• Short Term
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Certainly the most exciting development in the American Church with regard to World Mission in the last twenty years has been the number of groups that have traveled from parishes and dioceses to visit a mission or diocese in another country. These experiences have forged the bonds between Christian brothers and sisters separated by culture, geography, language, and race but who discover in their Oneness with Christ a whole new spiritual dimension to their religious experience. Despite the costs, which at first seem to be prohibitively high, jet travel and a friendly reception at the other end have made such trips relatively easy. In the process of many experiences, lessons have been learned about the problems, pitfalls and dangers which can help those planning future mission trips. Also, there is no need for those doing this for the first time to have to "reinvent the wheel." Therefore, this section of the GEM Handbook is intended to maximize the benefits of such an experience, which are many, and minimize the problems.

No two trips are going to be the same and it is difficult to prepare a handbook that will take every situation into consideration. What follows are some general observations that have grown out of many experiences and, hopefully, will be of help to those planning a short-term mission visit. This material includes:

Most People, in this or any country, only know the immediate world about them. Television has given us visual images and told us about other peoples. But, the opportunity to enter into the lives of people in another culture, and especially to be received into homes as brothers and sisters in Christ, is to enter into an entirely new world view. Those who travel to this country, as well as many people who go to visit a mission field abroad, experience what is known as "culture shock." This can be disconcerting and frustrating when other people do not respond, as we are accustomed to expecting and where the rhythm of life is different. Preparation for this experience and reflection about what is going on during a mission visit can make all the difference in the world between a true learning experience and anger at "those stupid people."

The host Church may or may not be familiar with the customs, habits and expectation of North Americans when a group of visitors first arrive to their country or region. They are living their regular lives, trying to make room in it for their visitor, and should not be expected to do things differently for the benefit of those who come to visit. As a matter of fact, host churches will normally go overboard to make the visitor welcome. However, it is important to remember that it is their country and mission visitors are always guests in another’s house.

So much preparation is required before a successful mission visit and so much money is involved that there is inevitably a feeling on the part of the visitors that they are doing a great thing for the mission field that they visit. This is especially true when the group is going on a work project or to run a Vacation Bible School or even to go as witnesses to the Lord. Frequently, the gratitude expressed is not commensurate with what the visitors feel that they have put into the trip. In fact, most people come back from such an experience feeling that they got more out of it than they gave and it should be with that awareness that the trip is planned. These are remarkable opportunities to see Jesus Christ through the eyes of people in a different culture, and that is the greatest benefit for all the cross cultural visits.

There is always a certain amount of anticipation and excitement in the host country and Church when the group arrives. They look forward to the visit and generally enjoy the experience, as well. They, too, learn from it. However, it can be a real burden as well. It is inevitably an interruption in the regular rhythm of their lives, and when language interpretation is involved one or more people pretty much have to drop everything in order to take care of the visitors. Hospitality is a natural trait of many cultures and can be lavishly bestowed, But it is good for the visitors to realize how costly this is in terms of a normal day’s wage.

It is difficult for many North Americans to realize but the USA is not universally liked. Whether it is our national foreign policy, or the rude behavior of tourists in the past, or the effects of economic policies on an American multinational corporation, visitors should be prepared for some reserve on the part of individuals in the host country. There is no better way to break down these barriers than in the one-on-one relationships that a mission visit afford. Nor is there any context for meeting better than that of brothers and sisters in the Lord who get to know each other, work together and break bread together.

At one time or another a diocese may be involved in any one of five different kinds of short-term visits to a mission field. Every one of these has a contribution to make, both to those who go and to those who receive. In using this Handbook, the Mission Committee should consider, from time to time, a different type of visit and not get into only one pattern.

In a sense, this is one of the easiest and most rewarding of mission visits. The enthusiasm of the youth and their ability to make new friends contribute greatly to the success of the trip. However, they get impatient with the time adequate preparation takes and it is very difficult to get the commitments far enough in advance to form a group and plan a trip. Parish and diocesan youth communities are generally a given and leadership already exists. Funding generally requires their own fund-raising, personal contributions, and parish or diocesan support.

