Tag: trips

5 Factors to Facilitating a Mission Trip

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We are beginning to start our mission trip training for this summer. With two trips planned and two unique teams going, we need to make sure our students are adequately prepared and trained in order to best grow and serve. Our summer ministry rhythm alternates between doing some type of retreat or conference one year and a mission trip the following year. Regardless of whether it is a mission trip year or not, part of our vision for our program is to incorporate missional opportunities in all of our trips because of the mission Christ gave to all of His followers.

What that means is we are always approaching our trips with a mission-centered focus. In order to do that well, we must think through some key aspects. Mission trips that are just haphazardly thrown together are not all together a bad thing as opportunities may just present themselves. But the more intentional we are in thinking through how we can shape and facilitate the trip in an impactful and meaningful way, the better prepared we will be and our students will reap the spiritual benefits.

The points below are intended for those who are planning their own trips and not necessarily partnering with a mission organization. However, I believe these points translate into either type of trip. If you go with an organization some of the points may already be figured out for you. These are key avenues to engage during the very beginning of mission trip planning and are designed to help the main trip leader best prepare themselves and their team for the upcoming training and trip.

1. Know your objectives.

Mission trips are a wonderful opportunity to not only help your students grow spiritually but also to bless others through your actions and care. In order to achieve both of those realities, there need to be clearly stated objectives. If you know the objectives of your trip it allows you to shape and plan accordingly so you can accomplish said objectives.

Your objectives can be focused on the spiritual growth of your students, skill sets that need to be learned, tasks that need to be accomplished before and during the trip, building relationships within the team and with the community you’re serving, or whatever else you see as a goal for your trip. When you have your objectives focused and spelled out, you will then be able to guide and shape your trip and team accordingly.

2. Clearly communicate expectations.

Whether you are setting up team meetings, explaining guidelines for the location, sharing team member requirements, or detailing work expectations on the trip, the ability to clearly communicate expectations will help set your team up for success. This is true even when you are advertising the trip to your students. The clearer and more concise your communication, the more apt your people will be to understand and follow what you are asking of them.

When it comes to expectations for your students, never assume they know what they are even if you have taken them on prior trips. Each mission trip will be unique which means the expectations will be as well. So be clear, concise, and direct with expectations in order to set your team up for success.

3. Utilize team training.

Training for mission trips is a must. Without training you will be setting your team up for dysfunction and potential failure. Training allows the group to grow and deepen relationships, engage in team building, grow in the skill sets needed on the trip, have a better understanding of how to minister to the community you are serving, and to help each team member know more about themselves personally.

Training can include activities to simulate what you will be doing, practice or organize different elements needed for the trip, complete personality assessments, or engage in prayer times, team building, or evangelism and prayer training. It can also include watching videos or reading helpful books, bringing in teachers to help equip your team, or whatever else you find beneficial. These do not need to be exceedingly long or every week, but I would recommend starting training sessions 4-6 months before you are to leave and averaging 1-2 a month.

4. Highlight flexibility.

If you have ever led a student trip before you know the importance of flexibility. But often times our students never see that part of the trip because they are only engaging the trip not serving behind the scenes. That’s one of the key differences between a retreat or camp and a mission trip. On a mission trip students are serving and leading, not simply consuming. So helping your students understand flexibility, why it is necessary, and how it may look on the trip will help to strengthen and equip your team to do their best work and be for one another and the community you are serving.

5. Build your leadership team ahead of time.

As you are beginning to prepare for your trip it is important to recruit the necessary leaders for the trip before you begin to advertise it to your students. This allows you to have the appropriate student-to-leader ratios and it also helps you to have the leaders needed for the trip. We all have amazing leaders who serve in our ministries but not all of those leaders may want or be able to serve on a mission trip. So figuring out who can and should go ahead of time allows you to be better prepared for the trip by having your leadership team in place.

7 Ways to Prepare Leaders for Trips

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Whenever you go on student ministry trips, you are probably taking leaders with you. Whether it’s one or two or maybe thirty, having leaders on a trip is essential. They help make sure everything goes as it should, they invest in your students, and they are the people who allow the trip to actually happen.

But if we don’t prepare them well for the trip, we will actually be hindering them and ourselves. We are the ones with all the details and knowledge of where we are going because we have been in contact with the host location. What we need to be doing as ministry leaders is preparing our leaders well so they can truly succeed and have the greatest impact in the lives of our students.

Today I want to share with you some ideas and tips on how to best prepare your leaders for upcoming trips.

