Cover Sheet for Mission Packet: ***All paperwork must be filled out and turned in with a deposit to hold your spot on the trips.*** Timeline Checklist Leaders Only: Mission Trip Information: Leader fills out and returns to Missions Office Everyone: List Fundraisers: dates, times, locations Liability Release Forms: must be filled out completely including Social Security Number, then notarized. This can normally be done during working hours 8 am 4 pm Monday Thursday at the church office Passport: must be brought to office to scan in color Mission Trip Participant Application: must be filled out completely, including beneficiary Mission Trip Overview Testimony Trip Medical Questionnaire Missions Reference Questionnaire Enlist 2 Prayer Partners Trips must be paid for 30 days before leaving. If you have donations from others please have them make the check to you. Please pay with one check to the church. 2
MISSION TRIP LEADER PACKET AND PROCEDURES Welcome to the world of North American and International missions at FBC, Cleveland! We take seriously our Lord s Great Commission in Matthew and His Great Challenge in Acts of being witnesses and making disciples at home and to the uttermost parts of our world. Regardless of the specific tasks on any given trip, and the logistical challenges associated with those trips, our ultimate goal as a People of Grace and a Place of Hope is that God might see fit to use us to become all things to all people that by all means we might save some. We want to be sensitive to different cultures and attempt to share a clear Gospel message so that people might understand and accept the claims of Christ. All mission trips we take allow us to participate in some portion of the cycle of planting, watering, and/or harvesting souls for God s Kingdom! In light of this, we must understand there is always a certain amount of paperwork and planning that is necessary to facilitate teams, travel and ministry as safely as possible. This policies and procedures guide that has been established by the mission s leadership of our church is based on other churches experiences and our own. While these are fairly firm they can be a bit fluid. However, exceptions by definition are outside the norm and will need approval by our mission leadership. We want you to understand those norms, and are providing this guide as an outline from which to work. All of our North American and international trips are coordinated in advance by our church s mission leadership team based on the strategic priorities that have been adopted by our church. Your key role and opportunity as a team leader is to lead one of these teams so that our resources, partnerships, and focus will lead to the completion of the Great Commission. God wants to use YOU and your team in a mighty way! We want to help you be the most effective Team Leader you can be so you can see spiritual growth in your life, the lives of your team members, and ultimately in the lives of those you are going to serve. Missions is discipleship. Missions is evangelism. Missions is going where the Gospel is not. Mission is a lifestyle of purpose and passion. We want to enable you to fulfill your ministry and mission, and lead others to do the same! Thank you for accepting this awesome responsibility and May God bless you on your adventure. In Christ, Allan Lockerman Co-Pastor Jim Gibson Co-Pastor 3
MISSION TRIP TEAM LEADER PROCEDURES 1. MEET WITH MISSIONS STAFF At this meeting you will be given the PROPOSAL FOR MISSION TRIP Form. A checklist and time line for carrying out your project will be discussed. 2. SET DATES FOR TRIP Determined by the Team Leader/Partnership Champion, Missions Staff, and the IMB field Personnel. 3. OBTAIN APPROXIMATE COST OF THE TRIP As Team Leader, in cooperation with the IMB or other field contact, you will need to estimate the airfare (Missions Office will suggest travel agents), lodging, meals, insurance, in-country ground transportation, and visa, (see attached worksheet titled PROPOSAL FOR MISSION TRIP). 4. SUBMIT PROPOSAL FOR MISSION TRIP to the Missions Office. NOTE: Team members are not approved on a first come, first serve basis, but rather on skills that are needed for each team. The Missions Office will inform you of their approval. Trip Proposal Forms This process will pertain to all Domestic and International trips: Area Coordinators will choose qualified team leaders (those who have completed Team Leader Training) to lead trips that have been approved through the budget process. Potential teams will be formed and paperwork turned into the Missions office before final proposal is submitted. Final proposal will be submitted to the Missions Office, to approve team members only, before tickets may be purchased. Budgeted trips will be considered approved by this process unless the specific task requires more team members than originally budgeted for or amount of money needed to fulfill task exceeds original budgeted amount by more than 10%, where as it will need to be submitted for approval prior to building a team. 4
5. SCHEDULE INFORMATIONAL MEETING (See attached Template) Invite prospects to the Informational Meeting. The following information should be provided: Financial Policies (These should be conveyed to all team members going on a trip at the informational meeting, preferably in print See attachment) If trip cost, for travel expenses, lodging and meals, is under $2000 FBC members will receive $300, if over $2000 members will receive $600. Approved non-members are responsible for the total cost of the trip. Church Membership You must be a First Baptist Church member in good standing. Membership is more than simply attendance or Bible Fellowship membership. Candidates join our church by transfer of their letter from a sister Southern Baptist Church; or, by statement of faith that they have been born-again and baptized by immersion in a previous church of similar faith and practice; or by profession of faith (conversion experience) and subsequent baptism by immersion into First Baptist Church, Cleveland. We hope that all of our membership is faithfully tithing. Must pay in full before departure Non-refundable deposit of $200. Due upon first training meeting or sign-up date. Must be a team player Requirements (These should be conveyed to all team members going on a trip at the informational meeting, preferably in print See attachment) Heart to share Jesus Willingness to engage people in conversation and share your personal testimony Missions 101 Attendance at team meetings Passport Does not expire within 6 months of trip travel date Prayer