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Welcome
Table of Contents
THE LUTHERAN CHURCH
MISSOURI SYNOD
TEAM LEADER
Travel Arrangements...........................................10
Country Information............................................11
Consulate Registration........................................11
Trip Costs...........................................................11
Trip Cancellation.................................................11
Travel Documents...............................................11
Passports...........................................................11
Visas..................................................................12
Health Insurance/
Medication Evacuation Insurance.......................12
Life Insurance.....................................................12
Vaccinations.......................................................12
Vaccination Certificate Booklet............................12
Emergency Contact Information.........................12
Internet Access and Calling Home......................12
Traveling with Money..........................................13
Clothing..............................................................13
Packing..............................................................13
Valuables............................................................13
Luggage.............................................................13
Departure Airport................................................14
Travel Time.........................................................14
Jet Lag...............................................................14
Travel Sickness...................................................14
Snacks...............................................................14
ARRIVAL PROCEDURES
Customs/Immigration.........................................15
Keeping the Team Together................................15
Airport Tax..........................................................15
Culture Shock/Cultural Issues.............................15
On-Field Relationships........................................16
RETURNING HOME
Debriefing...........................................................16
Evaluation...........................................................17
Sharing Your Experiences...................................17
Whats Next?......................................................17
Thank You..........................................................17
APPENDIX A
Packing List........................................................18
APPENDIX B
APPENDIX C
Sample Application.............................................22
APPENDIX D
Resources..........................................................23
Team Leader
To have a successful mission experience,
each team needs a team leader. Team leaders
must be a team member. A successful team
leader should have leadership abilities
and organizational skills. Cross-cultural
experience is helpful, but not necessary.
Team Leader Roles and Responsibilities
General Responsibilities
Serve as a role model for your team.
Plan and run team meetings.
Work toward group consensus in making
decisions and solving problems.
Follow up with team members to ensure they are
completing their assigned tasks.
Encourage team members.
Build a sense of community between team
members.
Listen and respond to the needs of the team,
missionaries and national hosts.
Pre-Trip Responsibilities
Spend time in personal prayer and devotion.
Pray for your team members, mission field and
project.
Recruit team members.
Serve as the contact person with LCMS staff.
Assign job duties to each team member.
Distribute, collect and verify all forms.
Verify that all travel arrangements are made.
Verify that money is collected and that all
payments are made.
Ensure the team completes team training.
Work with your pastor and congregation to
involve the entire congregation in the short-term
mission trip.
On-Field Responsibilities
Serve as mediator and main communication
person between team members and missionaries/
local leaders.
Model flexibility things in the mission field
can change quickly.
Be aware of the physical, emotional and spiritual
health of each team member.
Ensure that team devotions and debriefings occur
daily.
Post-Trip Responsibilities
Complete debriefing forms.
Follow up with team members and encourage
future local and international mission
involvement.
Contact the LCMS to share the names of team
members interested in future service.
Complete the last section of the short-term
training series.
Ensure that the team follows up with individual
supporters and their congregation(s) to share
their experiences, how God used them and what
He taught them.
The list of responsibilities may seem long and
overwhelming, but please do not be discouraged. It
is important to remember you are not alone, because
we are always available to help you. If you plan
ahead and assign job duties early, your work will be
distributed among your team members. This will give
you time to help your team members and focus on
preparing your team to serve.
Team Leader Manual
Preparation
Personal Devotions
Many good daily devotion books and materials are
available. There are even some that focus on shortterm mission trips or entering cross-cultural ministry.
If you are experiencing anxiety or excitement about
a particular aspect of the trip, look for a devotion or
Bible verses that addresses these feelings. Its crucial
to make your personal devotions a priority as you
prepare to lead a team of Gods people on a mission
trip.
Prayer
It goes without saying that prayer is important and
should not be forgotten in your preparations. If you
dont have a prayer partner, this might be a good time
to find one! Ask someone who cant go on the trip
to be in prayer for and with you. You can share your
thoughts and anxieties about the trip and ask your
prayer partner to petition on your behalf.