1. Prepare and communicate in advance.

One of the best things you can do for your leaders is be prepared and communicate to them well in advance. The more they know ahead of time the better suited they will be to fully contribute and care for students. Make sure to communicate dates and times, location of the trips, what they should bring, and what you’re bringing like supplies, games, snacks, Bibles and pens, fidgets, devotionals for students who follow Jesus, and even things like power strips.

2. Have a leader meeting before you go.

One of the best things you can do for your leaders to help prepare them is to have a meeting before the trip. Being able to walk through who is going, room assignments, the schedule, expectations, and allow time for questions will help your leaders feel more at ease about the trip and will give them confidence as they go.

3. Prepare a leader packet.

Preparing a packet for your leaders gives them not just information but helps them to know what is happening and what is expected of them. When you put together a packet, include things like a site map, packing list, sleeping arrangements, small group assignments, schedule, questions for small group time, contact info for the camp, and all the leaders’ contact info so everyone has it.

4. Set up a group text for your leaders.

This is one of my favorite things about going on trips. We always set up a group chat to share information and pictures throughout the trip. There are lots of gifs and jokes between leaders, but also moments where we share prayer requests and praises. It also allows for information to get out quickly and everyone to see what is happening throughout the time at camp.

5. Go over expectations.

Sometimes on trips we just need leaders to hang with their students because the location handles everything else. Other times leaders need to be more hands-on and have various roles. The clearer you can outline those expectations and share them with your team, the better prepared they will be to lead and shepherd your students.

6. Find ways to bless them.

Whether it’s a personalized card, a leader gift bag, or a Starbucks gift card, something to encourage them and let them know they are loved and valued is wonderful thing to do for your leaders. By blessing your leaders you are showing them how much they mean to you, the ministry, and your students. This is a tangible and intentional opportunity for your leaders to know they are seen and valued.

7. Spend time praying together.

When you prepare your leaders ahead of time, spend some time praying for them, your students and families, and the trip. These moments allow you and your team to intentionally pray for all aspects of the trip and to pray specifically for the students who are going. God moves powerfully through prayer and by praying before the trip we are intentionally asking God to do big things in the lives of our students. By praying for God to work in the lives of students, it allows us to see how He intentionally and divinely moves in the lives of our people and the change that comes about.

How do you best prepare your team for trips? What are your best practices for doing this?

The Week Before a Trip

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When this post goes live we are t-minus five days until we depart for our winter retreat. Every year we take our students to a camp in our area for a winter weekend filled with solid teaching, worship, small groups and discipleship, lots of fun, community, and hopefully a little bit of snow.

But let’s be honest: the week or two before a trip can usually be pretty stressful and busy. There’s all the trip details, making sure everyone is paid up, communication, packing for yourself, making sure your students bring what they need, regular work commitments, and all the other pieces that we know will pop up at the least opportune time. So the question is, “How do we manage and prepare well during those weeks?”

On today’s post I want to share a few tips for how to not only prepare well but manage your time and details to succeed during the prep week and your time leading up to camp.

Have someone else handle speaking.

The week of and perhaps the week before a trip, I would highly recommend having someone else speak at your gatherings. For most of us, the primary amount of our hours are focused on preparing messages for our students, and by recruiting someone else to speak you are giving yourself flexibility and opportunity to focus your time in other places. Whether it’s a youth leader, another staff member, a student, or a guest speaker, having someone else speak frees you up to focus on the trip. It gives you all the time you’d focus on study, prep, and speaking to now focus on making sure everything is handled before you depart for your trip.

Try to keep your schedule as open as possible.

The week before I go on a trip I try to not schedule any meetings or additional work items if at all possible. I will always have various meetings I have to attend, but I try to not add more to my plate. The more we add to our schedules, the more we will feel overwhelmed and behind. So try to keep your schedule open and make the most of the time you have to prepare for the trip and handle what needs to be done.

Over-communicate to families.

No matter what, you will always have people who miss or don’t pay attention to communications you send out. But trying to get ahead of those moments and doing all you can to clearly and concisely communicate will help immensely. I try to schedule and send all of my communications at least a week before parents would ask for them. For example, if I know parents will want a packing list two weeks before we leave, I try to send it three weeks and again two weeks before we go. That way there is a greater chance for them to not only see it but also to have a reminder sent in case they forget.

Have a planning meeting with leaders.