Unquestionably, the greatest contribution an American church, parish or diocese, can make is in providing trained professionals where there is a need overseas. In most cases, this will involve both doing and teaching. And, there are, medical professionals and specialists throughout the Church who are willing and able to contribute their services, often paying their own way. The problem of matching resources to needs can be made easier through contacting the various sending agencies or, when it exists, a Companion Diocese link. Professional expertise does not eliminate the need for preparation and cross-cultural sensitivity and a World Mission Committee needs to address both the preparation and the debriefing aspects of such a trip

The agency with the greatest experience in these is SOMA (Sharing Of Ministries Abroad), but there are different patterns for this including Faith Alive, Cursillo, and Vacation Bible School teams. There is a great hunger in so many churches for this experience of sharing in Good News. It works both ways as people come to a USA diocese, as well as those who go out. Evangelistic zeal and the desire to communicate can easily overcome one’s cultural sensitivity. It is especially important, in the preparation stage, for those who go out to know in what ways they might offend or be in violation of the mores of the society to which they go. Listening is the first stage of communicating in another country.

This is a popular focus around which to build a rich, spiritual, cross-cultural experience, especially when visitors and hosts work side by side on a project. A special case is presented, however, when a natural disaster creates many needs and our first instinct is to go and help out. A major disaster traumatizes a church and makes it less able to cope with outsiders. It is essential that there is a clear invitation! Do not make such a trip unless there are people to work with you, appropriate and safe accommodations. There is not time for a lengthy preparation in these case, but it is especially important that as much preparation be done as possible. Debriefing on the field and upon returning are both important, maybe even more so as the participants have themselves been involved in the trauma of the disaster.

But, more frequently, work project trips, for both youth and adults, are planned around some expressed need for a mission partner which can be planned well in advance and often involve some financial contribution towards materials to be used. As much as possible, these programs should be done on a cooperative basis in which participants from the host church work side-by-side with those from the USA. Very meaningful friendships can be forged during these visits. It is humbling for the American team to take note of the fact that, for the cost of their airfare, local laborers could probably be hired to do the work even faster. What is being built is really a manifestation of Christian solidarity and communion.

There is a certain amount of this in every short-term mission trip but some are built entirely around getting acquainted with another country and its people, particularly the local church community. In one sense this is the easiest trip to "throw together" and there are always travel agencies that are glad to get the business and will do a lot of the arrangements. This is a particularly valuable way for a World Mission Committee or a Companion Diocese Committee to embark on a new relationship - but it does need to be done carefully. It is almost too easy to put together such a trip so that the advance preparation is not done and adequate consideration is not taken of the burden this will put on the host parish or diocese. Where E-mail or FAX communication is possible, the planning time can be shortened somewhat. But, in many countries, it will take the hosts far more time to get ready and the necessary communication may be very slow. There is nothing wrong with taking advantage of beaches or sightseeing as long as the focus is clearly on the church-to-church relationship. Building joint Bible study into the program can be especially meaningful.

While is some ways this might seem to work against the real goal of one-to-one relationships in the host country, it is important that a group of people traveling together with a common purpose know each other well enough that they can move as a team. Mission trips are not opportunities for "lone rangers" to go off and do their own things. There needs to be a good rapport between the leaders and the rest of the team.

It is important to have one clearly-designated leader. This individual keeps the group focused and together, helps with arrangements, and makes official contacts with immigration, customs, hotels, etc. in the case where the obvious leader of the group is unfamiliar with the mission field, it is important that there be a colleague who knows the country or the language or - at the very least - has had sufficient cross-cultural experiences to be sensitive to underlying currents in the host church. When this is not possible, there may well be a mission worker in the field who can bridge the cultural gap. That might well be a missionary of another denomination

This is a very difficult part of organizing a short-term mission visit, because there often is not much leeway in the process. Those that have the time, or the expertise, or the money to go may almost be forced upon the leadership. It is still very worth while to search out mature persons who have something to give, who would benefit from the experience, and who may never have thought of offering themselves. There may be some people who simply should not be included, either for personality reasons or for circumstances in their current life. Responsible persons should enlist the rector, Bishop, or whoever is able to keep such people from going into a situation where they could be hurt or damage relationships on the scene. Highly-desirable members of a mission visit would be strong Church members who are stable and mature and who relate well with all kinds of people. Persons with experience in group Bible study and prayer will add to any group.

A year in advance is not too long to begin planning your mission trip. Three months will not be enough time. It is a good idea to lay out a schedule that shows early preparations, getting ready, and last-minute activities. Communication with the host church and leadership selection comes early. Sufficient time needs to be allowed for forming the group, arranging the financing, travel arrangements and documentation, and pre-trip orientation. When all of the participants are from a single parish, it is relatively easy to prepare the group. However, if they come from all over the diocese, there needs to be a very intentional program of meeting together to both form the team and make certain everyone has the same basic preparation.

