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purpose This document is to serve as an informational guide for trip leaders of

international missions. Whether leading your first or your 100th

trip, the duty

of the leader can be overwhelming with so many documents, plans, and

participants to keep track of. This guide is meant to ease that burden and

provide the requisite checklist of things to do before and while abroad. This is

not meant to be a travel guide as the intended audience is the leader who is

responsible for the safety and security of all travelers.

The guide will comprise of two main topics, safety and security. This guide will

take you through important steps as you encounter each milestone of your

trip.

To learn more, visit: http://www.FellowshipTravel.org

Church Benefits Board A ministry of the Cooperative Baptist Fellowship

TOP

Always remember you are a guest in another’s country.

Obey all laws of the country you are in.

Never discuss financial matters in public.

The normal attire in many overseas offices is fairly casual; however, you may

need a suit for visits to government offices.

Familiarize yourself with the currency and exchange laws of the countries you

plan to visit.

Tape your name, address, and passport number inside your suitcases.

Take a pocket calculator for converting currency, etc.

Most countries prohibit photographing military and governmental facilities.

Write your hotel address in the local language and keep it with you, along with

a business card.

Avoid ice cubes wherever you’re advised not to drink the water and raw

vegetables when in doubt.

messages 10

1

2

3

4

5

6

7

8

9

10

TIPTIPTIPTIP: Effective ways to communicate with your group would be to hold brief

meetings in the following locations:

TRIP LEADERTRIP LEADERTRIP LEADERTRIP LEADER: These are the top ten messages that you want to teach your group before they

leave the country.

1) organization meeting

2) at the airport prior to departure

3) at local destination (in country)

when you arrive

Church Benefits Board A ministry of CBF

step one:

Getting ready

Security � Send fax/telex to destination office advising them of arrival information and requesting their assistance

with lodging and transportation arrangements.

� Advise your family and co-workers NOT to discuss your travel plans with strangers.

� Remove all unnecessary items from your wallet/purse.

� Take care of any health issues prior to traveling. (Recommendation for medications and vaccinations for a variety

of countries can be found on the following website: www.who.int/maps/en)

ITEMS TO take:

ITEMS TO leave: • Collect copies of passports and visas (passport

should be valid for at least six months from start of

trip). Get all visas in advance.

• Copies of airline tickets (many countries require

round trip ticket for entry)

• Drivers license (state)

• Camera or photo permit

• Fax or letter stating that your visa will be available

upon arrival for countries who do not issue visas

outside their country (i.e. UAE, Oman, etc.)

• Alien registration card (green card) or valid visa for

re-entry into the USA – non US citizens

• Traveler checks (exchange for local currency as

needed at a bank)

• Telephone numbers at destinations and addresses in

countries to be visited – may be needed for landing

cards

• Prescription medicines in clearly labeled containers

(bring enough to last approx. 5 to 7 days past your

date of return)

• Small first aid kit

• Card listing allergies and medical conditions

• Business cards

• Foreign language/English pocket dictionary

• Flashlight, smoke alarm, door stop, etc.

• Photos (passport size, approx 2) – You may need a

photo to obtain passes, permits, etc.

• Leave a copy of your hotel accommodations and

flight reservations with home office or company.

• Copy of your passport (photo and visa pages) and

other travel documents

• Unneeded credit cards

• I.D. and membership cards (i.e. office cardkey)

• Expensive and religious jewelry

• Penknife or anything that looks like a weapon

• Company logo items

TRIP LEADERTRIP LEADERTRIP LEADERTRIP LEADER: Meet with your group a week or two prior to departure to discuss the security and

preparation needed to make this step go smoothly and successful.

Church Benefits Board A ministry of the Cooperative Baptist Fellowship

step two:

Medical insurance

TRAVEL MEDICAL insurance: Securing international travel medical insurance is the first step in providing safety to your health and body.

Traveling with insurance may not prevent an injury but it plays an important role in your treatment and

recovery. Delaying treatment or being denied treatment for lack of adequate coverage is a serious risk to you

and can financially burden you, your family, or your organization.

The ID card for coverage is the key to medical treatment. This small but important card contains the group

policy number and the phone numbers to contact in case of an emergency outside the U.S. and inside the U.S.

This also lets the hospital or facility you visit know that you have medical coverage. Depending on the country

you visit, you may be denied treatment or denied permission to leave the hospital until payment is verified.

Contacting the insurance company as soon as possible is important. All claims must first be initiated outside

the U.S. or they will be denied. Placing the insurance company and medical facility in contact with each other

can speed the payment of claims. Often, the insurance company is able to pay claims directly to the health care

provider, eliminating the need for individual reimbursement and shuffling stacks of papers. Some procedures

must be “pre-certified” to determine medical necessity before treatment to be paid by the insurance company.