If you have ever served as a volunteer in student ministries, you probably know what it feels like to not have all your questions answered or what it feels like to be unsure about what to expect. The more we can help to prepare our leaders and give them the information they need, the better prepared they will be to lead and disciple your students. So find time before you go to help prepare your leaders mentally, emotionally, and spiritually. Remember that these meetings don’t need to be very long and should also be about spiritually preparing and not just information dissemination. So spend time praying together for one another, the trip, and your students.

Create a personal packing list and a ministry packing list.

We have recently written about what to pack for trips as a leader. This is a really helpful resource for both ministry leaders and their team of volunteers. It may be helpful to have a concisely written packing list for your leaders at your planning meeting. On top of your ministry packing list, also think through what you will need personally. For me I always make sure to have different types of cold medicines and throat drops, braces for my ankles that tend to roll, spare clothes, some protein bars, and some extra games and snacks for my cabin. Think through what you’d like to bring and make sure you have your list ready for when you need to pack.

Schedule time off before and after the trip.

This is something I have been making sure that I do more often. Depending on what needs to be done, I try to take an extra day off the week before a trip to spend with Elise and mentally and spiritually prepare myself for the trip. After I get back I try to take a day off to catch my breath, decompress, and heal (for me that means going to the chiropractor and getting extra rest). These aren’t just meant to be comp days but days to decompress and refresh so I am able to minister and care for my people without leading out of emptiness or depletion.

Make a list of what needs to be done and when.

I love making lists and crossing things off as I complete them. And when it comes to trips, I make lists of what needs to be done leading up to our departure. Typically I make two lists for trips. The first one is focused on the big things that need to be done from the very beginning of scheduling the trip. This includes announcing the trip, payment deadlines and reminders, parent and family communications, departure information, and packing lists. The second list is one that is focused on the week or two before the trip. This has to do with leader meetings, social media reminders, final communications to families, texting groups for leaders, sign in procedures, packing for myself and the ministry, and anything else that needs to be accomplished.

What does the week before a trip look like for you? How do you prepare for your trips?

Ideas for Student Meals

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For many youth groups, winter retreats are just around the corner and summer trips are fast approaching, which means planning has begun or will begin shortly. Part of planning for these trips may include meal planning and thinking through how to offer food that is affordable and tasty. Still other youth ministries offer meals weekly to their students as a way of blessing them and their communities.

But have you noticed how we can easily default to the same meals over and over? Perhaps you have run out of ideas about what you can offer to your students. I know I have been there many times. I’ve wondered what to offer for trips that wouldn’t drastically raise the overall price. I’ve defaulted to pizza way too often! And let’s be honest: the easy option can feel like the best option because it’s less work and simpler.

Today, I want to share with you some fun and affordable meal ideas that you can utilize on trips and in your ministry whenever they are needed.

Breakfast options.

  • Cereal bar. This is a fun and easy one. Grab a bunch of cereals from your local store and have them set out for your students. They don’t need to be name brand, there are a ton of store brands that taste just as good, but I’d recommend a broad variety so students have different options. Don’t forget that some students are lactose-free, so consider grabbing a milk alternative or two.
  • Pancakes. This is a really cheap option for breakfast. You can grab a large bag of pancake mix from your Costco or Sam’s that only requires water and mix it up to make a hearty breakfast that is fairly cheap. If you’re looking for your pancakes to have a little more taste and to be a little fluffier, grab a bottle of Sprite or 7up and substitute that for the water. Trust me on this one; these are sure to be winners with your students. Don’t forget some butter and syrup to top off this breakfast (check out Aldi for cheap butter and syrups).
  • Eggs and bacon. These are breakfast staples and honestly, it makes morning a little more bearable when you wake up to fresh bacon. Aldi has great prices on eggs, but you may also be able to purchase eggs in bulk at Sam’s or Costco at a comparable price. The same can be said of bacon, so make sure to compare prices. If you live in a community that harvests their own hogs, try connecting with a local farmer or butcher to check out their prices on bacon. You can also see if there are any local people who raise chickens for eggs who could help you out with a deal. A quick tip on making eggs, always go scrambled and add in milk or water to give your them more body and to help with making them go a little farther.
  • Breakfast sandwiches. This is one of those breakfasts I always look forward to. Maybe it’s because I grew up in New Jersey and breakfast sandwiches were a way of life (don’t get me started on pork roll, egg, and cheese on an everything bagel), but these are a great last day breakfast. You get to look at your inventory of leftovers and utilize them in a way that students and leaders will enjoy. Cook up the last of your eggs, heat up or cook all of the leftover meat, grab some American cheese slices, toast up some English muffins or bagels, slather butter on the toast and voila, you have a gooey and delicious breakfast sandwich.
  • Baked oatmeal. I will be honest, I only got into this recently because I was trying to find a healthy breakfast alternative. I realize that most baked oatmeals are anything but healthy, but I did find one that is a little healthier because it substituted all the dairy with applesauce and reduced the sugar drastically. But all that to say, baked oatmeal is a fantastic alternative to regular oatmeal and is something that can be prepped the night before and thrown into the oven in the morning. If you are looking for some recipes, especially some that offer you different flavor options, check out this list at AllRecipies.com.

