Mission Trip Promotion & Planner Guide

1.  If you haven't already done so, be certain you've registered your mission team, paid your Team Registration Fee, and
are on schedule to pay your Per Person Deposit Fee.  Here's the Forms necessary to do this below:


Send Forms and Fees to:

    Missions to Mexico (make check payable to this name please)
    PO Box 186
    Sutherlin, OR  97479

2.  Promote the Trip (Start as soon as possible)

  • We have some very important promotion tools that you'll not want to miss.  They will help raise interest and help you out a ton.  
    They include:

























  • SET A DATE FOR AN INFORMATION MEETING - About one month after you have started promoting the trip, have an information
    meeting to inform those interested and to answer everyone’s questions.  Some issues to cover would be; finances, food prep, VBS
    prep, trip schedule, meeting schedule for trip planning, and etc.).  

  • ANNOUNCE THE PROCEDURE FOR GROUP REGISTRATION - As part of your meeting, let those at the information meeting know
    how to get on board.  It works well to set a $25.00 or more non-refundable registration fee for group registration.  For some
    reason, money firms up decisions.

  • ESTABLISH THE MISSION TRIP PRICE -  Take into consideration travel, insurance, food, and other costs. Take into account the
    three following factors in planning your trip that need to be decided that will affect your trip cost:

    1. Food costs - We provide an option (highly recommended) to groups of eating the Sunday evening meal and the noon meals at
    the church you will be serving at, prepared and served by the women of the church (Monday-Thursday). This is a wonderful way to
    save time, money, and get to know the people and culture of Mexico.  It’s a popular hit among all groups.   We recommend a
    donation of $3.50 per person per meal for this option.   This amount also includes enough money so the Mexicans who are
    ministering with you can eat with you as well. More on food costs.

    2. Work projects - No need to worry about this,  we will provide the building materials for you out of your group fees. We also
    have most tools you'll need too.  However, If you want to de a major construction project you will need to raise additional funds.


3. Establish Your Group

  • SET UP YOUR MEETING SCHEDULE FOR GROUP PREPARATION - You will normally need a minimum of about 6-8 meetings to
    allow adequate time for V.B.S and ministry prep.  Don’t forget your spiritual prep (the most important of all).        

  • SET UP MONEY DUE DATES AND ETC.

4.  Establish Your Pre-Mission's Trip Prep. Meetings & Schedule

  • Here are some items you might want to consider in your mission trip prep. meetings:

  • Fund Raising Help and Ideas for team members - An important part of making your mission trip happen is fund raising.  Here's two
    links on our website that provide help in this area:
  • V.B.S PREP – You will be doing a total of five V.B.S.’s during your week in Mexico.  Your V.B.S. crafts and snacks will need to be
    packaged in groups of ten, and each put in one larger bag.  This is a very important detail that if not followed can cause us big
    problems during the V.B.S.  time as we will be dividing the children at the V.B.S. in groups of ten in order to maintain control.  This
    is the best way we have found to maintain crown control.  Also, if you can bring some sports items for the playtime during V.B.S. it
    would be helpful.  More on VBS help

  • MEAL PREP – An option to consider if you don’t have a cook, is to designate a kitchen and meal coordinator to oversee the meals
    and kitchen.  Divide the group into food teams and allow them to plan the meals (with the oversight of the kitchen and meal
    coordinator).   Some meals can be pre-cooked in the States and then prepared in Mexico.  Make sure you have healthy meals as
    you will be exerting extra energy while on your trip.  Take into consideration   the option of eating the noon meal at the church you
    will be serving at. This will cut down on the amount of meals to prepare.  Also, many groups like to eat out at least once during the
    week. More on meal help

  • SPIRITUAL PREP - Don’t neglect this important area.  Without right hearts we have nothing to offer.  One of the great benefits of a
    mission trip like this is that you have a wonderful platform for discipleship training.  You can go to the coordinator's page for helpful
    info in this area. The trip can serve a much larger purpose than the week while in Mexico; try to get as much mileage out of your
    discipleship training time as possible and think of ways to disciple and use the group or individuals upon returning home.

  • PAPERWORK PREP

  • Adults (17 and older) need a Passport for re-entry into the U.S.  Minors 16 and younger will need a passport or an original
    Birth-Certificate and photo ID for re-entry into the U.S. (Children exempt who are too young for photo ID)  More on passports
    and etc.

5.  One month prior to trip departure


6. Final Departure Plans

  • PAPER WORK FOR MISSIONS TO MEXICO - Bring the following paperwork and give it to us in Mexico:

  • Payment Form - For funds to be brought to Mexico with you for purchasing materials for your work projects

  • Please remember,  that we'll need you bring $100 per person in U.S. Dollars (cash) for teams of 20 or more and $150 for
    teams of 19 or less for purchasing your building materials and etc. for your work projects.   More on paying mission trip fees

    Fees for teams of 20 or more (not including Pre-School

  • Adults/Teens (ages 13 & Older)      $225 per person
  • Children  (ages  6 - 12)                   $200 per person
  • Pre-school  (ages  0-5)                     Free

    Fees for teams of 15-19 (not including Pre-School)

  • Adults/Teens (ages 13 & Older)     $275 per person
  • Children  (ages  6 - 12)                  $250 per person
  • Pre-School  (ages  0-5)                    Free

    Fees for teams of 10-14 (not including Pre-School       

  • Adults/Teens (ages 13 & Older)     $375 per person
  • Children  (ages  6 - 12)                  $350 per person
  • Pre-School  (ages  0-5)                    Free

    Fees for teams of 5-9 (not including Pre-School)
 
  • Adults/Teens (ages 13 & Older)     $500 per person
  • Children  (ages  6 - 12)                  $450 per person
  • Pre-School  (ages  0-5)                    Free

  • PAPERWORK FOR YOUR OWN RECORDS

Important note:  We recommend that all paperwork be kept in a briefcase or etc. in the possession of the leader at all times.  
Teens can easily loose their paperwork.