The further in advance that travel arrangements can be made, the more advantageous it can be. Airline space, in the less expensive categories, is hard to get at the last minute. Tickets have to be purchased well in advance of travel which puts a real pressure on the funding for each individual. Trip insurance can be purchased and is probably a good idea to protect against forfeiting the price in case of illness or extreme emergency. Overseas medical insurance is a must, in addition to trip insurance. Most USA medical benefits will not cover an individual outside of the USA. While it may seem like an added expense, it is inexpensive compared to potential unreimbursed medical expenses. Visas for the country or countries to be visited can not be obtained until the passports have been issued.

The final item on a time line should be some form of Commissioning Service, in which the home community gathers to pray for the success of the mission and makes this truly a church-to-church experience for everyone. Somehow, this should include all of those who were a part of the preparation team, even though not all will be going on the mission.

Early in the process, it is desirable to have the group agree on a written statement setting forth the purpose of the trip and listing some of their expectations. This statement should be shared with the Host church, which is turn might share some of the expectations from that end. No one is going to change the world in two weeks. Expectations need to be realistic. Seeds may be planted, but no lasting changes will result from a short visit. It is important for the participants to think about what they might learn from this experience - about the other country, about the Gospel, and about themselves. This written statement is useful again in the final de-briefing. When the group involves young people, it can be very helpful for the parents to participate in at least one of the preparatory sessions. They will be better able to reinforce positive leanings afterwards and to deal with any negative experiences.

So much of this will depend upon the nature of the group and its purpose, but some basic elements to consider would be:

• The history, geography and political situation in the host country
• The history of Christianity there, through Anglican and other denominations
• Basic Knowledge of other religions to be encountered
• Hygiene, health precautions and what to expect in water, foods and toilets
• Language - mastering a few phrases is always helpful
• Cultural differences regarding time, relationships, work ethics and courtesy (often, someone from an anthropology department can be called in to provide this type of information)
• Clothing - what is appropriate and what is inappropriate
• Conflict resolution, reaching an understanding of how any conflicts will be resolved within the team and with the hosts.

Prayer is an essential part of a mission trip and should be built into everyone’s expectations. Parish participation should include prayers for those who are going forth. Members of the team should pray for their leaders and each other. As soon as the names of significant persons in the host country are known, they too, should be prayed for. None of this is worth doing in the name of the Church if it is not God’s business!

Practically everything that was said in preparation for the trip needs to be said again after arriving in the host country - particularly with young people. An additional orientation session in context should come within 24 hours and might well involve the host bishop or pastor.

In all of the above opportunities for mission visits, there is a group dynamic that needs to be taken into consideration. Groups of Americans tend to talk louder and relate more to each other when they get into a different and possibly uncomfortable cultural setting. The more the group is broken up, and the more individual relationships that can be established, the greater the spiritual benefit and value of the experience.

Daily de-briefing sessions are very important for the group. That is the only way to find out what cultural issues are arising and how people are dealing with them. This is a good time to emphasize the servant ministry of the Church, and to be on guard for attitudes or behavior that could interfere with good relations with people in the host church. The more group rules and standards can be discussed and agreed upon, the better the spirit of cooperation. People need to express how they are feeling each day and articulate what they think they are learning. Special attention needs to be paid to the quiet person who says nothing. Adults may have more difficulty with cultural differences than young people and need the opportunity to talk them out. Once again, these daily gatherings need to include prayer. Prayers become more intentional as offered in support of individuals in the host church.

Everyone on a mission visit should be encouraged to keep some kind of diary or journal. First impressions are so quickly replaced by later experiences that only that which has been recorded will be available when the individual gets back home. A factual listing of the day’s activities will be useful in itself, but the more impressions, feelings, and observations are written down as they happen, the more useful the journal will be later. Some people may find a small recording device easier than a written journal. It is easier on the spot, but not as useful back home.

The final de-briefing of the group might well include the host pastor or bishop, and/or members of families that took care of members of the group. It is a time for reflection on what this has meant, what was accomplished, and what was learned. It is again a time for prayer.

One of the hardest things about a significant mission trip is coming home. Within the span of ten days or two weeks, an individual has encountered so many sights, sounds, experiences, relationships and problems that there is generally a great need to talk about them, only to find that others quickly lose interest. Only the members of the group will really understand.

Once again, it is appropriate that there be some kind of welcoming service or moment during Sunday morning worship to receive back into the community those that were sent. A brief report by a more articulate member of the group is in order, but it may take a while before everyone has sufficiently assimilated the experience to be able to speak efficiently.

To help with the re-entry process, a final de-briefing session needs to be held within two weeks if possible. This will begin with telling stories but should end with reflection on what it all has meant. The initial statement of purpose and expectations is looked at again and each person comments on how fully these were realized. Some attention needs to be paid to how this experience is reported back to the home church, to business associates, classmates, family, etc.

