TEAM TRAVEL MANUAL. Table of Contents. I. General Info About Belize Project Important Dates & Deadlines

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1 TEAM TRAVEL MANUAL Table of Contents I. General Info About Belize Project Important Dates & Deadlines II. Forms Interest Form Important Details and Paperwork Travel Agreement Form Emergency Data Form Passport & Immunizations 1

2 I. General Info A. About Belize Project Placeholder for Mission & Vision B. Important Dates and Deadlines Template Attached (to be developed by Team Leader) In order for the team to be prepared, it is important for each team member to understand the schedule and meet all deadlines. II. Forms Interest Form (see Attachment A) Purpose of this form is to secure the approval of the Belize NGO Board for the proposed visit. It is important that the objective of the trip be clarified and the itinerary be follow. Advance notice of the trip and the expected objectives will allow the Belizeans to prepare correctly. Travel Agreement Form (see Attachment B) A written agreement between a travel agency and its clients protects both parties. When planning travel, there are many variables that can alter plans and it is important for everyone to understand and agree to this possibility. Emergency Data Form (see Attachment C) This is one of the most important forms you will fill out. It is important that the Team Leader and Team Member understand the nature of any potential issues that might arise while out of the country. Please fill this out carefully and print neatly Passport & Immunizations (see Attachment D) If you do not have a current, valid passport, START THE PROCESS IMMEDIATELY. Current passport information is available at: and includes process, costs, requirements, FAQs and more. 2

3 Interest Form (Attachment A) Please complete and return this form to. Trip approval is at the discretion of The Belizean Board of The Belize Project. Leader Phone Mailing address Emergency Contact Info Medical Details Passport Info Immunizations(s) Destination Departure date Return date Hotel name(s) and number(s) TRAVEL INFORMATION # of team members s of Team Members (attach additional pages if necessary) Briefly describe the purpose of your trip and attach an itinerary TEAM INFORMATION Approved by: Date: 3

4 Travel Agreement Form: (Attachment B) The undersigned, hereinafter referred to as Participant, enters into this Travel Agreement and Release with The Belize Project ( TBP ) in consideration of TBP s undertaking the sponsorship and/or supervision of the trip in which the undersigned, named below, is the Participant. As an inducement for TBP to undertake the sponsorship and/or supervision of the said trip, Participant agrees as follows: 1. Participant understands that TBP does not guarantee the safety of the Participant on the trip and that TBP has made no representations or warranties concerning the safety of the trip or the activities in which the Participant will partake while on the trip. 2. Participant hereby releases and discharges TBP and its board of directors from any and all liabilities, claims, and damages from any and all injuries and/or losses to Participant s person or property during the trip, which injuries or losses are caused by or in any way connected with acts or omissions, including negligence, of TBP. This release also extends to any injury, damage, or loss to Participant s person or property which is caused by the act or omission of any third party such as a common carrier, travel agency, hotel, or any other firm or individual. 3. Participant hereby grants to TBP full authority to take whatever actions it may reasonably consider to be warranted under the circumstances during the trip regarding Participant s health and safety and fully releases TBP from any liability in connections wherewith. Participant authorizes TBP in its discretion to place Participant, at participant s expense and without further consent, in a hospital within or outside of the United states for medical services and treatment, or if no hospital is readily available, to place Participant in the hands of a local medical doctor for treatment. If deemed necessary or desirable by TBP, Participant authorizes TBP to transport Participant back to Nashville, Tennessee, USA, by commercial airline or otherwise at Participant s expense for medical treatment. 4. Participant agrees that TBP shall have the right to enforce appropriate standards of conduct, and that it may at any time terminate Participant s involvement in the trip for failure to maintain these standards or for any actions or conduct which TBP reasonably considers to be incompatible with TBP s policies, rules, or instructions, or which interferes with the best interests, harmony, comfort and welfare of other participants. If Participant s involvement in the trip is terminated, Participant consents to be sent home at Participant s expense with no refund of fees. Participant releases TBP from any claim arising from Participant s failure to comply with TBP s policies, rules, or instructions. Participant agrees to indemnify, defend, and hold TBP harmless from any and all liabilities, claims, and damages from any and all injuries and/or losses incurred by TBP in connection with Participant s acts or omissions, including negligence, during the trip. 5. TBP in its sole discretion reserves the right to cancel programs or otherwise to make alterations in programs, travel plans and itineraries with respect to the trip. 6. Except as expressly assumed by TBP in writing, Participant shall be fully responsible and liable for all fees and charges for the trip, as well as for all expenses incurred by the Participant and for any damages or liability caused by Participant. 7. Participant represents that he or she has no health problems or physical or mental conditions which would limit his or her partaking in any activity of the trip except:. 4