Lunch and dinner options.

  • Walking tacos. This is something I had not heard of until I moved to the Midwest, and honestly this is an amazing option for meals. Essentially you take a snack sized bag of your favorite chips (Doritos, Fritos, Lays, or really any type of chip will do), add in all of the ingredients that go with tacos (meat, cheese, lettuce, salsa, etc.), and grab a fork to dig in. These are totally customizable by each student, quick to prepare, and also an easy cleanup option.
  • Spaghetti and meatballs. This is such an easy option for a meal and it is incredibly filling. Purchase a bunch of spaghetti and sauce, throw some meatballs in for added flavor, and you have a meal that will have your students ready for bed due to all the carbs! I would encourage you to consider making your own sauce if possible, or doctoring the store bought sauce to make it a little more tasty and special for your students. You can also up the ante by purchasing garlic bread or bread sticks, and by offering Parmesan cheese for students who like that on their pasta.
  • Grilled cheese and tomato soup. This is something that is pure nostalgia for most of us, and I would say the same is true for your students. Bring along a couple of griddles or utilize a flattop and get ready to toast up a lot of bread. A couple of ideas for this include having multiple types of cheese and breads, and making sure you have crackers and other toppings for your soup. Keep in mind you may have students with gluten or dairy allergies, so if you are able, try to have some options available, but understand that these items may not cook up in the same fashion.
  • Soup bar. Depending on the time of year, soup is the way to go! It offers not only warmth and a full belly, but is also fairly easy to put together. My recommendation would be to grab a bunch of crock pots and take them with you if you are going on a trip or have them ready to go in your kitchen space. Ask some parents to prepare their favorite soups ahead of time or grab a bunch of different pre-made options from your local supermarket or Costco, and start them in the morning. Periodically stir them and when dinner time arrives put out crackers, salt and pepper, shredded cheese, and other toppings for a night that will leave students feeling full and satisfied.
  • Sandwich bar. This doesn’t just have to be peanut butter and jelly or lunch meats, but could be a whole themed meal time. You could do different types of sandwich options including various nut butters and jellies, lunch meats and cheeses, BLTs, meatballs, Sloppy Joes, and chicken, tuna, or egg salad. Add in all the condiments and various toppings and you have yourself a DIY sandwich bar that offers your students any type of sandwich they could imagine.
  • Pizza. I know, I know. I said pizza is something we default to. But hear me out on this one. If you are doing pizza all the time, then skip this option. But if you don’t do pizza all the time or want to do something different than your normal pizza options, then jump right in to this one. I’d suggest that you get a bunch of take and bake pizzas from Costco, Aldi, or your local supermarket and do a pizza buffet. Having multiple options and types of toppings gives your students variety and a choice of what they’d like to have. This can turn a boring pizza night into a really fun buffet. I’d also encourage you to consider adding in a dessert pizza, which could be cookie pizza, cinnamon sugar pull apart pizzas (think cooked or baked in a skillet), or even a brownie pizza to round out the evening.
  • Hamburgers and hotdogs. Who doesn’t love a grilled hotdog or hamburger? They always make a great meal. And it gives students something to not only look forward to because they can customize them, but the smell of the grill is enough to entice anyone for dinner that night. I would encourage you to make sure to season your burger patties and have all the accompaniments for the hotdogs and hamburgers. If you’re able to and it is cost efficient, consider purchasing some local hotdogs because that will add to the flavor and uniqueness of your gathering.
  • Crock pot meals. This is a fun and easy option. There are so many crock pot recipes out there that the options are almost limitless. I’d encourage you to find some quick and easy crock pot meals that you can set and forget about and to ask your church families if they’d consider providing some meals for you. This can lead to all types of fun and unique meals and can make this mealtime one that students will look forward to.