partners Enlist at least 10 people to join you in prayer for your trip Background Check Paperwork Packets Give each person a packet to fill out and a deadline to return to you with their $200 non-refundable deposit. First-time Mission Trip Team Member: Copy of passport (cannot expire within 6 months of trip return date) Must be updated for every trip: Adult/Minor Participant s Liability Release Agreement (must be notarized) Trip Medical Questionnaire Emergency Contact form Mission Trip Application ( Testimony included as part of the application) Must be updated yearly. Background check Must be updated every 3 years: Missions Application Questionnaires (1 from Pastor & 1 from friend) Please make two more copies of each team member s passports, Emergency Contact and Medical Questionnaire forms. (One copy is taken on the trip, one is left with the U.S. emergency contact, and the original stays in the Missions Office). Please provide the Missions Office with the name and contact information of your stateside emergency contact person. 5
6. BOOK AIRLINE AND HOTEL Before purchasing AIRLINE TICKETS, turn in final team member names to the Missions Office to be presented to the Missions Committee. Before tickets can be purchased all paperwork must have been collected and turned into the Missions office and a $200 non-refundable deposit from each team member. As you begin the process of buying tickets, contact the Missions Staff. You will need to get at least two quotes on airfare before booking. Money for tickets must be requested by the Monday before the Stewardship Committee meets on Wednesday Night. If approved the check will be available on the following Monday. When tickets arrive, you are to CHECK CAREFULLY FOR ACCURACY and make copies of all tickets and itineraries. (One copy goes to the Team Leader, and one will be in the Missions Office.) Get information from IMB or other field contact concerning hotel accommodations. 7. OBTAIN VISA, IF NECESSARY If you need a VISA for the country you are going to, the travel agent can help you. (The Missions Office can request a check for this amount which will be covered by team members in their total trip cost.). 8. SCHEDULE TEAM MEETING DATES AND ROOMS Call the Missions Office to schedule team meeting dates and make room reservations. Also schedule a Prayer /time and the date for you Team Commissioning will be determined by the Mission s Office. 9. CONDUCT FIRST TEAM MEETING Give final cost of trip to team members and a payment schedule. 10. OBTAIN OVERSEAS EMERGENCY CONTACT INFO from your IMB field contact to give to the Missions Office and your stateside emergency contact person. Discuss with your stateside contact what to do if team member s family has an emergency and needs to contact team member. 11. REQUEST CASH ADVANCE FROM MISSIONS OFFICE (One month before team departs) Turn in itemized amounts needed for cash advance (includes the hotel costs to be paid upon arrival, in-country ground transportation cost, and emergency money). You will be expected to turn in receipts for all expenditures and/or any cash left over. (Reminder: FBC will only pay for items cash has been requested for). The Team Leader may also pick-up INSURANCE CARDS at this time. 6
12. REQUEST INTERNATIONAL PHONE (Three weeks before team departs) An International phone can be requested from the Missions Office. If available, it is used to check in with the US contact upon arrival and departure and is for emergency use ONLY. The phone is to be LEFT ON at all times in case of an emergency with family members in the US. (Team members MUST use PHONE CARDS to make personal calls). 13. DEBRIEF BEFORE YOU COME HOME. Preferably the last night of your trip. 14. DUTIES UPON RETURN Return International phone ASAP. Within ONE week, schedule a time with the Missions Office to turn in receipts translated into U.S. dollars, and reconcile trip expenses. Please turn in a C.D. of your best team pictures. Encourage team members to submit a written summary of their experience to the Missions Pastor (one page or so of a God moment, growth opportunity, significant event, etc., etc.). 7
(Country) INFORMATIONAL MEETING (Date of Meeting) at (Time) (Place) AGENDA PRAYER OVERVIEW Where are we going? Why are we going? What is the mission task? DATES (Trip Dates) FINANCIAL POLICIES If trip cost, for travel expenses, lodging, and meals, is under $2000 FBC members will receive $300, if over $2000 members will receive $600. Approved non-members are responsible for the total cost of the trip. Church Membership You must be a First Baptist Church member in good standing. Membership is more than simply attendance or Bible Fellowship membership. Candidates join our church by transfer of their letter from a sister Southern Baptist Church; or, by statement of faith that they have been born-again and baptized by immersion in a previous church of similar faith and practice; or by profession of faith (conversion experience) and subsequent baptism by immersion into First Baptist Church, Cleveland. We hope that all of our membership is faithfully tithing. Must pay in full before departure Non-refundable deposit of $200 is due upon first training meeting or sign-up date. Must be a team player COSTS Before you leave: (approximate cost) = 1/ (airfare and hotels) = insurance = meals and other travel expenses. REQUIREMENTS Heart to share Jesus Missions 101 Prayer Partners Willingness to engage people in conversation Attendance at team meetings Passport does not expire within 6 months of trip travel date IMMUNIZATIONS SUGGESTED APPLICATION PROCESS Commitment, application & Deposit Due Date (Deadline date) Team Leader (Name and Contact Info) 8
Mission Trip Tickets Ø Team Leaders will get two quotes on lodging, airfare, transfers and transportation Ø Team is approved by the Missions Committee Ø Travel Agent is decided upon by Team Leader and/or Missions Assistant or FBC staff member. Ø Travel Agent sends invoice to Missions Office by email by Monday before the Stewardship committee meets on Wednesday. If Approved, the check will be cut on the following Monday. Ø Tickets are ordered Ø Travel Agent will deliver tickets to Missions Office (make sure they are delivered to Missions Assistant directly) Ø Out of town Travel Agent will mail tickets to FBC to the attention of Lisa Clapp Ø Pick up tickets at Missions Office along with copies of the itineraries (these may be emailed when received by travel agent) Immediately check all tickets for correct flight schedule and correct passenger names (as listed on passport). If any problems occur call travel agent immediately. 9