WELCOME, TEAM LEADER.

WELCOME, TEAM LEADER.

We have created a list of instructions, responsibilities, FYI’s & other pertinent information necessary to lead your team well. Please read through each category & complete all tasks. At the bottom of the page you will be able to find the needed downloadable forms & documentation. Thanks in advance for all your hard work!

Select a category to view

1. DOWNLOAD ‘TEAM LEADER CHECKLIST’

Find this at the bottom of the Online Team Leader Guide under downloads. This is a to-do list that will guide you in the process of preparing your team for the trip. The rest of the to-do’s and any additional info or instructions are included below. Just keep reading!

2. DETERMINE TIMELINE WITH POETICE

On the Team Leader Checklist, the light blue header rows have DATE: ________. These dates will be determined with Poetice and will be set as the 5 checkpoints with Poetice to keep you on track with your trip.

3. RECRUIT TEAM

Poetice will communicate with you if there are any specific guidelines, restrictions or roles that should be met on the team. Each team will need to have a designated Team Photographer and Team Storyteller.

4 . ENSURE ALL TRIP APPLICATIONS ARE SUBMITTED

Direct team members to the ‘Go’ page. Have them select the trip your team is participating in, and press APPLY NOW to find the application.

When Poetice receives an application from one of your team members, we will alert you and email you their application.

Please review this information and ensure they are fit for your team.

5. DISTRIBUTE ACCEPTANCE LETTERS

Upon acceptance of each team member, please send them the Acceptance Letter and the Team Fundraising Page Link (we will email these items to you!)

6. SUBMIT FINALIZED OFFICIAL TEAM ROSTER

Find this at the bottom of the Online Team Leader Guide under downloads.

Complete this roster once all team members have applied, and everyone has a passport. Please email to trips@poetice.org

Prior to submission with Poetice, please print this roster, bring it to a team meeting, and have team members confirm that this information is correct. This is the document used to book flights and it might be accurate.

Pay special attention to the birth date format in the roster. ddMMMyyyy (ex. 17JUN1989)

7. CREATE A PLAN FOR SPIRITUAL FORMATION

One of the greatest privileges you have as a team leader is to prepare your team physically, relationally and spiritually. We want this trip to be an opportunity for God to mature your church body and encourage them to grow in their personal relationship with Jesus.

We have compiled a list of resources to help you prepare and challenge your team. We recommend these, and encourage you to use them in whatever way is most beneficial to you and your team. Find these resources here: poetice.org/go/resources

8. FIRST PAYMENT DUE ($2200)

This payment is the approximate cost of each flight ticket, and must be submitted in order for Poetice to purchase flights.

For more information on financial information , submitting payments, etc., please see the category ‘Financial Details’ on the Online Team Leader Guide.

9. COLLECT & SUBMIT PASSPORT COPIES

Please collect photocopies of each team members’s passport and submit to Poetice at trips@poetice.org.

Prior to submission, please check the expiration date of each passport (The U.S requires that your passport is valid for 6 months beyond your actual travel date), and that there are 2-4 consecutive blank pages in each passport.

10. FLIGHTS PURCHASED

Poetice will purchase your tickets and send you the itineraries. Please review this and ensure everything looks correct.

11. FINAL PAYMENT DUE (REMAINING BALANCE)

At this point, all funds should be in for each trip taker.

For more information on financial information , submitting payments, etc., please see the category ‘Financial Details’ on the Online Team Leader Guide

12. COLLECT & SUBMIT IMMUNIZATION COPIES

Please collect photocopies of each team members’s immunization record and submit to Poetice at trips@poetice.org.

Prior to submission, please check that each immunization record is up to date with the following:
-Tetanus (valid for 10 years)
-Hepatitis A, 2 doses
-Hepatitis B, 3 doses
-Typhoid

These immunizations are recommended, not required. If a team member does not have these up-to-date, please check that they have made that choice intentionally.

13. COMPLETE THE ‘PROOF OF AFFILIATION’

Find this at the top of the page under downloads.

Prior to travel, please complete this form, and have it with you while you travel. This qualifies your association with Poetice as you travel abroad with us, and may be requested from airlines during travel.

14. COLLECT MINOR CONSENT FORM AND BIRTH CERTIFICATES

Find this at the bottom of the Online Team Leader Guide under downloads.

If your team has minors (under 18), you will need a completed and notarized ‘Minor Consent Form’ for each.

TAKE NOTE: If your team is flying through Johannesburg, South Africa (JNB), please read the flier included in the Minor Consent Form download, and be sure to travel with an Unabridged Birth Certificate (long form including parents names) for each minor.

15. CUT-OFF DATE

Upon the cut-off date, no more funds or documentations will be accepted. If any team member has not submitted the full-payment amount, or we do not yet have their documentation, unfortunately they will be forced to withdraw from the trip. Please contact us with any questions on this.