Snack and dessert options.

When it comes to snacks, there are a ton of ideas to consider. There’s fruit, granola bars, snack bags of chips, snack mix, ice cream, puppy chow, cereal, popcorn, cookies and brownies, and even leftovers. Anything can be a snack or dessert for a hungry student, just make sure they know when and where they will be available.

A few things to consider.

Remember the students and leaders who have dietary restrictions. This is a pretty big deal especially if you’re planning a trip or retreat because there will be multiple meals. Start by including a question on your signup form asking if people have allergies or dietary restrictions. Then connect individually with that family to see how you can help meet that need. This will require extra work on your part but it will mean the world to those students who are often forgotten.

Always over-estimate on food. I learned this early on in my youth ministry career. Students can put away food like it’s going out of style and like they haven’t eaten all week. So always have extra food on hand to make sure your students are well fed. If there are leftovers or extras, you can always freeze them, use them at your next gathering, or even give them away to some of your leaders (especially your college students).

Don’t forget coffee, tea, and hot cocoa. Typically I reserve the coffee for my leaders because they are doing so much on trips already. Having some hot coffee for them each morning goes a long way. Make sure to have good coffee (go beyond Folgers or instant) and some fun creamers. The tea and hot cocoa can be for anyone and can be nice to have during those winter camps where it’s freezing outside. Having these drinks available make your trips and gatherings just a little sweeter and more special.

Mission Trip Reflections from Kentucky

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I recently was able to take a short term mission trip to Hazard, Kentucky, to help with relief efforts following severe flooding in July. To say that this was an incredibly humbling and impactful trip would be an understatement. The devastation and hurt that I saw was unlike anything I have seen before. The stories I heard and the destruction I saw will remain with me for the long term, and it has shaped my vision for where we will be sending student teams for the foreseeable future.

This area of our country has been largely forgotten due to its location, socioeconomic status, disasters in other places, and more newsworthy media. But there remains much heartache, loss, destruction, and needed rebuilding.

Our team was focused on rebuilding and repairing homes and churches, and on hearing the stories residents of this rural area shared. The emotional, spiritual, mental, and physical needs are vast and everyone has a flood story in this community. Whether they lost something like a home or possessions or for those who lost someone, the hurt and pain in this and surrounding areas is very real and raw.

As I’ve had time to reflect and think about my trip, I have pondered the impact that trips like these have on our students and leaders. Today, I would love to share some of my thoughts and takeaways in the hope they bring you some insight and clarity when it comes to short term mission trips.

Mission trips are necessary.

Mission trips are so important in the lives of all believers but especially students. They are forming their understanding of faith and wrestling with deep and thoughtful questions. Mission trips help students see the Gospel in action and help them form a healthy, biblical worldview. But I think for some of us–myself included–coming out of multiple years where we didn’t do trips due to a pandemic, the necessity may have faded in our minds. We cannot allow that to be the case.

Going to Kentucky solidified the necessity of taking students on trips like these because of the way it helps to shape and mold their hearts for the kingdom of heaven. We cannot loose that vision and we must provide opportunities for students to step into new environments and see the Gospel in real and tangible ways.

Mission trips grab your heart.

It is so hard to put into words all that I experienced in Kentucky. I have taken multiple trips throughout my high school, college, and ministry years, but this one moved me in some powerful ways. Perhaps it was seeing the devastation and destruction firsthand. Or maybe it was the proximity of this disaster in relation to where I live (only nine hours away). Or it may have been hearing the accounts of people who lost everything and loved ones in the spans of moments.

Regardless of the reason, the reality is mission trips have a way of grabbing our hearts in ways youth group and church don’t often replicate. Serving with people who are hurting, experiencing the reality of loss firsthand, hearing stories, and seeing the power of both the Gospel and God’s people moving to action stirs something within our hearts like nothing else. This is why our students need to go on trips like these because it helps capture their heart for the Gospel in action and how it applies to their lives and others.

Mission trips move your students to action.

This past Wednesday and Sunday I was able to share about my trip with our students. I relayed stories, showed them pictures, and explained why help was needed. The response I heard from multiple leaders and students ranged from “we had no idea this happened” to “when are we going” and “what can we do.” When we are able to cast vision and share stories, it moves our communities to action and cultivates a desire to care for and serve those who are hurting.

Proximity breeds empathy.