By the time pictures are developed, slides organized, videos edited, and scrapbooks are made, there is another phase of telling the story. By the time it is hopefully less an autobiographical account of "what I did" and more a story about the Church in the host country and what God is doing here. People returning from a mission visit need to remember all of those individuals who made it possible, both financially and with their prayers. A short report of their mission experience is very appropriate.

It is difficult to maintain contact with the people visited on a mission trip, particularly as more time passes. Thank you notes should be sent right away. Letters, e-mail when possible, copies of pictures taken, and eventually Christmas cards are natural ways to keep in touch. But their loves move on just as the lives of the mission team will move on. Second visits, when possible, frequently reinforce friendships in a lasting way. But, unfortunately, not many people are able to do that. There comes a time when the most appropriate way to maintain the value of a short-term mission visit is to turn all of the new friends over to God. Once again, prayer is the instrument for sustaining life within the Church.

Additional materials on Short Term Visits: Various Sources:

Suggestions for a Spiritually and Personally Rewarding Experience

THE PURPOSE

PREPARATION FOR THE TRIP

Consider the age range of the young people who will participate. Students ages 13 to 15 will bring different experiences that students in the 16 to 18 year old range. For instance, a trip abroad for older students becomes apart of their preparation for adulthood and their career explorations. A narrower age range will contribute to a more homogeneous intellectual discussion and thereby broaden the student’s learning experience. A large age range means that discussions will inform some and may be boring to others.

What will the youth mission participants give as a gift to their hosts. When the children from Cost Rica visited the Diocese of New Jersey, they preformed their national dances, sang popular songs in their native language and performed skills to help us understand their religious commitment.

THE LEADERS

DURING THE TRIP

         Have daily spiritual activities for 15 to 30 minutes perhaps before or at breakfast.

THE CONCLUSION OF THE TRIP

Mary Guess Flamer

1149 Bear Tavern Road, Titusville, NJ 08560

Phone/Fax: 609-737-8339. E-Mail: Mhflamer@aol.com

Example of the Actual Planning Outline for a 1997 Youth Mission Trip

Written by Ruth Jones

Corrected Copy as of July 2000

Commission of National and World Mission, Diocese of Southern Ohio

Bill Bales, Brenda Taylor, Bill and Bev Poinsette, Jason Leo, Ruth Jones, Pam Gaylor, plus two youth

DETERMINE PURPOSE (MISSION) OF TRIP

What contact and arrangements have been made with the Bishop of the Windward Islands?

Why do we want youth to go?

What should they do there?

How will they interact with another culture?

Depending on answers to first step questions.

What age should be recruited?

Set dates - Suggestion: Later in the summer, the better. Youth could work part of the summer for some of the necessary funds, plus training could be done after school is out. Negotiate a WRITTEN agreement with the Windward Islands as to the program, the number of participants, the cost to our youth while there, where they will stay, what the basic program will be, etc. etc. so that both sides play with the same rules and restrictions.

Once agreement has been reached on program, etc. set up a proposed budget. Do not build in a subsidy at this point - just budget what the trip will cost per person.

Budget Items

Air transport round trip - get actual quotes

*Bus transport to and from airport in Windward Islands

*Board and lodging there

Gifts to Bishop and/or hosts

*Other projected expenses there

*Perhaps the local people will take care of these expenses

Mailing, postage, meeting expenses before trip.

If to be subsidized, request a set amount from the National and World Mission Budget in time for Procter Fund request to be finalized in May/June 1996. Recognize that this figure cannot be permanent until after December 1996.

Plan for 14-16 (suggest an even number to use a buddy system to keep track of each other) plus NO MORE THAN 3 ADULTS. If more want to go on a "cheap fare," they could be diverted to other activities such as women’s work, etc. Number of adults will depend on the age range determined above.

Determine amount to be paid by each youth. Suggestion: Don’t give a blanket subsidy - suggest that each pay what he or she is able, some may be able to pay most of expense.

Remember, the number of adults runs the cost per youth up also. With 3 adults and 16 youth, each youth will be paying about 1/5 of an adult expense. Let the young people apply for scholarship help on a need basis, you may find someone who should go who can’t afford much at all, while others can pay most of the expense. The 3 adults should be subsidized, they will work for their trip; if 7 go, the extra four adults should pay their own expenses. Seven are TOO many. Adults should be used to give training to the youth (these need not be the trip leaders.)

I think the trip will cost more than $450 per person, and also think that youth can pay more than $250, when athletic shoes cost over $100!

By this time, you have the purpose, the budget, the ages, the proposed cost, the time and other items set, now you get the adult leaders recruited.

