Section 6: Table of Contents
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Travel Packets……………...………………………………..……..3
Packing…….……………………………………………..……….......3
Luggage Tags………………………………..……………………….3
Last Minute Details
o Tickets and Documents………………………………....4
o Money/Travel Documents……………………………..4
o Team Leaders Notebook……………………………..….5
o International Insurance Info…………….……..….5-7
o Packing List (Sample)……………………………..…..8-9
o How to Pack………………………………………….…10-11
Baylor Missions + Student Organizations Leader Handbook: Section SIX: The Final Countdown
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Finalizing the Itinerary
Your team’s in country itinerary should be finalized and submitted no later than 35
days prior to departure. A template is provided for you on our website
https://www.baylor.edu/missions/finalitinerary
The itinerary should include:
- A day-by-day list of all planned projects
- Location information as well as contact names and numbers
- Transportation needs
- Any special circumstances
Packing
The amount of luggage you can bring for free on your flight varies by airline and
location. Most domestic teams or team going to Central America will probably only
be allowed 1 personal item (like a backpack) and 1 carry on suitcase plus 1 free
checked bag (up to 50lbs). If you want to take supplies with you, those must fit in
the allotted luggage allowance, or make sure to budget for additional supply bags.
For teams going to Africa, there may be an additional free bag. Check with the
airlines by searching “luggage allowance” and the airline you’re taking.
A packing demonstration will be provide on our youtube channel
(http://www.youtube.com/bumissions). You will find a sample packing list at the
end of this section. You are welcome to amend it in order to fit it specifically for
your projects and contacts. Please make sure that in doing so however, you are
remaining culturally appropriate for the context into which you are entering.
Luggage Tags
Traveling with large groups is no small logistical feat. Tagging luggage is one small
part of making a trip go smoothly. BU Missions provides luggage tags for all bags.
Each bag is tagged first with a general information tag that has the traveler’s name,
address and contact info. Bags are then tagged with a specific colored team band so
that it can be easily identified on a luggage carousel. When you arrive at the airport,
make sure all bags are marked with the same colors. When you arrive in country,
whoever is grabbing bags knows to grab anything that color, then students can find
their bags more easily. Also, make sure supply bags are also marked and that
specific students have been charged with keeping up with those bags in transit, or
they may get lost!
Baylor Missions + Student Organizations Leader Handbook: Section SIX: The Final Countdown
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-Last Minute DetailsTravel Packets
BU Missions will put together a travel packet for every individual traveling on your
team. This packet will include:
- A printed flight itinerary
- Passport (if collected)
- Visa (if required - usually a stamp or sticker inside the passport)
- Immunization Record (if collected)
- ISOS Travel insurance info card (if applicable)
- Emergency Contact Sheet
- Luggage Tags
- Journal
- Any other necessary documents
Team leaders can pick up these packets for their team at a designated time prior to
travel (usually the week prior to departure). It is up to the team leader as to when
these should be distributed to students (typically the day of travel or at the earliest
the night before). If a student is meeting the group at the airport, you may want to
give it to them early, or they can get it from you at the airport
Money and Travel Documents
These are the most important items that any traveler carries. Students should not
carry large amounts of cash. All expenses with the exception of souvenirs, some
snacks, and maybe some travel meals should be covered in the trip cost. We
recommend that students take no more than $200 in cash. Debit cards can be used
in almost every country to obtain local currency (call your bank first to let them
know you’re travelling!). Additionally, credit cards can be used in airports and other
modern vendors. If you want to use credit, make sure to inform your credit card
provider by setting up an international travel notice.
Instruct students to carry their money, passports, and ticketing documents on their
person in a money belt or travel pouch that is hidden beneath their clothing, or in a
small crossbag/wallet with zippers! They should know where their passport is 24/7
Someone on your trip may misplace their passport or ticketing information. Make
sure students never throw away a travel document thinking they won’t need it any
more (i.e. e-ticket confirmations, etc.). Passports and documents may be collected
upon arrival by the team leader and kept in a hotel safe until departure. You
shouldn’t need your passport while you are out on sites.