This became so apparent to me once again as I was serving in Kentucky. When we are around those who are hurting or struggling, it moves our hearts and minds because we are sharing life with those who have experienced loss. The more we can get our students into areas and communities that differ from theirs in all capacities–socioeconomic, diversity, hardship, loss, etc.–the more they will be able to understand the hope and healing the Gospel brings and their calling to be the hands and feet of Jesus. And the more they will learn about others whose lives look different from theirs.

Mission trips will stretch and grow people.

Coming back home from my trip, something was different in me. The Spirit of God was tugging at my heart and pulling me toward an ongoing partnership with our mission agency in Kentucky. I knew that if I could cast that vision well to our students, they would also be moved to action. What I became acutely aware of was God was using my experience as a catalyst to invite others to action. And the same is true of our students.

As they go on these trips, build relationships and memories, and the Holy Spirit moves in their lives, students will return and help to ignite that passion and desire within others. It will not only stretch and grow the people who go on the trips, but we will see cascading effects on the people our students engage and interact with when they return home. They will help cultivate passion and excitement for Jesus and what He is doing in your youth group. They will tell their friends and families about what God is doing. They will ignite a passion to see the world changed among their peers. Mission trips have a far reaching impact beyond just those who go, and through these moments we will witness the kingdom of heaven grow and expand.

Tips for Picking a Mission Trip

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Serving in student ministry often includes leading a mission trip at some point during your tenure. And if you are like me your education probably didn’t prepare you for it. I never took a class on preparing a budget for a mission trip nor did I receive any help in building a student fundraiser (check out a previous post on fundraising for some ideas). I also was never given any thoughts on how to pick a destination and what to look for.

Today’s post is designed to help you critically think through how to pick a destination that will have the desired impact and outcome with your group of students. These ideas aren’t meant to be all encompassing, but to give you a springboard from which you can build out a trip that meets the desired aspects you have for your team.

Scout the location.

This is honestly one of the best things you can do as a trip leader. Wherever you are going–whether domestic or international–the ability to scout where you will be and what you are doing will allow you to be a better leader for your group. It will also help establish confidence and insight for students, parents, and leaders. You can answer questions, help quell fears or doubts, share stories, and bring a personal touch to the trip, which will help build the team and shape the heart of the trip.

Look for ongoing partnerships.

Ongoing partnerships can help aid buy-in from your students. If you choose a place you can continue to engage with, it affords your students opportunities to build connections and relationships with that community. This then generates a desire to continuing being a part of what is happening, as well as excitement to continue serving in that area. This mentality also helps to align your students with the understanding that mission trips aren’t designed to be a one-and-done experience, but instead are about building relationships, serving others, and growing the kingdom of heaven. It builds an intentional relationship and partnership that will ultimately benefit that community and your ministry.

Find a trip that can connect with your students.

This is something I always try to think critically about as I look for a missions partner, but it doesn’t ultimately drive where we go. I do believe it’s important to consider the connection between students and where they serve as it will help shape their hearts and challenge them to think outside of their normal spheres. If students connect with a location, they will create momentum and desire that will overflow to other students and hopefully generate a stronger response and desire to be part of the mission. With that said, a connection isn’t the ultimate driver of where we go because students may see greater change and spiritual impact at a location with which they don’t initially connect. If they do connect with a location it’s an added bonus.

Consider local and global options.

Sometimes our propensity can be to look for more exotic locations or ones that are outside of the continental US. But that isn’t always an option for every group and there are amazing domestic opportunities in which groups can participate. I encourage every youth leader to consider looking at both local and domestic options, as well as global opportunities, and try to find a balance between them.

Look for discipleship pathways.

Discipleship is the foundation of our ministry, so we always look for mission trips which further that focus. We don’t want to just take our students to a location to work hard, we want them to be formed and stretched as followers of Jesus. We value discussions and small group time, engagement with the people we’re serving, challenging students to think about how they can grow and change, and thinking long term about what changes they will implement in their lives.

Understand how students will serve and contribute.

Mission trips are fantastic opportunities for students to serve in real and tangible ways. However, some mission sites require skilled laborers or people trained in skill sets that students may not have. If you are going to a location that has been struck by a tragedy, they may desire contractors or counselors and often students do not fit these needs. However, they may be able to general maintenance, VBS programs, certain aspects of construction, outreach programs, and a variety of other tasks. If students can fully contribute and be a part of the mission, they will continue to serve and have a desire to be a part of future mission expeditions.

Have training options and resources planned ahead of time.

