Many of us are preparing for summer trips after a year of not having them. You have planned for hours, you’ve prepared your team, hosted trainings, figured out all the details, and now you’re ready to go. But what about your leaders?
Most of us have volunteer leaders who go on trips with us, but how often do you consider blessing and caring for them before, during, and after the trip? Our leaders give up vacation time, finances, time with family, sleep, and much more to engage in these discipleship moments with their students. As the leaders of the ministry we serve in, we have an obligation to care for and bless our people, especially during these moments. So how do we do this well?
Consider covering the cost of the trip for your leaders.
This is something that could be huge in caring for and encouraging your leaders. I know that this may not be an option for all ministries, but I would encourage you to think about implementing this in some capacity. Our leaders already sacrifice so much to come on trips that having them pay for the trip can feel a little insulting. So consider implementing a way to cover some or all of the cost for them.
- Contact the camp or organization you are partnering with and see if they offer a reduced rate for leaders. Many offer reduced rates and some don’t make leaders pay at all. It never hurts to ask.
- Consider building the cost of paying for your leaders into your annual budget. If you plan for it ahead of time, you can prepare your budget accordingly. This doesn’t have to be used to cover all of the cost if you aren’t able to, but it could be used to offset the overall cost.
- Consider breaking down the cost of your leaders into the cost that students pay for the trip. Before doing this, make sure it is okay with your church leadership. Some will not allow this, others may ask you to hold parent forums to explain it, and still others may simply give you the green light.
- Set up a scholarship fund for your leaders. Do not let this dominate over providing scholarships for your students, but have this as an additional way people in your church could show that they care about pouring into the next generation and the leaders who care for them.
Acknowledge them before others.
I love bragging on my leaders and letting them know how awesome they are. But even more than simply saying it to them, acknowledge them in front of others. Talk about how necessary leaders are to your church body. When a leader does something awesome for their group, recognize that to the group. If they did something to help, acknowledge them before the youth group.
Now I will say be cautious in how you do this. Some leaders do not like to be recognized for various reasons. So do not seek to embarrass them or potentially make them feel put out by doing this. Knowing your people and how to best encourage them will give you clarity in how to proceed in recognizing them.
Keep your leaders in the loop.
This includes before, during, and after the trip. Let them know about key things like schedules, objectives, training, and all other important details to keep them in the loop and not having to rely upon spur of the moment decisions or changes. When you do this, it not only gives them an understanding of what is happening but it also tells them that they are valuable and you see them as equals on this trip. You are elevating them and highlighting how critical they are.
Provide them with an intentional gift.
If I am honest, this is probably one of my favorite things to do for my leaders. I love being able to bless them with a gift before we go on a trip to show them how much they mean to me, our students, and our church. The gifts will largely depend on budget, number of leaders going, and the length and intensity of the trip. Do not feel that the gift must be extravagant or expensive. Instead seek to provide an intentional gift that reflects how much you care about them. If you can tie it into your trip somehow, that’s an added bonus. I also try to find gifts that our leaders can use outside of the trip in everyday life. Here are a few suggestions for gifts to give to your leaders:
- A backpack or drawstring bag that has your ministry name and/or logo on it. And added plus would be filling it with a handwritten note, snacks, and different “supplies” (see the next point for more info) for the trip.
- A water bottle or Yeti that features your youth group logo.
- A nice warm blanket for those winter trips.
- A nice journal with their name on it and a handwritten note from you on the first page.
- A hoodie, t-shirt, or zip up jacket. Consider putting a fun saying, your logo, or your leaders’ names on them as well.
Have a leaders-only space or trip survival bags.
Whenever possible, find ways to bless and encourage your leaders throughout the trip. This could be by designating a leader-only space that has comfortable seats and couches, snacks and drinks for leaders only, and has a place for them to just breathe. It could also be by giving them trip survival bags. These are bags with resources to help them get through the trip and can have a mixture of practical, funny, and relational resources. Here is a quick list of some items to put into the bag or have in a leader-only lounge:
- Advil, AdvilPM, and Tylenol
- Candy bars
- Non-chocolate candies (i.e. Skittles, Starbursts, gummy bears, licorice, etc)
- Tea and coffee
- Gatorade or Propel
- Energy drinks
- Sleep masks
- Water bottles
- Hand sanitizer
- Chips and snack mixes
- Cookies and sandwich crackers
Check in with each leader during the trip.
While you are on the trip, make sure to intentionally connect with each leader and make sure it is more than a 1-2 minute check-in. Carve out time to truly sit and listen to how they are doing, what has gone well, what they need encouragement for, and pray for them. A great way to spend the time is to buy them a cup of coffee and share the time it takes to drink that coffee simply listening to and encouraging them.
Thank their family for letting them come.
This is one you can do before, during, or after the trip or use a combination of these to reach out to families. We don’t often consider the sacrifices our volunteers make so recognizing their families and thanking them for allowing their loved one to come is a big deal. It could be a text or phone call beforehand. It could be a handwritten note. It could be a public thank you before the trip. Maybe it is a text midweek with a photo of their spouse or parent shepherding students and a quick thank-you for letting them care for their students. Or maybe it’s a follow up note after camp talking about how God used them.
Write them a card.
Nothing says “I love you” and “I see you” more than a handwritten card or note. I love to send our leaders to camp with a personalized thank you note because I want them to know how valuable they are. But I would encourage you to consider giving out notes or cards during the trip as well. Highlight how you’ve seen your leaders serve and lead, point out how you have been encouraged by them, and consider giving them a gift card or credit to the snack shop if there is one. I would also suggest writing a follow up card after the trip to each of your leaders thanking them. These types of intentional notes will generate buy-in and commitment to the ministry because your people will see that you are committed to them.