7.  Misc. Helps

Chapel Prep

During the week while in Mexico, we will have chapel each morning.  We as the site missionaries will do the orientation meeting Sunday
morning, and the last chapel on Friday morning (we can do more if you like).  
You will be responsible to do the chapels Monday - Thursday.  Chapel starts at 7:45 and last 45min.  Your group will be in charge of your
own music.  

Is it safe to travel in Mexico?

Traveling in Mexico carries no more inherent risk than in the U.S.  A custom that is used in Mexico which is helpful, and at the same time
confusing, is the way they use their left blinkers.  If you are on an open stretch
of highway, and following a slow vehicle, they will often put on their left turn signal.  This tells you that no one
is coming and you can pass them.  (But be careful here, they might actually be going to turn left!)  A valid driver’s license from the U.S. is
valid in Mexico.  Thievery is also common in Mexico, so leave your valuables locked up, or out of sight.  Click here for more on Travel
FAQs.

Group tee-shirts

If you would like, you can design your own tee-shirts for your mission trip. This can be very valuable and acts as a great keepsake and
reminder of God’s work in each person’s life.

Entering Mexico

When entering, or at a different checkpoints  you might be asked some questions.  It’s possible they might
ask you what your purpose is in Mexico.  Tell them that you’re coming as a tourist.  Mexico has no real law for handling mission groups
so it’s best to come under their recognized category of tourist.  For more on tourist cards and travel in Mexico go to the : Crossing the
border and tourist cards page in the Coordinators Manual.

Sleeping bag & pillow  

The bunk beds have wood bottoms and foam cushions, however each person will need their own sleeping
bag and pillow.  More on sleeping accommodations

Clothes for the beach

We have lovely close-by beaches that you'll certainly want to take advantage of while here.  Please bring modest swim suits for this.  
Click here for more on the beaches.

Vehicle Insurance

Although vehicle insurance is not required in Mexico, you might want to have it just in case.  We strongly recommend that you purchase
insurance prior to your trip.   Purchasing insurance at the border can be costly and time consuming. More on Auto Insurance help

Ideas for leadership positions to help you delegate responsibilities

1. Food & Kitchen Coordinator - Oversees kitchen, makes certain each team cooking understands about set-up, hot water for washing
dishes, clean-up, and general kitchen supervision.

2. Supplies Purchaser - Purchases paper products: towels for bathrooms, toilet paper, hand washing soap
and etc.

3.  Packing Coordinator - Is in charge of overseeing the packing and transportation of items for the trip.  Also, for unloading and loading
suitcases and sleeping bags on our trip down and back.

4.  Paperwork Coordinator - Makes certain Birth Certificates and other paperwork is gathered and ready to bring to Mexico.

5. Clean-up Coordinator - Makes certain all items used, or borrowed for the trip to Mexico are cleaned and returned when we arrive
home.

6. Tool Coordinator - Organizes all tools for special construction projects for Mexico, also cleans and returns any borrowed tools.  Buys
any supplies needed for projects in Mexico.

7. Craft Coordinator for V.B.S. - Oversees and makes sure we have 100 crafts for 5 V.B.S.  and that they are packed in Zip Lock bags
containing 10 each.  Also, is responsible to sort and package the crayons we will
use for some of the crafts.

8. Snack Coordinator for V.B.S. - Gathers snacks for 100 children for 5  V.B.S.  Makes sure they are packed
in Zip Lock bags containing 10 each.

9. Sports Equipment Coordinator for V.B.S. - Gathers different kinds of sport things to use for playing with children at V.B.S. Jump ropes,
bubble makers, bean bags,  balls, and etc., and makes sure they are loaded
for each day of V.B.S.

10. Puppet Coordinator for V.B.S. - Helps with puppets, and the puppet presentations at V.B.S.

11. Thank you Coordinator - Writes thank you notes to those who have donated items for the trip
  • ANNOUNCE THE TRIP DATES - Do it up big!!  Put
    announcements in the bulletin, announce it up front, promote it
    from the pulpit, call people, talk to people; ask for stories of
    people who have already gone on a short-term mission trip, do a
    skit, do whatever you can to get the word out.

  • PUT A SIGN UP SHEET IN THE LOBBY OF YOUR CHURCH- Put
    out a nice, attractive, sign-up sheet in a well known spot and
    encourage people to sign up if they’re interested in going.  Your
    first step is to throw wide the net and gather all who have any
    interest.  

  • PUT TOGETHER AN INFORMATION TRIP PACKET - Along with
    the sign-up sheet, if you have the capability, put together a
    mission trip packet that answers as many questions as you can
    think of.  This will provide information prior to your information
    meeting to better inform those interested.