In the event that someone does not have their ID card, all participants have the same group policy number.

When the medical facility calls the insurance company, the insurance company can verify whether they enrolled

in coverage or not even without an ID card.

TRIP LEADERTRIP LEADERTRIP LEADERTRIP LEADER: This step can also be discussed at the meeting regarding step one, to help ensure that all

travelers have time to take the necessary and required medical precautions for the trip.

3 TOP THINGS TO

review

1. Copies of I.D. cards

2. Did you leave a copy of your I.D. card at home?

3. Copy of phone numbers

Church Benefits Board A ministry of the CBF

Church Benefits Board A ministry of the CBF

step three:

Airport/Plane precautions

Security � Tell travelers to arrive at the airport at least 2 hours prior to their flight’s departure.

(If having a meeting at the gate, you may want to tell travelers to meet at the airport

a little more than 2 hours prior to departure.)

� Count your cash in an inconspicuous place before leaving.

� Get export papers from US Customs for computers, video cameras, etc. to make US

Customs clearance easier when you return.

� Never agree to watch someone’s luggage.

� Note the location of exits.

� Move away from disturbances.

AIRLINE travel: • Make sure travelers do not carry anything in their carry-on luggage that is prohibited.

• If a traveler is bringing their laptop, make sure you inform him or her of the following:

o Do not place a laptop in a checked bag.

o Do not carry a laptop in a fancy case.

o Carry a laptop in a backpack with other personal items.

• When travelers book their flight, make sure they choose a seat closest to the exit row. It is

the safest seat and allows for more leg room.

• If your travelers’ seat is more than 4 or 5 rows away from an exit, have them choose the

window seat. In the case of an emergency, inform the travelers to go over the top of the

seats to get to an exit.

• Travelers should always count how many rows they are away from an exit, in case the cabin

fills with smoke because they may not be able to see the exits if this occurs.

• During the take-off and landing of the airplane, travelers’ feet need to be flat on the floor,

with seatbelt tightened, and arms crossed during before landing. If a hard landing occurs,

the travelers should lean forward, and lower their heads as much as possible.

• If travelers encounter passengers that are displaying inappropriate behavior (intoxication,

aggression, etc.), they should not assist them unless they are asked by the airline staff.

• If smoke or fumes occur while on a flight, travelers should cover their mouths with a wet

cloth and get as low as possible.

• Travelers should never go back into an airplane after an accident for anything or anyone.

TRIP LEADERTRIP LEADERTRIP LEADERTRIP LEADER: Having a meeting by the gate prior to departure would be an excellent time to discuss the

following security precautions.

step four:

Arrival

Security � Reconfirm your future flights – local office may be able to assist you.

� Exchange a small amount of US dollars for local currency at the airport for taxi, tips,

etc. You will usually get a better exchange rate.

� Hotels are must safer than motels.

� Travelers should request a room between the 2nd

and 6th

floor of the hotel. (Attacks

are more likely to happen on the 1st

floor, and fire truck ladders cannot reach above

the 6th

floor)

HOTEL arrival: • When travelers check-in, they should obtain a hotel business card and place it in their

wallet.

• Travelers need to exchange contact, medical and emergency information with everyone in

the party.

• When traveling in a co-ed group, after leaving the lobby, the males and females should

consider exchanging rooms. Women are more likely to be targeted for robberies or sexual

assaults.

• Travelers should always leave their wallet, shoes, and room key in the same general location

so it can easily be grabbed in the case of an emergency.

• In the event of a fire, travelers should grab a towel, get it wet, and take it with them. They

can use this in helping them breathe if they have to walk in an area filled with smoke.

• If travelers brought a flashlight as suggested in “Getting ready”, they should keep it near the

bed so that it can be accessed easily.

• Inform travelers to never bring a newly formed acquaintance or visitor to their rooms when

alone.

• When travelers exit their hotel rooms, they should make it so that it looks like someone is

still present in their rooms, as well as placing their travel document and money in a safe,

secure place.

TRIP LEADER: Declare a meeting at the airport after everyone has gathered their luggage to review the

following precautions that should be taken when checking into accommodations and during the group’s

stay there.

review

THINGS TO TOP 3

1. Exchange money at airport or other secure location. Not

on the street banks.

2. Make sure trip leader has medical information for

travelers.

3. Do not bring anyone back to your hotel. You may be the

target of a crime.

Church Benefits Board A ministry of the Cooperative Baptist Fellowship

step five:

Local travel

WHEN traveling about:

WHEN driving:

• Travelers should always stay alert and inconspicuous.

• Travelers should stay alert and aware of their surroundings.