TIMELINE

Poetice will work with you to determine deadlines for the following:

-Payment 1; flight cost (typically 3 months out)
-Payment 2; remaining balance (typically 2 months out)

FINANCIAL OBLIGATIONS

-As the team leader, you will be responsible for keeping all team members on track with the dates that are set. If any team members are unable to meet a deadline, PLEASE COMMUNICATE this to us at least a week in advance.

-If all funds are not in for any person 30 days prior to departure, this individual will not be able to travel.

-Please remind your team members that they are raising money to support the work of Poetice. As such, donations sent in on their behalf do not belong to them as individuals, and cannot be returned for any reason.

FUNDRAISING PROCESS

-All team members must create a Personal Online Fundraising Page in order to travel. You will be responsible for ensuring that each member has created a page. Instructions to create this page are found here: poetice.org/howto.

-This online system allows us to track fundraising progress of all your team members in real time. You will be able to view each team members progress by selecting your teams cause at poetice.kindful.com/causes. Team members may receive online and offline donations, and they will be reflected on this page.

-Anonymous donations are an option.

-Your church will be able to send in donations to be distributed among team members. Simply include a list of names with distribution amounts with the check.

ENROLL YOUR TRIP WITH U.S. EMBASSY (optional)

For more information or to enroll in the Smart Traveler Enrollment Program (STEP), please visit: https://step.state.gov/STEP/Index.aspx

BAGGAGE

-Verify that all luggage was checked all the way to the final destination.
-You may need to collect and recheck your luggage in Johannesburg. Please inquire with airline or airport attendants.

IN CASE OF FLIGHT CANCELLATIONS OR DELAYS:

-Work with airlines to re-schedule next available options
-Refer to the Emergency Section (below) for Poetice contacts should you encounter any travel issues and need assistance
-Please contact us should your scheduled arrival time in-country change

DRESS CODE

-Be sure your team members are fully aware of the dress code in the handbook (this is updated to be more casual!)

MEALS EN-ROUTE

-No meals, or snacks en-route are covered in trip cost. These expenses will not be reimbursed.

OVERNIGHT AT CITY LODGE HOTEL IN SOUTH AFRICA*

*disregard if not staying here
-Poetice will make a reservation for your team and send you the confirmation.
-The hotel is in the Johannesburg airport. The name of the Hotel is City Lodge Hotel. You will be able to walk to the hotel from the airport. Follow signs/ask for assistance.
-You may need to collect and recheck your luggage in Johannesburg. Please inquire with airline or airport attendants.
-The room is guaranteed for late arrival for your team. Please check in and show them the confirmation sent from Poetice prior to the trip.
-Prior to departure, Poetice will send you a check to cover the cost of the hotel, because the hotel does not offer pre-payment. Please be prepared to pay for the reservation upon checkout with a credit card. (Please note this reimbursement does NOT include breakfast.)

VISA IN ZAMBIA*

*disregard if not traveling to Zambia
Ensure all team members receive a BUSINESS VISA upon arrival. Double check by confirming with an immigration official. Each team member will each need to carry $50 to cover this expense. This will not be reimbursed.

PASSPORTS

-We recommend that all team leaders carry photocopy of each team members passport.
-We also recommend that each team leader has digital copies of each passport accessible in email.

CASH TO CARRY

-We recommend that all team leaders carry an additional $100-$200 in case of emergency. You should always have access to an ATM, but in case of complications, we recommend this.

STATESIDE EMERGENCY

In the case of stateside emergency during your trip, please contact:
Margit deJong | 616.403.8499 | margit@poetice.org

INTERNATIONAL EMERGENCY

In the case of international emergency during your trip:
1. Alert in-country leadership
2. Contact U.S. Embassy. Contact information is provided below:

ZAMBIA

Kabulonga Road, Ibex Hill, Lusaka, Zambia
+260 (0) 211-357-000

SOUTH AFRICA

877 Pretorius St, Arcadia, Pretoria
+27 12 431 4000

SWAZILAND

7th Floor Central Bank Building, Mahlokohla St, Mbabane Swaziland
+268 404 6441

LESOTHO

254 Kingsway Road, Maseru, Lesotho
+266 22 312 666

LEAD YOUR TEAM

You will continue to lead your team while you are in-country. You’ll be responsible for checking in with team members to make sure they are doing well, feeling safe, growing with the Lord, and confident in their role throughout the trip. We encourage you to pray with team members as they experience difficulties, and encourage them as they participate in activities that may feel uncomfortable.

LEAD DEBRIEF SESSIONS

You will lead debriefs with your own team, but also will the larger group of volunteers.

SERVE

There are always various opportunities to teach, preach and lead worship. Be prepared to fill this role or select a team member who would be able to serve in this capacity.