Journaling
A journal will be given to you and each team member
in the short-term team training. It is designed to
help each person on your team to prepare for the
trip, record thoughts and experiences during the trip,
and record thoughts and feelings upon returning
home. As you encourage team members to use this
tool, dont neglect recording your own preparations,
feelings and experiences.
Non-refundable deposit
Team Meetings
Meeting Topics
Time is a precious commodity for you and your team
members. Knowing when to schedule team meetings
and for what purpose can be a challenge sometimes.
The following is a list of suggested topics that should
be discussed at team meetings.
Trip information
Team sign-up
Learning about the country
Team-building activities
Information and planning for support-raising
activities
Filling out forms and other logistical details
Fellowship and family get-together (where
members invite their families to meet other team
members and get to know one another better)
Short-term team training (involves six meetings
before you leave and one when you return)
Planning for mission task i.e., VBS, building
project, teaching
Meeting Agenda
Productive meetings are important. It is often helpful
to have an agenda before the meeting begins to keep
the group on topic and to get tasks accomplished.
This agenda does not need to be shared, but will help
you keep focused and on time. The following list of
agenda items are important components of a mission
trip meeting.
Opening devotion
Prayer (it is good to take time to pray specifically
for the trip and ask for prayer requests)
Review of past meetings or topics (old business)
Preview of what is coming up in the future
Main topic/reason for meeting
Questions
Fellowship
Daily Field Meetings
Your meetings during the mission trip will not be
quite the same as when you were at home, although
some components should remain the same. The team
should meet once or twice a day, depending on your
schedule. One meeting should be a quick time for
devotion/prayer and checking-in with everyone. The
other meeting should be longer and include time
Team Accountability
As the team leader, it is important that you set some
behavior guidelines for your team before departure
and help the team develop accountability within
the group to hold up the guidelines that are in place.
Each team may have different areas to address, but
some topics to consider are:
Drinking age, if it is different than in the U.S.
Off-days, what limits should be in place
Dating within the group and with locals
Interactions between men/women, husbands/
wives
Conflict resolution methods
Social media guidelines
Country Information
You will be mailed valuable information about your
host country. It will include information on the
history and culture of the country you will soon
visit. You are also encouraged to research on your
own using books or by searching the Internet. Some
helpful sites include:
The Lutheran ChurchMissouri Synod
www.lcms.org and www.lcms.org/international
CIA World Factbook
https://www.cia.gov/library/publications/the-worldfactbook
Lonely Planet
www.lonelyplanet.com
Consulate Registration
Please register yourself and your team with the
consulate in each country you are visiting. You can
do this through the U.S. State Department Smart
Traveler Enrollment Program: http://travel.state.gov/
step. You will need to have your dates finalized, your
passport number, and contact information for your
host or your lodging information.
Trip Costs
Teams are responsible for all field costs that relate
to the teams service on the mission field. All living,
on-field travel, food, coordination, insurance and any
agreed upon project costs will be billed to the team.
The final cost cannot be changed unless agreed upon
by both parties.
Two months before departure, you will receive an
invoice from the LCMS. Your invoice will include
the costs due to the LCMS one month before your
departure. It will also indicate any costs you should
be prepared to pay once you arrive on the mission
field. The costs will not exceed the amount given in
the original estimate unless significant changes have
been made in schedule, location or task at the request
of your mission team.
Trip Cancellation
Although trip cancellation is never anticipated,
occasionally a team or mission field will need to
cancel their trip for various reasons. The LCMS
policy on trip cancellation can be found in the
Appendix of this manual. If political unrest or natural
disaster is a reason for concern, the LCMS will work
with you directly to give you the latest information
from our sources and make a final decision on the
feasibility of your trip. If the team decides to cancel
their trip, they will be charged all irrecoverable costs.
Travel Documents
All travel documents should remain in each persons
physical possession at all times when traveling.