The committee should think carefully about these adults. They should not just be people who want to go. They should be able to relate to young people, be friendly, but exert authority when needed. Strongly suggest that one of these adults could be a medical person, also at least one male and one female - third person could be either. One adult should be designated to return youth home in case of illness or misbehavior.

Recruit youth with all the pieces and requirements set.

Make up a brochure with all above information and use it for recruitment. Suggest that minimum requirements for participation be listed such as active participation in the parish, endorsement of the rector/priest, reference from someone who has worked closely with the youth. work experience helpful, willingness to participate in pre-trip planning and training, parents’ permission.

Suggest all of the above be completed before the summer camp session starts so recruitment could be started then.

Publicize through convention/parish mailings/direct youth contact/however. Ask for an indication of interest by a definite date, then ask for a deposit by December 1/January 1.

Each youth could pay his/her own deposit - maybe $50-$100.

Work with Diocesan Finance Office to handle deposits - maybe this could be done through the Youth Officer.

By January 31, group should be crystallizing. Set a deadline (depending on date of trip) and make selections by this date. A waiting list would be great, this would keep the youth alerted that others want to go. Set raining dates, probably at Procter, with homework for the youth between sessions

Set up payment dates for complete payment; publicize scholarship help (application date, etc.) Remember that airline seats need to be reserved early and that the airline will want Payment.

Number of training sessions depends on the make-up of the group, age, experience in traveling, maturity, etc., makes a difference in how basic the training needs to be.

Culture of the area, particularly the youth culture.

Organization of the church compared with ours.

A little bit of geography and history of the area.

Many details on logistics - passport, medical, shots, water, food, dress (check on short-shorts and bra tops,) bugs and bug spray, allergies.

Discuss smoking, drinking, behavior enroute, possible health problems and how to handle.

Might suggest money-making ideas for the youth, such as lawn mowing, window washing, etc., with their parents helping them also. They should be endorsed by their parishes and supported like we hope missionaries might be.

Have someone who has been there talk with them about customs, climate, dress, etc.

Parents should be included in at least the first training session; their permission must be given to the Diocese and a waiver of responsibility signed and put on file. Discussions with them should include medical information, medications, perhaps a release to be carried if surgery is needed. You might want to ask an MD to advise you on how much to do with taking youth out of the country. That’s why it is helpful to have a medical person along. Parents will feel better about it.

Talk about stuff to take along - limit guitars, let the youth vote on this, but you sure don’t want 15 of them! Picture-taker, journal writer, correspondent for Interchange, follow-up thank-you notes. Organize in groups of 5 with a mature youth as leader of the "squad." This will keep the kids behaving. Adult leaders can meet with the 3 youth leaders to plan and inform the group, collect passports, check health problems, etc.

It is important that everyone have an assignment - music, letter-writing, journal, photographer, song leader, chaplain, whatever you want them to do. The three group leaders could be part of the planning with the local youth and convey information back and forth.

I have not attempted to place dates on many of these steps. Much depends on when the trip will happen, then you work backward. The first step should happen NOW, and the agreement with the Bishop of the Windward Island should be done first.

Symbolism of Flag Painting Dance

National Anthem Sculpture Drama

National Flower, etc. Crafts Literature

Myths and Legends of Ethnic Group(s) Folk Arts Poetry

National Holidays Architecture Cinema

Traditional Costumes Music

Geography and topography Principle Industries

Regional Characteristics Exports/Imports

Major Cities Foreign Investment

National Resources (flora, fauna, minerals)

Cottage Industries (if any)

 Industrial Development

Climate Modernization (if applicable)

Demographic Information Urban and Rural Conditions

Transportation Agriculture (crops and animal husbandry)

Communication Systems Fishing (if it is a major activity)

Mass Communication Media Marketing Systems

Family Structure and Family Life System of Government - family Roles

Political Parties

Social Classes Government Organization (national and

Social Organizations local)

Social Welfare Current Political Figures

Customs (re: Birth, marriage, death, etc.) Police System

and Courtesies Military

Religious Beliefs (indigenous and Inventions and Achievements (through

borrowed) history)

Philosophy Science

Proverbs Medicine

Superstitions

Sports and Games

Education Native sports (unique to the country)

General Approach (e.g.,  Modern World Sports

Rote memorization vs. Problem-solving

Traditional Children’s games approach)

School System National Foods

College and Universities

Vocational Training National Language

Local Dialects/Language

Please send any comments about this website to the site deacon, Jim Heathcote  or telephone GEM Network President, the Rev. Bill Wood at (207) 276-5588 (williamjwood@hotmail.com) with questions or comments.

Last modified: January 12, 2008