February 22, 2013

How to Schedule A Trip

How to Schedule a Trip
(Trip cost: $700 per person plus airfare for a Saturday to Friday trip)

1. Team leader will contact Ann Amster (ann@childrens-hope.com) to secure dates for a team based on the availability. Ann will discuss the needs of Children’s Hope and the skills and gifts of team members to determine the type (ex. Medical/dental, evangelism, construction, etc) of mission trip.

2. Ann and team leader will set a date for an Orientation Meeting for all of the team members. This usually takes place at the team’s church, and a CH Staff member will lead this. All team members should read information found at Children’s Hope website (www.childrens-hope.com) under Haiti Initiative, especially information on Mission Trips under this tab.

3. The team leader (or designated person) will make airline reservations (*or see info on travel agent below) for all team members at least three (3) months in advance of departure. See tips below on making reservations. The team leader/designated person will collect money for reservations from team members. PLEASE email a copy of the flight itinerary to: ann@childrens-hope.com in order for Children’s Hope to coordinate your local transportation and purchase travel insurance.

4. At least 40 days in advance of departure , the team leader will submit a Mission Volunteer Form for each team member (see www.childrens-hope.com under Haiti Initiative-Mission Trips-Forms to print a copy) and a copy of each team member’s passport to First Baptist Church, Attn. Children’s Hope, 305 South Perry Street, Montgomery AL 36104.

5. At least 30 days in advance of departure , the team leader will collect $825 from each team member and send ONE check to Children’s Hope (see address above). This includes meals, lodging, local transportation, translators, and travel insurance.

Tips on making airline reservations:

Airline reservations are nonrefundable. They can be used at another time but usually require a change fee of at least $150.

Delta is one airline that flies directly from ATL to PAP.

American Airline flies to Miami and then to Port au Prince and flies out of many Southern cities. It is best to take flights that leave between 6 – 6:30 am, have a short lay over in Miami and then arrive in Port au Prince around 12:15 pm.

Another possibility is to fly into Miami the evening prior to the departure date, spend the night in Miami, and take an early flight to Port au Prince the next morning.

Make sure ALL team members arrive at the airport at least two hours prior to departure time to get checked in for all international flights.

If a team needs to reserve a hotel the night before departure, the team leader will need to secure these reservations, and this will be an added expense.
If you can’t schedule a plane to arrive in Port au Prince at 12:15 – 12:30 pm then try to schedule a flight that arrives by 2:30 due to the long trip you have over the mountains to Jacmel. Remember, this trip to Jacmel from Port au Prince is about 3 and ½ hours but has been much longer at times due to traffic and stalled vehicles.

On the return flight out of Port au Prince, make sure you give the team time to drive over the mountains. For example, it would be better to take the 1:25 American Airline flight out of Port au Prince rather than the 10:25 am. If you take the 1:25 pm flight then you would have time to get over the mountains even if there is a traffic delay.

As of Feb. 2013, Delta will allow you to check one piece of luggage under 50 pounds at no charge. American airlines charges $25.00.  However, the team leader should confirm this information on the airline’s website since this is subject to change.

* Robbie Ginn with R & R Travel is available to make airline reservations for churches/groups but there is an extra $50 charge per person. She can be reached at:
256-831-2323 or robbie@rrtravelservice.com.

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