
the bond and readiness of all team members.
Team-building meetings should include such things as:
information on the project, expectations of the sponsor and team
leaders, spiritual readiness, personal cost, packing guidelines,
special needs (diet, health care, etc.), witness training, other
special training.
Report and Celebrate:
Share the excitement, results, disappointments and concerns with
all of your partners: your church, association and state
convention.
Reports should include information on who went, where did you
go, what did you do, what happened as a result, what ongoing
concerns do you have?
Seek opportunities for participants to share about their
experiences and give testimonies of how God was at work during
the project.
For use by volunteer teams.
Appalachian Regional Ministry
