Six Crucial Steps in Planning Your
Mission Trip
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1. Register Your Group to Confirm Your Trip Dates
•Please go to the registration form page and fill out the electronic registration form to confirm your dates.
Registration fee is $200 per group (this is a non refundable fee that is a separate fee from your group fees).
•Send your registration fee to:
Missions to Mexico
PO Box 186
Sutherlin, OR 97479
2. Promote the Trip (4-8 months prior to trip departure)
•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 - 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, write up 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.
•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.
Remember that older adults will worry about hard labor, assure them that there’s something for everyone
according to their physical and skill abilities. Then let them know the details of the trip, i.e., 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 two options in planning your trip that need to be decided that will affect your trip cost:
Food costs - We provide an option (highly recommended) to groups of eating the noon meal 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 $3.00 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.
Work project - If your group wants to do a major construction project we ask that you raise addition funds
for this. However, if your plans call for a regular construction project, we will provide the building materials
for you out of your group fees.
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 Mission Trip Prep. Meetings Schedule
•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.
•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.
•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 - We have provided you with two forms that each person should fill out. Following is
a description of each form:
Appendix A: Parental release form to allow minors to travel in Mexico if not accompanied by a parent. This
is Mexican law so make sure you have this for each minor not accompanied by a parent.
Appendix B: Release of liability form
In addition to these two provided forms, you will need to be sure each person has a Passport or
original Birth-Certificate and photo ID. A photocopy of each person’s driver license or student
body card will do. (Children exempt)
NOTE: You will need to bring the Appendix “B” (release of liability form) with you and give it to us in
Mexico. The Appendix “A” form, and the additional paperwork, is for your own records that you will need
to carry with you while traveling in Mexico.
5. Final Departure Plans
A. PAPER WORK FOR MISSIONS TO MEXICO - Bring the following paperwork and give it to us in Mexico:
•Release of liability form (form B)
•Group list form - A list of all members of your group (form provided)
•Group fees accompanied with your group list.
Adults/Youth (13 & older) $185
Children (6-12) $150
Pre-school(5 & younger) Free
(Bring your group funds with you to Mexico in the form of dollars (cash) and we will provide you with a
receipt upon receiving your group funds.) We ask you to do this as banks in Mexico do not recognize
U.S. checks and because virtually all of our business dealings are in Mexico. Please click here for a full
explanation of why we ask groups to bring their group fees to Mexico in the form of U.S. dollars.
B. PAPERWORK FOR YOUR OWN RECORDS (will rarely be asked for but a needed item just in case)
•Form “A” - Notarized form for minor to travel in Mexico
•Copy of photo I.D. for each person (Children exempt)
•Passport or Birth-certificate
Important note: We recommend that all paperwork is kept in a briefcase or etc. in the possession of the
leader at all times. Teens can easily loose their paperwork.
C. REVIEW YOUR MISSIONS TO MEXICO MASTER CHECKLIST TO HELP YOU REMEMBER
EVERYTHING.
6. 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.
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.
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.
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