Planning ahead is essential for short-term mission leaders and travelers. Here is a handy time line to follow when planning your ministry trip!

Up to 9 months ahead:

• Reserve Air Travel
  1. Contact the mission office to find out when and where you should arrive and depart.
  2. Check missionary airfares for popular destinations at MTS TRAVEL MTO Online (www.mtstravel.com/mto)
  3. Call MTS TRAVEL for the best airfare. Investigate group discount.
  4. Make air reservations.
  5. Notify the mission field office of your arrival and departure plans-especially if someone's meeting you!
• Apply for Passports.
  1. Once you submit the documents, passport issuance usually takes four to six weeks.
  2. Keep two photos and a photocopy of your passport information page separate from your passport in case it's lost or stolen.
     (See the U.S. State Department's web page for passport application forms, instructions and fee schedules: http://travel.state.gov/passport/passport_1738.html or call your missionary travel agency office.)
• Check Visa Information
  1. Ask your travel agent for visa requirements and forms, if necessary.
• Seek Low-Cost Accommodations.
  1. Have your MTS TRAVEL Travel Consultant reserve budget lodging for your group through the airline or through his or her sources.
• Check Immunizations.
  1. Call or contact the Centers for Disease Control (404-332-4559) or www.cdc.gov to find out which immunizations are necessary.
  2. Consult the nearest International Travel Clinic for medical advice and services.
  3. Receive needed immunizations. Allow time between vaccinations if multiple shots are needed- especially if you need them as proof for obtaining visas.
  4. Ask if updated immunizations for diphtheria/tetanus, polio or measles/mumps/rubella are advised.

  Depending on where you serve, typhoid fever or gamma globulin (for hepatitis a) vaccinations may also be recommended. Also ask about anti-malarial medication. If necessary, have all immunizations listed on a card from the World Health Organization.

Up to 6 months ahead:

• Begin Visa Application.
  1. Submit signed passports, required photos, completed visa applications and WHO card as requested.
• Purchase Insurance.
  1. Have workers check their current medical policies for overseas coverage. Make sure the policies provide evacuation services to come home due to illness or injury.
  2. Suggest that workers buy supplementary travel accident and sickness insurance, plus evacuation services, if their policies don't cover these, MTS TRAVEL can suggest reliable carriers.

Up to 3 months ahead:

• Research Baggage Regulations.
  1. Ask your MTS TRAVEL Travel Consultant or the airlines. They can tell you the maximum free allowance per person and fee for excess bags.
  2. Remind your travelers of any items excluded from import into your destination country.
• Buy Airline Tickets.
  1. Your MTS TRAVEL Travel Consultant can tell you when your tickets must be issued to retain the lowest fare. (Unless your fare is an "instant purchase," you should have reserved your tickets prior to this, up to one year or nine months ahead.)

Up to 2 weeks ahead:

• Arrange Transportation to the Airport.
• Make sure each worker has
  1. Airline ticket
  2. Passport with visas
  3. Vaccinations and WHO Card (if needed)
  4. Anti-malarial medication (if needed)
  5. Supplemental insurance
• Notify Field Office of Your Arrival.
• Make sure someone from the mission field office will meet you-and ask them what to do if no one is at the airport!
• Obtain the address and phone number of the U.S. Embassies or Consulates in your country(ies) of travel. These are available from the U.S. Department of State http://usembassy.state.gov

3 Days Ahead

• Call the airline(s) to confirm your flights. Be sure to do this 3 days prior to your return flights also.

On departure day:

• Review Documentation with Workers.
  1. Passport with visas
  2. WHO Card
  Airline ticket
• Tag Your Luggage.
  1. Brightly colored tags identify your group. Ask your MTS TRAVEL Travel Consultant for bright yellow ones. Two or three people can handle baggage to reduce confusion.

CST 2013363-40