Even when on the airplane, this information will be
needed to fill out forms for customs and immigration.
Please remind your team to keep every paper given
to them by the authorities. It is not always clear
which papers will be important later. It is a good
idea to remind your team of this as soon as you leave
customs. It is also important to keep a copy of each
team members passport with you as a back-up.
Passports
A passport is a formal travel document issued by
a government to its citizens, which attests to the
bearers identity and nationality, and indicates that
the bearer is entitled to receive the protection and
assistance of the countrys consular office while
abroad. Your passport should be valid for at least
six months beyond the date of your scheduled trip.
Information for obtaining or renewing passports can
be found at www.travel.state.gov. You can also contact
your local U.S. Post Office or consult its website at
www.usps.com. Team members should begin getting
their passports as soon as possible after joining the
team. A passport is required to return back to the
U.S. from all foreign countries, including Mexico and
Canada.
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Visas
Life Insurance
Please ask team members to check to make sure they
have adequate insurance.
Vaccinations
The LCMS will send you a list of the recommended
vaccinations for your country of travel. This list
is from the U.S. Centers for Disease Control and
Prevention. Each person is encouraged to visit their
website for the latest information. Each team member
should also plan to talk with their doctor or a travel
clinic to determine what vaccinations they need, if
any. The LCMS does not required any vaccinations.
In very rare cases a vaccination will be required to
enter a country. If this is the case, the information
will be sent to you with the visa information for that
country.
Clothing
Packing
Be sure to hand-carry some essentials in your carry-on
bag in case your luggage is delayed or lost. Mixedpacking, or putting necessary items in multiple
suitcases, is a good idea for couples. That way one
person wont end up with nothing, while the other
has everything! Carry your passport and other travel
documents in your carry-on luggage.
Valuables
Do not wear or take any valuable that you cant live
without. Do not wear or take expensive jewelry. It is
important to be modest in all aspects.
Luggage
It is generally recommended that you have one
suitcase and one carry-on piece. The smaller and
lighter the better. It is common in international
travel that you find yourself needing to transport your
entire luggage alone. This might happen while
getting on or off a bus or train, or just walking across
the street. In these situations, sturdy, wheeled luggage
is very helpful.
If your team is planning to take additional luggage
for supplies or donations, plan for this as well. Make
sure that everyone knows the luggage on which their
names are attached. It is also important to think of
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how soon you can donate or use the items and whose
luggage can then be condensed so that each team
member only has one carry on and one check-in bag
for the remainder of their journey. Please do not plan
to take supplies that have not been cleared/asked for
by your mission host.
Departure Airport
Consult your airline concerning how early to arrive
at the airport. Allow plenty of time to take care of
necessary matters and ensure that you are able to
board your international flight with as little stress as
possible. International travel security measures are
generally more difficult and take more time.
Travel Time
Use your time wisely. Plan for the time you will have
on the plane. Bring a favorite book and be prepared
in the event of a grounded flight or other delays. Help
your team be prepared for lots of down time, and
possible delays. In these situations, model flexibility
for them. Ask for Gods help to use the down times
for journaling, devotions and team-building.
Travel Sickness
It is helpful to suggest that each team member
bring any medication they think they will need in
the event that they suffer from any type of travel
sickness. It is also a good idea to have a group
medical kit with over-the-counter medications and
first aid equipment. Remember, it may be difficult for
the group to slow down or stop for team members to
recuperate. Taking precautions individually and as a
group is both helpful and thoughtful.
Snacks
You can suggest for team members to carry some
snacks. Nuts, dried fruit, granola and candy help
keep the energy high, blood sugar stable and provide
nutrition in case of delays. Always give attention to
proper nutrition, especially the day before traveling.
Drink plenty of liquids, since dehydration can be
significant during long periods of travel. Minimize
alcohol and caffeine intake they are dehydrating.
