In our last post we touched on three big-picture things that need to be communicated when you conduct information meetings for people interested in your short term mission or humanitarian trip. Today, we focus on some practical details that you also will want to include in these recruiting meetings.
Passports. Provide information on how to obtain a passport. If there is a passport processing center near year, provide that information as well.
Itinerary. People like to have an idea what they will be doing each day. You don’t have to be too detailed, but you do need to let them know what to expect.
Payment details. Make sure it is clear how the finances for the trip are to be handled. If participants are raising funds, make sure it is clear who checks should be written to and where they should be sent.
Extra expenses. Outline what is and is not covered in the trip tuition. What out of pocket items should they be prepared to buy during the trip? Will there be an opportunity to shop for souvenirs?
Deadlines. When is the deposit due? When do all of the funds have to be in?
Applications. Make sure that you have the appropriate paperwork on hand for people to take home and fill out.
Response form. You will want a sign-up sheet, response card or something to capture the names, contact information and interest level of those who are going. If you can collect the legal names and birthdates of those interested, then in some cases your Ministry Travel agent can hold the airline space while people make their decision about going.
Clear next steps. When people leave your information meeting, they should know clearly what you expect them to do next if they want to go.
How to get more information. Ensure that everyone has the name, phone number and email for at least one person that they can contact if they have additional questions or need help getting the application completed.
One final note, be sure to communicate early in the process with your Ministry Travel agent. You should touch base with her or him after your meeting to give an update on your estimated group number and provide the names of those interested in going. Also, let your agent know if any of your potential team members will need a different flight itinerary (if they plan to stay longer or do a layover on the return), want to upgrade to business class, or have other special needs.