Short-term Mission Trips within Xenos Christian Fellowship

Page 8—Candidate Information and Timeline

Short-term Missions Step-By-Step
What do you need to know as a Short-term Missions candidate. We will try to explain what you, as a candidate need to know and be responsible for.

1. Read the Xenos Policy and Procedure packet to become informed about Xenos-sponsored Short-term Mission programs
2. Decide which trip you are interested in
3. Fill out and submit Candidate Application Xenos Missions Mobilizers
4. Enroll in Short-term Missions Class if you have not previously taken one

Timeline
Below is a tentative schedule of when you can expect things to occur. This will help you to have an idea of how much time participating in a trip will require. Also, this should help you schedule your time appropriately.

9-12 months before
Determine trip destination and leader
Research location, culture, customs etc
Recruit prayer support base
Familiarize yourself with fundraising policy
Project and site selection
Write project description/goal
Determine team size and composition
Complete preliminary budget
Train project leader
Define project dates
Person in Charge:
Date Completed:

6-8 Months Before
Finalize schedule
Training program schedule
Trip schedule
Debriefing schedule
Begin regular prayer support
P/R recruiting process
Request airline space, confirm it
Confirm documentation needs (State Dept)
Secure lodging, ground transportation
Confirm itinerary, project and team needs with field partner
Finalize budget, individual cost and funding strategy
Determine project materials needed
Finalize application, scholarship, reference forms
Contact XCF financial dept to set up account
Person in Charge:
Date Completed:

4-5 Months Before
Hold informational meeting
Order training materials set payment deadlines
Interview/screen applicants
Apply for passports
Confirm travel arrangements—get itinerary/contract from travel agent
Order tickets—in the same name as in team members passports
Update overseas contacts
(meet with parents of potential participants if applicable)
Select team participants
Assign ministry roles
Begin team building and training meetings
Person in Charge:
Date Completed:

3 Months Before
Finalize project and trip details
Confirm that all members have passports and apply for visas as needed
Confirm immunizations
Have team members begin journaling
Continue team fund-raising events and assess personal prayer and fundraising efforts
Schedule commissioning event in church
Person in Charge:
Date Completed:

2 Months Before
First fundraising deadline (airline payment deadline)
Complete fundraising activities
Have team document Personal Testimony
Person in Charge:
Date Completed:

1 Month Before
Continue team training
Distribute in-country emergency contact phone numbers and team addresses to participants families
Confirm prayer support for each participant
Complete fundraising
Complete plans for medical needs (shots, first aid etc)
Person in Charge:
Date Completed:

2 Weeks Before
Complete team training
Finalize individual and group packing lists
Confirm and collect all forms etc:

copies of information page of passports
confirmation of shots
parental consent forms
medical forms/insurance

Collect all supplies Issue baggage tags to all team members
Confirm schedule for debriefing after trip
Reconfirm R&R and in-country debriefing arrangements
Person in Charge:
Date Completed:

1 Week Before
Commission team in church meeting s
S et time and place for departure (AM or PM?)
Collect any final payments
Double check all airline tickets and travel documents
Person in Charge:
Date Completed:

Departure
Be sure all team members and luggage are at airport ready for check-in at least one hour before departure (confirm with airline—may need to be there 2 hours ahead)
Be sure all luggage has ID both outside and inside
Pray before boarding
Person in Charge:
Date Completed:

On Site
Have orientation time with local personnel
Establish daily schedule, including individual devotions, journaling, and time for reflection
Have “buddy system” check-in
Work hard get to know nationals and missionaries
Reconfirm departing flight at least 72 hours in advance
Person in Charge:
Date Completed:

Last Day Together
Debrief and 'de-grief'
Challenge to make experience a part of their lives
Person in Charge:
Date Completed:

1 Week After
write evaluation return celebration
Person in Charge:
Date Completed:

2-3 Weeks After
Meet to share pictures, and plan to share with church (i.e.—missions prayer meeting)
Debrief with missions staff
Solidify follow-through plans and accountability relationships
Person in Charge:
Date Completed:

Training
5-week class for all who plan to go on a trip this summer
MTI training for trip leaders
Team training preparation, fundraising participation in pre and post trip activities to promote Missions to the church at large.

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