Jet Lag
To avoid jet lag as much as possible, go to bed a little
earlier or later each night before your trip to help you
adjust to the difference in time zones. Shift mealtimes
gradually, and prepare yourself psychologically
by setting your watch for arrival time in the new
time zone once you board your plane. Drink lots of
water to offset possible dehydration caused by the
low humidity aboard planes and trains. Do not stay
seated for the entire flight; try to get up and get your
circulation moving. Upon arrival, eat a light meal,
get some exercise, and if possible, shower, relax and
go to bed early. The sooner you adjust your schedule
to that of your host country, the better.
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Arrival Procedures
Customs/Immigration
Arrival at your destination airport usually involves
a two-step process immigration and customs. In
most cases, before landing, the airline attendants will
give you a customs declaration form and/or landing
card to fill out. You will be required to list an address
of where you will be staying. Make sure you have
that address in your carry-on items. Write personal
effects on the customs form rather than listing
everything in your luggage. Keep the forms and your
passport handy as you get off of the plane.
The first step is immigration, where you are required
to show your passport and landing card (completed
in the airplane) stating your purpose for visiting and
where you will be staying. If a special visa is required,
you will need to show it at this time. It will usually
be attached to or stamped in your passport. Once you
have your passport stamped and clear this area, you
then pick up your luggage and head for customs. In
some countries you will purchase your visa when you
arrive. This will happen in immigration before you
move to customs.
Customs officials may inspect luggage when you land.
Cooperate with them and remain friendly and polite.
Keep every paper that you are given by authorities.
You may be required to show a seemingly insignificant
piece of paper prior to leaving the country.
Airport Tax
Some countries charge an airport tax to be paid when
you leave the country. You will want to set aside
money at the beginning of the trip to pay this tax for
the entire team. Check with your airline or travel
agent for the current airport tax or to verify if it is
paid by the airline.
On-Field Relationships
Friendships, especially male-female relationships,
are different in each country. Relationship building
is a key component to mission trips, so noting the
differences is very important. In some countries, men
and women are seldom friends. This can be difficult
for friendly Americans. Please make sure that you ask
your mission host the appropriateness of developing
relationships, especially across cultural and/or gender
lines. If an unhealthy relationship seems to be
developing, please talk to the person and/or mission
host immediately.
Returning Home
Your trip is over and you are back home.
Emotionally, you have experienced something
with which few people can completely
identify with. Each persons re-entry
into American culture is different. This
is important for you to consider as the
team leader. Your team may have returned
unchanged, but it is unlikely. More than
likely, each of you has returned from this trip
a little different person with a different view.
Your final responsibilities as a team leader
will include helping your team debrief to
understand this experience and then finally
to help and encourage them to seek out what
God is calling them to do with what they
learned on this trip.
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Debriefing
Debriefing is the process of talking through recent
events, reflecting on them, gathering feedback from
others about them and coming to any necessary
conclusions to be ready for the next event/
experience. As you know, it was important to
incorporate this into your daily team meetings on the
Team Leader Manual
Evaluation
In some cases, your mission host may ask you to fill
out an evaluation form, or just speak to you in-person
at the end of your trip to talk about the experience.
It is important that you take this time to evaluate the
entire experience and share the highs and lows and
joys and challenges of your service. You will also be
asked to fill out a debriefing form for the LCMS when
you return on behalf of your team. This debriefing
will be used to help us understand your trip, how God
used your team and ways we can continue to improve
processes related with short-term missionary service.
Taking the time to reflect on your experience will
also help you as you prepare to tell your story of
the trip. Be honest and prayerfully evaluate your
impressions.
Whats Next?
Your final responsibility as a team leader is to help
and encourage each individual team member to
discover their next steps. Some people will be
energized to encourage the congregation into
outreach. Some will begin counting the days until
the next mission trip. Some will want to organize
ways to help the mission field you just left. Some may
begin to consider long-term mission service. Others
may not readjust well or quickly to their life. Stay
connected with each team member and encourage
them in the ways God has called each of them. Help
them connect to individuals who can aid them in
achieving their goals. Talk and pray with them when
they need a listening ear. The Next Mile is a helpful
resource regarding this topic. Information about
this re-entry guide for team leaders is found in the
resource section of this manual (Appendix D).