5 8. Participant understands that no medical or other type of insurance is being offered or included with the trip and that Participant is responsible to provide all insurance of any kind except for emergency evacuation insurance. 9. All references in this Agreement to TBP shall include the Board of Directors and all of its officers, group leaders, agents and assigns. All references herein to the Participant shall include the legal guardians and any other adults responsible for custody or supervision of the Participant. Participant joins in this Agreement and Release to the extent of her or his legal authority to do so. The Belize Project: Participant: Signature Signature Date Date 5

6 Emergency Data Form (Attachment C) PARTICIPANT INFORMATION Passport # Issue Date Date of Birth Birth Place Address Telephone Number with area code(s) MEDICAL DETAILS Date of last tetanus shot (Shot is not required, but highly recommended.) On reverse (or attach sheet to this form), please list all important medical information, including allergies to medicines, food allergies, recent surgeries or injuries, etc. Please list the full name and generic name of all medications that you take daily. If you take a daily prescription, have your doctor give you a copy of this prescription and staple it to this form. Also list the required dosage. Should yours be stolen or lost, this will help in replacing it. Physician s Physician s Number Insurance Carrier Insurance Policy Number Travel Insurance Carrier & Policy Number NOTIFICATION During the trip, notify the party below in case of emergency: Telephone Number Address Relationship Alternate Contact Person Telephone Number Address Relationship Participant Signature Date 6

7 Passports and Immunizations (Attachment D) If you do not have a current, valid passport, START THE PROCESS IMMEDIATELY. Current passport information is available at: and includes process, costs, requirements, FAQs and more. IMMUNIZATIONS: If you are not up-to-date on your immunizations (or you are not sure), make an appointment with your doctor immediately. The following immunizations are recommended for adults in the USA by the Center for Disease Control (CDC): Note: Zika is a risk in Belize. Because Zika infection in a pregnant woman can cause serious birth defects, women who are pregnant should not travel to Belize. All travelers should strictly follow steps to prevent mosquito bites and sexual exposure to Zika virus during and after the trip. For more information, visit the CDC website. Routine vaccines: Make sure you are up-to-date on routine vaccines before every trip. These vaccines include measles-mumps-rubella (MMR) vaccine, diphtheria-tetanus-pertussis vaccine, varicella (chickenpox) vaccine, polio vaccine, and your yearly flu shot. Hepatitis A: CDC recommends this vaccine because you can get hepatitis A through contaminated food or water in Belize, regardless of where you are eating or staying. Typhoid: You can get typhoid through contaminated food or water in Belize. CDC recommends this vaccine for most travelers, especially if you are staying with friends or relatives, visiting smaller cities or rural areas, or if you are an adventurous eater. Hepatitis B: You can get hepatitis B through sexual contact, contaminated needles, and blood products, so CDC recommends this vaccine if you might have sex with a new partner, get a tattoo or piercing, or have any medical procedures. Rabies: Rabies can be found in dogs, bats, and other mammals in Belize, so CDC recommends this vaccine for the following groups: Yellow Fever: There is no risk of yellow fever in Belize. The government of Belize requires proof of yellow fever vaccination only if you are arriving from a country with risk of yellow fever. This does not include the US Malaria: Although the risk of malaria is low in Belize, some travelers to certain areas who are at higher risk for complications from malaria (such as pregnant women) may need to take extra precautions, like antimalarial medicine. See the CDC website for current immunization information, including what vaccines are recommended and which are required: on the yellow card of ALL vaccines you have received. See the CDC website for current immunization information, including what vaccines are recommended and which are required: 7

8 Important Dates & Deadlines TRIP NAME/DESTINATION & DATES HERE This list should be modified by the team leader as a guide for team members to use during trip preparation. Date Item/Event Done Non-refundable deposit of $ due Keep working on Passport & Immunizations Team meeting (location/time) Team meeting (location/time) Testimony draft due Passport & Immunizations completed Final payment due Team meeting (location/time) Share testimonies Turn in Emergency Data Form and Travel Agreement Packing day (location/time) Team Communion & Commissioning Meet at airport at (date/time/location) for international check-in 8

Vapor Ministries Trip Application Form

Vapor Ministries Trip Application Form Name/date of Vapor trip you are applying for Applicant Information Legal Name (as it appears on passport) Name you prefer to be called Date of birth Gender (please