Baylor Missions + Student Organizations Leader Handbook: Section SIX: The Final Countdown
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Team Leader’s Notebook
Every team leader will be provided with a travel notebook (or a Baylor “Box” link
that includes:
- Flight itineraries
- Hotel information and contacts
- Transportation information
- Other important contacts and information (including those for emergencies)
- A copy of every team member’s passport and medical release forms
- A copy of the Crisis Management Plan
- Tools for keeping financial records and receipts
International Insurance
All travellers on international mission trips are automatically enrolled and
covered by comprehensive international travel insurance.
International SOS is Baylor’s security agency; if you have any questions before or
while abroad you can look up everything from safety to attire suggestions, they’re a
great resource to help you prep. They are also the org that can get you out of the
country if there is a big emergency.
https://www.internationalsos.com/
Baylor’s code: 11ASGC000003
Breakdown of benefits:
http://www.baylor.edu/globalengagement/doc.php/261836.pdf
If you need information or medical/security assistance while traveling
internationally, call the International SOS Scholastic Members Number. Assistance
from ISOS is included in the AHP insurance purchased for all international travel
and study abroad. ISOS Assistance Centers are open 24 hours per day. Advisers are
available to provide information, medical advice and referrals, and assistance in
medical or security emergencies.
24 hours: 1-215-942-8226 (call collect where available)
In a medical or security emergency, International SOS will call the Department of
Risk Management and the process to support the crisis will begin at the Baylor
campus.
Baylor Missions + Student Organizations Leader Handbook: Section SIX: The Final Countdown
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Baylor Missions + Student Organizations Leader Handbook: Section SIX: The Final Countdown
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Baylor Missions + Student Organizations Leader Handbook: Section SIX: The Final Countdown
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Packing List
talk with your global partner for specifics, this is general but pretty consistent across
all international trips.
Carry-On
- Change of Clothes (x2 Socks and Undergarments)
- Glasses or Extra Contacts/Solution
- Toiletries
- Prescription Medications (In Original Containers)
- Shot Record (if you’re going to a place that requires Yellow Fever shots)
- Spending Money for Travel and Souvineers - $40-$200 USD
- ATM Card (did you call your bank to let them know you’re traveling?)
- Snacks
- Antibacterial Wipes
- Reading Material and other travel entertainment essentials (ie. earbuds, Sudoku)
- Baylor ID card
- RULE OF THUMB: Include items that you would want if your luggage was lost
Essentials
- Flashlight or headlamp
- Bible, Pens, and Journal
- Camera and Memory Cards
- Bug Spray with Deet (Non-Aerosol per Airline Regulations)
- Malaria Meds (If Needed)
- Sunblock
- Sunglasses
Toiletries/Meds
- Toothbrush and Toothpaste
- Deodorant
- Hairbrush/Comb
- Travel-sized Shampoo and Conditioner
- Travel Soap/Body Wash
- Toilet Paper (Travel-Sized Rolls or Travel-Sized Packages of Kleenex)
- (for the ladies…)Feminine Hygiene items (even if it’s not your time of the month)
- Anti-Bacterial Hand Sanitizer
- Allergy Medicine (Benadryl)
- Pain Reliever (Tylenol or Advil)
- Imodium (or if you can get a prescription for Ciprofloxacin, even better!)
- Pepto-Bismol
- Laundry Detergent (Travel-Sized)
- Laundry Bag (Can use a Pillow Case or Trash Bag)
- Washcloth and Towel (depending on location, may be provided)
Baylor Missions + Student Organizations Leader Handbook: Section SIX: The Final Countdown
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Clothing
- Modest dress is the rule!!!
- Skirts (Below Knees)
- Shirts (No Tank Tops or Spaghetti Straps or Anything That Reveals the Midriff)
- Pants, Jeans, or Capris (Lightweight)
- Shorts (To Be Worn at the Hotel or For Specific Mission Projects…KEEP THEM
LONG!)
- Undergarments
- Socks
- Shoes (Tennis Shoes, Chacos, Dress Shoes…Depends on Your Projects)
- Flip Flops (For Around the Hotel, etc.)