Thank You
The LCMS would like to thank you for serving as
team leader. Your role is vital to the success of your
teams service and to the mission strategies of The
Lutheran ChurchMissouri Synod. We are here
to help and we encourage you to contact us if you
have any comments and questions. It is important to
remember that you are not alone.
May the Lord bless you and your team as you prepare,
serve and share in Gods mission for the world!
Phone number: 888-THE LCMS (843-5267)
Email: mission.teams@lcms.org
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Long pants
Shirts/sweater/jacket
Church: Dress pants, shirt, shoes & tie
Underwear
Comfortable walking shoes, sandals for bathing
Swim suit
Umbrella & rain jacket
Womens Clothing
Travel: dresses/skirts/slacks
Sunday dress and dress shoes
Comfortable walking shoes, sandals for bathing
Underwear
Umbrella & rain jacket
Swim suit (modest)
Sweater
Health Items
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Bug repellent
Antibiotic medicine
Anti-diarrhea medicine
Aspirin
Bandages/gauze & tape
Antihistamines for allergies
Antibacterial solution
Malarial pills (if recommended)
Prescription medicines
Personal Items
Razor/shaving cream
Alarm clock
Shampoo
Deodorant
Soap/washcloth
Towel (not always necessary)
Toothbrush/toothpaste
Antibacterial lotion/wipes
Sunscreen
Personal cup
Hat/sunglasses
Paper/pens
Flashlight/batteries & bulb
Plastic bags with zippers
Earplugs
Money belt or holder
Bible
Camera/film
Tissues/toilet paper
Travel Documents
Passport/visa and copy of passport packed
separately
Immunization record
Insurance records
Phone numbers and email addresses of friends
and family
Address and phone of host missionary
Food
Snack food
Granola bars
Water bottle (must be carried empty, or purchased
after the airport security check-point)
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State:
Email:
Phone: (
Gender:
Marital Status:
ZIP:
)
Spouses Name:
Passport Number:
Date of Birth:
Children (names and ages):
CHURCH INFORMATION
Home Church:
Do you volunteer or hold a leadership role in any organization outside the church?
Please name a pastor or church leader who could give you a reference.
Please list two people who know you and and are willing to attest to your character (name and phone number).
Have you ever served on a mission trip or had any cross-cultural experience? q No q Yes
If yes, where and when:
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WORK EXPERIENCE/TALENT
List any specific talent(s) you have (drama, music, puppets, construction, medical, teaching, etc.)
Occupation and place of employment:
List any foreign languages you speak fluently:
What do you see as your strongest character quality and why?
What do you see as your weakest character quality and why?
PERSONAL INFORMATION
What are your personal expectations from this trip?
How does your family feel about you going on this trip?
Do you have any condition that might affect your ability to fully function as a missionary on this trip (i.e., fear
of flying, depression, anxiety, sleep disorders)?
Have you ever been convicted of a crime? q No q Yes
If yes, please explain:
What are the most significant events that have occurred in your life in the past two years?
I have read and understand the information. The information stated in this application is accurate and true to
the best of my knowledge. My signature signifies my approval of all limitations listed above:
Signature of Applicant:
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Date:
Appendix D: Resources
Country Specific Information
LCMS International Mission Information,
www.lcms.org/international
The CIA World Factbook,
https://www.cia.gov/library/publications/the-worldfactbook
U.S. Centers for Disease Control and Prevention,
http://wwwnc.cdc.gov/travel
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Published by
The Lutheran ChurchMissouri Synod
Office of International Mission
1333 S. Kirkwood Road Saint Louis, MO 63122-7295 888-843-5267
mission.teams@lcms.org www.lcms.org