This is a big part of choosing a location. Make sure that you can equip and prepare you team for wherever they are going and for whatever tasks they will be doing. Whether it’s walking through When Helping Hurts, doing evangelism training, having mission reps share, bringing in someone from the site, engaging in skills training, or just team building, these aspects will all help to not only strengthen your team but inform and equip them as well.

Build out what you want students to come away with.

If you build out a plan for your students prior to choosing where you will go, you can make sure that each location will match your desired outcome. By building a plan and making sure the mission matches the plan you will have higher success when it comes to providing your students with what you desire.

What aspects dictate how you choose a mission trip location?

Packing for Trips: Leaders

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Last week we took some time to think through helping students pack for trips. But what about packing information for leaders? Are there things we should tell our volunteer leaders to bring? Are there specific items the ministry or trip leader should be bringing? What are some essentials that we should always pack?

Today, I want to explore some of these questions by sharing essential items I think every leader should have with them. Having taken a variety of trips with students, both domestic and international, I have learned there are items we should always have in order to be prepared. There are some items that only the trip leader and/or a small group of leaders should have for a litany of reasons and I will mark those with an asterisk.

A first aid kit.

First aid kits are extremely important no matter the kind of trip. I recommend purchasing a small first aid kit for each of your leaders that could fit in their backpacks and making sure it has all the essentials (bandages, alcohol wipes, Advil, antihistamines, etc.), and to also take a least one larger kit. I would actually recommend taking two larger kits that have more items in them to treat a large variety of injuries and needs.

It may be helpful to build your own kit or ask a healthcare worker or first responder to help you build one. Think about items like splints, triangular bandages, gauze, medical tape, Advil and Tylenol, electrolyte tabs, antacids, feminine products, smelling salts, blood pressure cuffs, alcohol wipes, Neosporin, braces, a tourniquet, a flashlight, tweezers, cough drops, laxatives, and whatever else would be helpful.

Bright flashlights.

If you’ve been on a trip with students you know there will inevitably be times when you will be out at night and a flashlight is necessary. However, an inexpensive store brand flashlight might not be helpful. Look to find flashlights that utilize LEDs and have a higher level of lumens. These will ensure that you have longer lasting lights with brighter beams that will help you navigate evening games, uneven terrain, finding students, or even working to repair a vehicle.

A power strip.

Have you ever gotten to your shared cabin or room and realized there are only one or two power outlets? If you have ever done a trip during the summer in a room without air conditioning and brought your own fans, you know how important outlets are. Or if you need to charge multiple devices, having enough plugs is paramount. So pack enough power strips that each room can have their own if needed.

A multi-tool.*

A multi-tool is something I would only encourage the group leader to take. Whenever we take trips, including mission trips, we don’t allow students to bring knives of any type for safety reasons. However, it’s a great resource for the team leader to have a tool for emergencies and day-to-day activities on trips. Having a multi-tool has helped my teams splice wires connecting our trailer to our van, fix broken items in cabins, and pull staples out of carpets on mission trips. Having one of these is absolutely necessary on trips.

Advil and Advil PM.

As I have gotten older I have realized the necessity of both of these medications. Advil for the aches and pains of a long busy day, and Advil PM to help you fall asleep at night on uncomfortable bedding.

Earplugs and a sleep mask.

Sharing a room with someone isn’t usually a bad thing, unless they snore. And what about noisy students? Or perhaps the AC unit that is anything but silent? Or there is light streaming in from the window. These things plus being in a different environment can make sleep elusive. That’s where earplugs and an eye mask can help immensely. They help you to remove some of the external stimuli and hopefully find much-needed sleep to be ready to continue leading your group.

Extra pens.

Whether it’s for students, leaders, or both, I’ve found having extra pens is important because someone or multiple people will need one. So bring along an extra handful in your backpack and be ready to hand them out as needed.

Instant coffee.

I tend to be a coffee snob, so recommending instant coffee is hard. But I’ve been to multiple camps and retreat centers that make coffee for leaders that just isn’t good. In fact I would argue some of the camps served us muddy water instead of coffee. That’s when having something that is passable is better than nothing. So grab some Starbucks Via or other instant coffee packets and bring enough for your leaders too so they can have some joy in their early mornings.

Propel or Gatorade packets.

During summer trips especially, these instant packets are key. But even during trips in the fall or winter time, they’ll go a long way especially if you have someone who gets dehydrated. It’s a quick way to get fluids and electrolytes into the body and allows people to recover faster.

Battery packs.