- Pajamas
- Fleece/Sweatshirt (For Mornings and Evenings)
- Windbreaker or Lightweight Waterproof Jacket
- one nice outfit that you can wear to church or a special dinner (rules about
modesty still apply! think business or business casual)
Optional
- Umbrella/Poncho
- Cheap Watch
- Power Converters
- Snacks (Bring Items That Won’t Melt)
DO NOT BRING
- Travelers’ Checks
- Regular-Size Pillows
- Jewelry (Avoid Anything Large or Flashy)
- No Charms That Display Religious Symbols
- Laptops and Electronics
- RULE OF THUMB: If it will distract you or others, leave it behind!
Baylor Missions + Student Organizations Leader Handbook: Section SIX: The Final Countdown
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How to Pack
DO NOT OVER PACK! It is tempting to pack everything you can think of “just in
case,” but do you really want to have to lug around a giant, heavy bag? Stick to the
provided list of items; it has been designed by seasoned travelers. Buy travel-sized
items, follow the tips below, and you will have everything you need for a your trip.
General Guidelines:
- Place all liquids in plastic bags
- Take items other than meds out of outer packaging (batteries, snacks, wipes)
- Roll your clothes and utilize large plastic bags or gallon sized ziplock bags for
each type of item
- Leave vanity items at home (straightening irons, blow dryers, electric razors,
etc.)
Your Carry-On
Your carry-on should be a medium-sized backpack (school pack, day pack, etc). This
bag can then be used in country for day trips to various project sites. You will have
to carry this bag through various airports.
- Pack any item that you cannot live without if your luggage is lost
- Pack a change of clothing with at least two changes of socks/undergarments
- Pack all prescription medication in one plastic bag with a signed letter from
your physician on official letterhead
- Pack all toiletry items in ONE quart-size bag or smaller. Place this bag in an
outer pocket for easy removal at the security checkpoints
https://www.tsa.gov/travel/security-screening/liquids-rule
- All toiletry items must be smaller than 3 oz.
- Pack extra contact lenses solution and/or eyeglasses
- Pack something to read or do (crossword, sudoku, etc.)
- Pack your camera and memory cards
- Pack a few snacks and some gum or breath mints
PLEASE NOTE: You are may only be allowed one carry-on and one personal item.
Security checkpoints in other countries may require that your personal item fit
inside your carry-on while going through the checkpoint. Pack your carry-on with
this in mind.
Your Suitcase
Everyone is allotted only one bag per person for personal items in addition to their
carry-on. Pack this bag as if you will have to carry it around a full city block. If you
can’t, it is too heavy!
- Pack all your clothing
- Sort items of clothing into their own plastic bags- all socks in one bag, all tshirts in another and so on
- Pack all toiletry items together in plastic bags to prevent leaking
Baylor Missions + Student Organizations Leader Handbook: Section SIX: The Final Countdown
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Money, Passports, and Tickets
- Bring $40-$200 US dollars for airport purchases during travel or shopping
- Bring your ATM card. You will only need money for personal purchases. DO
NOT BRING TRAVELERS CHECKS! - These are very difficult to exchange and
the rate is lower than cash. Make sure to call your bank/credit card company
and let them know you will be overseas so they don’t freeze your accounts.
- Bring your Baylor ID card as a second photo ID and for student discounts
- Bring your passport and put it somewhere you can find it easily in the airport
- Bring your shot record (for those countries that require certain
immunizations in order to enter)
**If you are traveling to Rwanda, you will need to carry cash instead of relying on
credit/debit cards. They are little to no credit card machines or usable ATMs. You
may want to bring your credit/debit cards along for personal purchases while in
transit.**
**If you are travelling to the UK, you must use credit or debit cards with a “chip”
**All travelers will need to contact their financial institutions to let them know they
will be traveling and where they plan to use their card so the bank or credit card
company does not deny access to the card while traveling abroad.
These are the most valuable items you have when traveling abroad. If they are lost,
passports and tickets can be replaced, but not without the expense of time and
money. Purchase a traveler’s money belt or some other waist pack or zippered
small purse with a cross-body strap for carrying these items on your person.
RULE OF THUMB: If you can get to these items easily, so can a thief.
Baylor Missions + Student Organizations Leader Handbook: Section SIX: The Final Countdown
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