• Travelers should keep phone numbers of local contacts with them.

• When in public, travelers should keep their money out of sight.

• Prior to traveling about, travelers should research where the “wrong” parts of town are

and avoid those areas.

• Travelers should also find out the location and phone numbers of the local police

stations.

• Travelers need to avoid disturbances.

• Travelers should always have their passport with them, unless local customs require

otherwise.

• Travelers should avoid driving or renting automobiles of a high price.

• Travelers should drive defensively, not aggressively.

• When driving, travelers should always keep the windows up and the doors locked.

• As always, travelers should keep valuables and belongings out of sight.

• Travelers should be aware of the route they are taking and plan it ahead of time.

• Travelers should be cautious of accidents at all times.

• Keeping the gas tank full at all time is a must for travelers.

• If a traveler is attacked, they should try to crouch down and drive away.

TRIP LEADER: It is also very important to review the safety and security precautions that should take place

during the trip as well. Have a meeting in one of the traveler’s hotel rooms to discuss what the travelers

should keep in mind when traveling about and driving.

THINGS TO

review 3 TOP 1. Know the safe and dangerous areas when you visit.

2. Know the local emergency phone numbers.

3. Avoid disturbance and stay inconspicuous.

CHECKLIST Safety & Security

MEDICAL PRECAUTIONS � Take care of any outstanding health issues before you

travel.

� If you have prescription medicines, make sure you

have enough to last approximately 5 to 7 days past

your date of return.

� Recommendation for medications and vaccinations

for a variety of countries can be found on the

following website: www.who.int/maps/en

GETTING READY � Items to take:

o Passport, Visa

o Airline tickets

o Drivers License (both state and international,

if applicable)

o Camera

o Travel medical insurance ID

o Alien registration card or valid visa

o Travelers checks

o Telephone numbers and addresses to

destinations visiting

o Prescription medicines (enough to last

approx. 5 to 7 days past your date of return)

o First Aid Kit

o Card listing allergies and medical conditions

o Business cards

o Foreign language/English dictionary

o Flashlight, smoke alarm, door stop, etc.

o Photos (passport size, approx. 20)

� Items to leave:

o Copy of hotel accommodations/flight

reservations at home with a friend

o Copy of your passport and other travel

documents

o Unneeded credit cards

o I.D. and membership cards

o Expensive/religious jewelry

o Anything that looks like a weapon

o Company logo items

AIRPORT/PLANE PRECAUTIONS � Arrive at the airport at least 2 hours prior to their

flight’s departure.

� Count your cash in an inconspicuous place before

leaving.

� Get export papers from US Customs for computers,

video cameras, etc. to make US Customs clearance

easier when you return.

� Never agree to watch someone’s luggage.

� Report unattended bags and packages.

� Note the location of exits.

� Move away from disturbances.

ARRIVAL � Reconfirm your future flights – local office may be

able to assist you.

� Exchange a small amount of US dollars for local

currency at the airport for taxi, tips, etc. You will

usually get a better exchange rate.

� Hotels are must safer than motels.

� Request a room between the 2nd

and 6th

floor of the

hotel. (Attacks are more likely to happen on the 1st

floor, and fire truck ladders cannot reach above the

6th

floor)

LOCAL TRAVEL � Always stay alert and inconspicuous.

� Keep phone numbers of local contacts with you.

� Keep your money out of sight while in public.

� Find out where, and avoid the “wrong” parts of

town.

� Find out the location of the police stations and get

phone numbers.

� Avoid disturbances.

� Always carry your passport and leave a copy in

security box.

� Drive defensively, not aggressively.

� Always keep windows up and doors locked.

� Keep valuables and belongings out of sight in car.

� Know your route, plan it ahead of time and vary

your routes.

� Keep gas tank full at all times.

� Avoid driving or renting expensive automobiles.

Church Benefits Board A ministry of the Cooperative Baptist Fellowship

Contact US

last thought… On this trip, the travelers in your group are looking to

you for your leadership for a fun and rewarding

experience as well as a safe & secure travel.

Church Benefits Board A ministry of the Cooperative Baptist Fellowship

CLAIMS or QUESTIONS on international coverage: (contact information is also located on each ID card)

MAIL: Church Benefits Board

2930 Flowers Road, Suite 133A

Atlanta, GA 30341

TOLL-FREE: 866-971-7936

24 HOUR EMERGENCY NUMBERS: Outside the U.S. 317-655-4500

Inside the U.S. 800-628-4664

We provide travel protection to tens of thousands of international travelers each

year. For any mission trip, individual trip, or vacation, you can always visit

www.FellowshipTravel.org for any of your travel needs.

Also individuals can register for coverage 24/7, even when they are not

traveling in a group.