Have you ever found your phone to be dying midway through a day at camp but you don’t have an outlet nearby? For me it happens often because I’m using my phone to document what is happening throughout the day. So having spare battery packs is a must when you go on trips. Consider purchasing a couple really good ones that have multiple ports and can charge multiple devices on a single charge because your leaders will also most likely need to recharge their devices as well.

A good pillow.

Even if the place you are going to provides bedding, make sure to bring a comfortable pillow. Nothing ruins a good night’s rest like a waking up with a sore neck or shoulders as a result of a bad pillow. Having a good pillow will help you sleep well.

A water bottle.

Having a water bottle is a must. It allows you to stay hydrated and can help remind your students to do so as well. Make sure to have one that is double lined to help keep your cold drinks cold and your hot drinks hot.

Games or special items for small group time.

If it ends up being rainy one day on your trip, having games to use with your small group or cabin is a must. It helps to occupy the time and give your students something fun to do. Or you could bring fun snacks or special little gifts for your small group like glow sticks or personalized snacks you know they love. Also think about games you can play on the trip out, especially if it is a long drive.

Extra personal care items.*

This is something that as the main leader you should think about bringing. There are always moments when students and/or leaders forget some kind of personal care item, so take a few moments and hit up the travel item section in Target or your local dollar store for toiletries. They don’t need to be full sized items but having a handful of things like toothpaste, toothbrushes, deodorant for guys and girls, body soap, shampoo, and lotion are great items to have on hand.

What are some non-negotiable items you take on trips?

Packing for Trips: Students

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Last week we talked about how to pick a location for student retreats and trips. But have you struggled with what you should tell students to pack for these trips? Have you received a frantic text or email the day of departure from a student or parent asking what they should bring?

As we continue the conversation, this week I want to share some ideas for helping students pack appropriately for trips. Next week I’ll share some insight as to what youth leaders should be packing for trips. Over my time in student ministry, I have come to realize a simplified packing list is much better to share than an overly detailed one. It ensures that students pack the essentials and helps them seek clarity when they have questions.

Before you even start to think about what students need to pack, you should be thinking about how you will communicate it to them. There are three main avenues of communication that typically can work with students: verbal communication, physical mediums, and electronic mediums.

Verbal communication.

Many ministries still utilize verbal announcements during their services and programs. These moments are critical for communicating important information in small, sound byte-style clips that peak your students’ interest. Two important things to remember with these moments is there needs to be simplicity, and direction toward a medium they can use for follow up (i.e. social media, emails, handouts, etc.).

Physical mediums.

One of the best ways to get things into the hands of students is to do just that. Get them physical sign ups, postcard reminders, or flyers. This will give them something to physically take, but the reality is these items don’t always make it home or to their parents. So be thoughtful about how much time and effort you put into these mediums as the reward may be minimal.

Electronic mediums.

Over the last decade, the importance of electronic communication has become undeniable. Students have phones and other devices in their hands constantly, and the more you can leverage these mediums the better your results. Use social media platforms, create QR Codes that can be scanned during gatherings, send emails, utilize story features on social media, and send out group texts with information. When it comes to creating online content, you may find yourself in the same predicament I often find myself: I’m not creative in this area. That’s where Canva comes in handy. It has graphics, images, and pre-made designs you can edit and utilize to best reach your audience. So lean into Canva or another design app to not simply list information but make it visually appealing as well.

So what should students actually take on trips? If you use a venue that supplies a leader packet, you may find a packing list there, but you may need to edit it to match your program’s guidelines. When I think about what students should pack, I think in categories: clothing, accessories, toiletries, camp-specific gear, and what not to bring.

Each of these are extremely focused and allow our team to highlight the essentials needed, and what is not allowed at camp. The camp-specific category helps highlight relevant items like winter gear, bathing suits, work clothes, or whatever else is needed. The accessories category allows you to remind students about things like bedding and pillows, a notebook, money, bug spray, and medicine. The “what not to bring” category lets you focus on things that aren’t allowed at the camp and what you ask students to leave at home. We always highlight leaving electronics at home, and things like energy drinks and illegal substances.

Whatever your trip looks like, remember to communicate clearly, consistently, and frequently through multiple mediums in concise ways. When you focus on those aspects you are setting yourself and your students up for success on your trips. Below is a graphic that we built in Canva for our student ministry’s last winter camp. This can serve as a springboard for your creativity, or we are happy to share how we created this to help you further. Feel free to reach out if you need help with creating your own graphic.