TRAVEL RESOURCES
COMMON TRAVEL QUESTIONS
Nope. Poetice is highly centered on relationships. An open mind, courageous heart, and willing hands are the best tools you can bring to be an effective participant. We do a fair amount of in-country training to prepare you for anything that will come your way culturally, theologically, spiritually, or physically as you serve with us.
Of course, if you do have specific skills, we would love to know! Please inform your Group Leader (if applicable) as we may lean into your expertise if it overlaps with our in-country programs.
No, there are no costs attached to the application. Once you secure a spot you will be given your two payment dates and other pertinent information regarding finances.
We try to keep this process simple.
If you’re applying as part of a group, then simply fill out the application form. We will review your application with your Group Leader and your Group Leader will follow up with you regarding the next steps.
If you’re applying as an individual, our team will review your application and contact you within a few weeks of receiving your application. Once approved, we will give you further instructions for the next steps and get you started fundraising and preparing to travel!
Yes, you must complete a new application every time you decide to participate in anything at Poetice.
All of your fundraising will be tracked online on a Personalized Fundraising Page provided by Poetice. You will be able to share this page with your supporters, track your fundraising progress, and accept online donations.
This page will be updated as we receive funds on your behalf. If you do not see a donation reflected on this page, then we have not yet received it. This will be your only source of fund tracking, so if you have any questions about how to access or use this page, please ask. On this page you will be able to see the following information:
•Profile Photo and Biography
(you will have access to edit this information!)
•Total Cost
•Total Amount Raised
•Names of Supporters and Itemized Donations
•Payment Due Dates
The total cost is divided into two payments. The first payment is approximately the total cost of a plane ticket. The second payment is the remainder of your participation cost.
Due dates will be provided by Poetice and/or your group leader, and will also be indicated on your fundraising page. These deadlines MUST BE followed in order to purchase airfare and ensure that necessary expenses are covered prior to your arrival.
• If you will be unable to meet a deadline, please inform us at travel@poetice.org at least one week prior to the due date.
• If all fees are not paid within 30 days of your departure, you will not be able to participate and will be forced to withdraw.
• If you are forced to withdraw, no funds previously raised can be refunded (see Reminder of Agreements for details).
Online: All online donations should be made through your personal fundraising page. Simply share the URL from your personal fundraising page.
By Mail: All checks should be payable to Poetice and should include your name on the memo line or on a separate note inside the envelope. Checks should be sent to:
POETICE
P.O. BOX 1138
COVINGTON, LA 70434
Due to IRS regulations, all funds including deposits, donations from supporters, and any personal payments are considered charitable contributions and are non-refundable. If you are no longer able to participate, Poetice reserves the right to designate funds to additional ministry efforts at the discretion of Poetice Leadership.
Costs include all airfare, transportation in-country, lodging, & meals on base. Costs DO NOT include passports, any necessary visas (that are required prior to entering a country), immunizations/medical costs (COVID tests), souvenirs, snacks, and food at the airport.
Poetice may receive cash donations on your behalf. The donor will only receive a tax-deductible receipt for this donation if Poetice is properly informed of the amount, name, address, and email of the donor.
All donations are tax-deductible and will be receipted by January 31 of the following year by Poetice.
Fundraising can be dreadfully daunting. But we’ve done this before:) Let us help!
Please view our ‘GUIDE FOR RAISING SUPPORT’ to help get started!
Yes. It is important to make sure you apply for your passport well in advance of your travels. Passports typically take 4-6 weeks to process. Also, check the expiration date on your passport (you need to renew if your passport will have less than 6 months before expiration upon return from your travels).
If you need more information on passports, visit:
http://travel.state.gov/content/passports/english/passports.html
Poetice must have a photocopy of your passport on file. You may submit this with your application. However, if you don’t yet have your passport, please email a photocopy of your passport to trips@poetice.org as soon as you receive it. This must be submitted on or before payment 1 is due (usually 12-16 weeks prior to departure). Acceptable file formats include .png, .pdf, or .jpg.
All international travel involves an element of risk. Poetice is committed to doing everything to ensure the safety of international participants. Our training will include safety guidelines and participants are expected to adhere to these and follow the direction of Poetice leadership.
It is your personal decision what shots/immunizations you may need. We encourage you to discuss this with your medical doctor or a travel health center. You can find more information at wwwnc.cdc.gov/travel or www.worldtravelhealth.net. Any costs not covered by your medical insurance must be covered by you.
It should be noted that all immunizations must be administered eight (8) weeks prior to departure.
Poetice also needs to have your immunization record on file. As soon as you have your immunizations up to date, please email a photocopy of your immunization record to travel@poetice.org. This must be submitted on or before payment 2 is due (usually 8-12 weeks prior to departure) Acceptable file formats include .png, .pdf, or .jpg.
Poetice purchases International Volunteer Card basic traveler’s insurance for all international participants. Your IVC ensures coverage and 24/7 assistance while traveling internationally. It also offers assistance in case of lost luggage or travel delays and gives you access to discounts at hotels, restaurants, and businesses worldwide. You will receive a digital copy of your card prior to your departure. Please print this document and include it with your other travel documents. Please visit www.volunteercard.com for more information.
*Opting out of IVC will not reduce the cost of your trip.
Based on the severity of each emergency, Poetice has a plan for an appropriate response.
(a) If an individual becomes seriously ill, they will be taken to a local doctor to receive immediate and appropriate medical attention and medications. If they are a minor, their Group Leader and someone from our staff will accompany them to the clinic. If needed, their parents will be contacted. Their recovery will be carefully monitored by our staff.
(b) If there is an accident that requires a doctor, but is not life-threatening and does not have the potential to cause permanent damage, our in-country leadership will locate the Group Leader, contact parents or guardians (providing the injured is a minor), and provide safe but quick transportation to a local clinic.
(c) In the event that an accident occurs which is life-threatening or has the potential for permanent damage, emergency medical care will be secured and arrangements will be made if necessary, to transport the injured person to the United States as quickly as possible. The family will be contacted immediately to assist in guidance for an appropriate response.
We typically tell team members to expect to have very limited access to the internet during their trip. We will ensure that the Team Leader has access to the internet throughout the week to send updates and communicate as necessary. If you would like to be included in this communication, please seek out your Team’s leader to get added to the list!
If there is an emergency, Poetice staff members will have access to the communication and transportation necessary to care for team members. Often, local clinics are a short distance from where team members are staying, however, large hospitals can often be several hours away by vehicle. Each team member is required to submit Emergency Contact information before beginning the program and should also plan to have emergency funds available to them. Emergency funds would only be used for a real medical or travel emergency, allowing the team member to take charge of their own care while being supported by our staff. Many clinics and hospitals require payment up-front, but we also provide team members with Traveler’s Insurance so that they can submit a claim for reimbursement later.
Since Poetice is a non-profit (501C3) organization, any donations made through the Poetice website or any checks mailed to the Poetice office are tax-deductible. Donors will receive a receipt for tax purposes, outlining their contribution. Often, donors appreciate the opportunity for a tax write-off.
We encourage all participants to get creative and enlist the support of their network in order to raise the money needed for their travels. Check out Poetice’s Fundraising Guide which has some ideas to get participants started!
