Guidelines for Sending Volunteers In Mission

Preparing to Send Volunteer Teams

• Develop interest in your Conference, District or Local Church

Educate and raise awareness for mission

Have volunteers who have gone before share information and enthusiasm

Utilize Jurisdictional / Conference media and human resources(Identify persons who have been team leaders to the area selected) Build on Mission Study program

• Establish a supportive/ sponsoring group (includes monetary contributions)



• Select Possible Locations and Potential Projects

Contact District/Conference/Jurisdictional Coordinators for project lists and assistance Use available Project Profile sheets or clearly defined project needs

• Selection is a Partnership

It is essential to contact appropriate (United) Methodist Church official(s) and local host to verify that the project is needed, and is a priority to the local church

Affirmation that a mission team is welcome

Ensure that project fits talents and skills of team

Agree on possible dates (consider pre-site visit, special celebrations)

Note any special considerations for team members

• Invite team leader to serve

Conference or District may provide training for prospective team leaders

• Essential qualities of a Team Leader:

Christ - focused,

Commitment to mission work of the church

Previous experience as team member or co-leader

Flexibility and openness

Interpersonal skills

Able to make decisions and include team in process

Able to organize and delegate responsibilities

Caring, culturally sensitive, and patient

• Notify District/Conference/Jurisdictional Coordinator of planned mission and dates

9-12 Months Before Team Leaves

• Maintain clear communication with host

Establish the best form of communication between host and sending mission (consider and plan for additional cost to host)

Make every effort to ensure communication occurs in a timely manner

Receive formal letter of invitation for the purpose of securing travel documents

• Request the following information

Anticipated costs of housing, meal/food arrangements, & transportation

Maximum number of team members which can be accommodated by host

Working environment

Customs and cultural expectations

Need for interpreter

Inquire regarding appropriate gifts to be offered to community

• Covenant for Mission Partnership (Sample attached)



• Promote mission trip

Share excitement with sponsoring group(s)...

Publicize for recruitment of team members and project funds

• Identify potential team members and recruit

Christ focused and committed to mission work of the church Distribute application forms (may include personal skills survey, talents, hobbies, and letter of reference from pastor)

Set deadline and interview dates (if necessary - some Conferences use a selection committee)

Secure translator and/or work site supervisor if necessary

Remember that diversity enhances ministry I offer scholarships if needed

• Covenant with Team Members

Flexibility and openness to other cultures and ways of worship

Willingness to serve in friendship and mutuality with host and host church

Commitment to orientation and training

Willingness to follow the guidance of the team leader

• Coordinate and Plan

Inform team members of recommended immunizations

Clear, itemized budget

Insurance - VIM approved (e.g. GBGM, SEJ)

Fund-raising activities/events

3-6 Months Before Team Leaves

• Travel Essentials

Provide ample time for obtaining Passports, Visas, and Work Permits where needed

Pursue verification of professional credentials for serving in host country (le. physician's license)

Remind team members of recommended immunizations

Transportation details and reservations

Determine procedures for transporting non-personal baggage

• Emergency Preparation (Team Leader)

Be aware of medical facilities in the area

Know health needs of team members (allergies, chronic conditions, etc), and person to

contact in case of emergency

Be educated regarding medical system in host locale

Secure Embassy and Consulate locations and phone numbers

Have an evacuation plan in case of severe weather, social upheaval, or medical emergency, etc.

• Continue communication with host

Determine tool and supply needs (consider tool bank for local community)

Determine appropriate gifts for and methods of distribution in the community

Check on labor relations and building codes

Determine means, timing, and accountability of disbursement of contributions to project

Discuss safety and security issues

Share copies of publicity with host

• Begin orientation and training of team

Note: Geographics often prohibit meeting in person; use creative means of communication (je. Internet, conference calls, "snail mail")

"Know Before You Go"

Communicate purpose of mission, proper attitude/approach to mission

Note: We are all participants in God's mission

Communicate Volunteers In Mission philosophy

Emphasize mission experience and relationships - not meeting goals

Flexibility

Guests... accepting an invitation to help/serve others

Encourage journaling.

