ZAMBIA TRIP HANDBOOK
BACKGROUND CHECK
GUIDE FOR RAISING SUPPORT

COMMON TRIPS QUESTIONS

DO I NEED TO HAVE ANY SPECIFIC SKILLS TO PARTICIPATE IN A POETICE TRIP?

Nope. Our trips are highly centered on relationships. An open mind, courageous heart, and willing hands are the best tools you can bring to be effective on our trips. 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 team leader, and depending on the trip type, we may lean into your expertise if it overlaps with our in-country programs.

DOES IT COST ANYTHING TO APPLY?

No, there are no costs attached to the application. Once you secure a spot in the program you will be given your two payment dates and other pertinent information regarding the finances of the program.

WHAT IS THE APPLICATION PROCESS?

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’s Team Leader and your team leader will follow up with you regarding the next steps.

If you’re applying as an individual, please first be sure this trip allows for that by checking the STATUS: OPEN at the upper right side of the page under INFO. If this is the case, please start by filling out the application form. Our team will review your application and contact you within a few weeks of receiving your application. Once we give you a final answer about your spot in the program, we will give you instructions for the next steps and get you started fundraising and preparing for the trip!

DO I NEED TO FILL OUT AN APPLICATION IF I’VE ALREADY BEEN ON A TRIP?

Yes, you must complete a new trip application every time you go on a new trip.

HOW DO PAYMENTS WORK?

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 Trip Cost
•Total Amount Raised
•Names of Supporters and Itemized Donations
•Payment Due Dates

HOW ARE PAYMENTS DIVIDED AND WHEN ARE MY DUE DATES?

The total trip cost is divided into two payments. The first payment is approximately the cost of a plane ticket. The second payment is the remainder of your trip cost.

Due dates will be provided by your team leader, and will also be indicated on your fundraising page. We must follow these deadlines in order to purchase airfare and ensure that necessary expenses are covered prior to your arrival.

• If you will be unable to meet a due date, please inform us at trips@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 in the program and will be forced to withdraw from the trip.

• If you are forced to withdraw from the trip, no funds previously raised can be refunded (see Reminder of Agreements for details).

HOW DO I RECEIVE DONATIONS?

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
ATTN: TRIPS
P.O. BOX 1406
HOLLAND, MI 49422

ARE DONATIONS GIVEN REFUNDABLE?

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 go on a trip, Poetice reserves the right to designate funds to the overall specified trip or missions program.

WHAT DOES THE TRIP COST INCLUDE?

Trip costs include all airfare, transportation in-country, lodging, & team meals. Trip costs DO NOT include passports, any necessary visas (that are required prior to entering a country), immunizations/medical costs, souvenirs, snacks, and food at the airport.

WHAT IF SOMEONE GIVES ME A CASH DONATION?

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.

ARE DONATIONS TAX-DEDUCTIBLE?

All donations are tax-deductible and will be receipted by January 31 of the following year by Poetice.

FUNDRAISING HELP

This can be dreadfully daunting. But we’ve done this before:) Let us help!
Please view our ‘GUIDE FOR RAISING SUPPORT’ to help get started!

DO I NEED A PASSPORT?

Yes. It is important to make sure you apply for your passport well in advance of the trip. 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 our trip).

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.

IS IT SAFE WHERE I AM GOING?

All international travel involves an element of risk. Poetice is committed to doing everything to ensure the safety of trip participants. Our training will include safety guidelines and trip participants are expected to adhere to these and follow the direction of trip leadership.

WHAT IMMUNIZATIONS WILL I NEED?

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 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 trips@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.

DOES POETICE OFFER ANY TRAVEL INSURANCE?

Poetice purchases International Volunteer Card basic travelers insurance for all international program 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 and include with other travel documents. Please visit www.volunteercard.com for more information.

*Opting out of IVC will not reduce the cost of your trip.

WHAT IS THE EMERGENCY RESPONSE PLAN IN CASE OF A HEALTH EMERGENCY?

Based on the severity of each emergency, Poetice has a plan for an appropriate response.

(a) If a team member 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 Team Leader along with 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 Team 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.

HOW RELIABLE IS COMMUNICATION AND HOW OFTEN SHOULD WE EXPECT TO BE ABLE TO CONNECT WITH TEAM MEMBERS?

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!

WHAT HAPPENS IF THERE IS AN EMERGENCY—IS THERE A HOSPITAL OR CLINIC NEARBY?

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 a 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.

ARE DONATIONS TOWARDS THIS TRIP TAX-DEDUCTIBLE?

Since Poetice is a non-profit (501c3), 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.

WHAT FUNDRAISING RESOURCES ARE AVAILABLE TO APPLICANTS?

We encourage all team members to get creative and enlist the support of their network in order to raise the money needed for the trip. Check out Poetice’s Fundraising Guide which has some ideas to get team members started!

TRANSFORMATION STARTS WITH YOU
RECOMMENDED BOOKS & RESOURCES

The key to doing well during any Poetice trip experience is to start with yourself. If you wish to see humility, honesty, empowerment, & mutual respect become hallmarks of the Church worldwide, you must begin by embodying these values in your own life. Then & only then can you, with integrity, ask the same of others.

Please recommend these books and use these training resources to help guide you & your team to experience a transformation that will endure beyond the short duration of a Poetice trip experience.