Discuss safety and health issues

Immunizations required

Work-site safety

Emphasize cultural sensitivity/awareness, customs of host location

Note; if possible, invite a national or previous missioner to share with team

Approach to religion, church and Methodism in country

Values, traditions

Acceptable dress, behavior reflective of host community

Meals.. food... eating customs

Country background, geography, economics

1-2 Months Before Team Leaves

• Communicate with host to Verify all arrangements

Send demographics of team to host ('ncluding number, age, and gender- noting those traveling with spouse)

Discuss site preparation upon arrival and projected tools/equipment needed

Confirm transportation plans and reservations with host

Confirm lodging/meals (identify special dietary requests and health needs)

Have clear understanding of host expectations

Discuss and agree upon transmittal of project funds

Confirm with host joint worship opportunities

• Continue Team Orientation and training

Provide spiritual growth and fellowship experiences Devotionals, Bible study (groups use various approaches: designated chaplain, devotions prepared in advance, spontaneous worship, etc.)Team building exercises

Plan dedication and sending forth service for team

Prepare to relate to host church and community

Christian witness and sensitivity

Appropriate distribution of gifts, clothing, money, supplies

Discuss appropriate etiquette for photography

Be careful of making promises or offering invitations without clearance from officials in home conference

• Involve sending/sponsoring congregation(s) in the mission

Keep sending congregation(s) informed of all team plans

Prayer needs

Financial and in-kind needs

Inclusion in service of Sending Forth and Return

2-3 Weeks Before Team Leaves

• Finalize travel plan

Confirm all airline reservations

Set reunion date for team

Distribute a team list with phone numbers and addresses with copies to Jurisdictional/Conference/District Coordinators

• In final communication with host confirm:

Travel and meeting arrangements

Exact nature of work to be done (any changes)

Materials accessible as planned (use local merchants when possible) housing arrangements

Currency exchange

• Arrange to pack all non-personal items

Tools, team supplies, Bible School materials (if appropriate), gifts, medicine (if appropriate)...

Send copy of packing list to host for customs clearance (as communication permits)

As Team Travels

• Team Leader Reminders

Team leader travel with list of participants

Appropriate travel documents for minor participants

Carry letter of invitation to be used at Customs

Include first aid kit

Continue team building, especially if team arrives from various geographical locations

Remind team of their role as servants in God's mission and as guests in host locale

• Individual Reminders

Remind team members to carry Bibles

Keep medications in original containers

Carry identification card (include: host information, personal & medical information)

When Team Arrives

• Greet hosts at port of entry

Assist with loading of luggage to transportation vehicle(s)

• Attend pre-arranged on-site orientation for team presented by host Celebrate new possibilities for Christian community



• Notify embassy / consulate that team is in country as appropriate (if directed).

During Team's Visit

• Communication

Team Leader with Host Leader

Communicate frequently with host that all plans/arrangements working

Transfer project funds, and funds for in-country expenses-if not previously sent

Note: remember to request receipts for monies spent

Team with Community

Ensure that team is relating spiritually and positively with host church and community

Work with host to include team with local Christian community in worship and witness to celebrate the joy of mission and the joy of diversity (note: alternate service may be developed in areas where religion cannot be openly practiced)

Be prepared to share faith experience(s) if requested

Pastors be prepared to preach

Include host and locals in some devotionals

Being a Team

Provide time for daily devotionals and team meetings

Begin each day at work site with prayer...

Include a time for team processing at the end of each day

Encourage reflection upon own culture in light of new experience

Continue to encourage patience and flexibility

Team members should be informed and involved as changes evolve

• Ensure a quality mission (in all fields)

If construction, adhere to local construction codes; or if medical, adhere to World Health

Organization to refrain from shipping medical supplies near or beyond expiration date.

Daily work-safety reminders

Work assignments to team members based on skill, knowledge, willingness to learn...

• Coordinate cultural opportunities with host

Set apart time for cultural I historical sharing I local sites (if appropriate).. Remember,

building relationships are as significant as completion of "task"

• Confirm transportation arrangements

Before Departure of Team From Host Site

• Plan for a time for sharing with host and local coordinator(s)

Include a time of mutual assessment of experience

Invite the host to share a written assessment of mission

• Finances

Review expenditures and receipts with host

Settle incidental expenses that have occurred during mission

• Plan with host, a time for goodbyes

Include a time of celebration and/or worship according to cultural norms

Accept gifts graciously as this is a time of mutual celebration

Establish ways to stay in touch with host community

• Plan with host, departure time and procedures

En route Home

• Distribute and later collect team member evaluations



• Remind team members that family members have not had the same experience and to be sensitive to their level of enthusiasm



• Be sensitive to powerful emotions as group returns home and disbands and members assimilate into home culture

After Team Returns Home

• Send a written evaluation, reports to Conference office, or VIM coordinator

Team's work and contributions, update on progress of project, strengths of hosts,

Suggestions for future teams

Send a copy to host of assessment if requested

• Make duplicate photos to share with team and host

• Send letter of appreciation to host (include a few pictures)

• Hold a team reunion

Share duplicate photos

Sharing The Experience

• Plan with team members to interpret experience in local and surrounding churches

Continue the mission tell the story and continue the relationship

Effect positive changes in attitudes

New insights of nearby opportunities

Be bold regarding constant challenges to minister and serve

Where possible, see that trip is reported in local media