Immersion Trip Guidelines

Meet the People We Serve and Visit the Places They Live
Hand in Hand Ministries offers Immersion Trips for individuals who want to learn more about and contribute to the work that we do through the partners and programs that we support in Belize, Nicaragua, Jamaica and Appalachia. These trips provide individuals the opportunity to experience the great need in each region and the beauty of the people and environment that each place offers. We hope that each person will be able to bring gifts and talents to share through the work projects and be open to receiving the gifts and blessings offered by the people we encounter. Each immersion trip should allow you to experience the beauty, goodness and unique culture in each of the places we go.

In each location you visit and work in the programs established by Hand in Hand Ministries, our partners in that region or associated programs. Belize includes our “Building for Change” program, the Outreach Center for children with AIDS and the area schools where we support feeding and cafeteria programs. In Nicaragua the trip includes visiting and working with the families in our “Pathway to Change” program, at the La Chureca feeding and child care center, the inner city school of Pan y Amor and working on other projects as needed. In Appalachia we operate The Auxier Center, which offers computer education programs, GED classes, sewing and quilting classes and a food pantry. HHM organizes projects for home repair and assists other local agencies as needed.

Cultural Sensitivity
In order for each immersion trip to be a meaningful experience for all, it is essential that participants demonstrate a level of cultural sensitivity. Each person will travel in a spirit of humility, with a genuine desire to meet and talk with local people. It is important to acquaint yourself with and respect local customs. Welcome all that our hosts offer with graciousness and sincere appreciation. Reflect daily on each experience to better understand the world from a perspective different than your own.

Requirements
Trips will be open to individuals eighteen years and older who complete an application form, provide medical information, pass a background check, sign a liability waiver form and hold a valid passport for the foreign immersion trips. Individuals under the age of 18 may attend a trip only if accompanied by a parent or guardian and who complete the same requirements as adult volunteers. Parents or guardians must sign a liability waiver for their minor children. The final decision rests with HHM representatives.

Physical Requirements
Hand in Hand Ministries does try to tailor trips to the abilities and talents of individuals. However, because these trips might involve physical labor and very high temperatures that can be dangerous for those with health limitations, HHM reserves the right to ask any trip participant to provide a doctor’s statement verifying that individual’s ability to participate in such a trip.

Immunizations
It is each trip participant’s responsibility to get the proper immunizations for the region in which you are traveling. Hand in Hand Ministries does not require specific immunizations. Each participant needs to discuss this with your doctor. Your need will be based on your health history and medications you are presently taking. Information can be obtained from the Center for Disease Control web site at www.cdc.gov.

Youth Groups
Special arrangements may be made for youth groups (under 18 years of age) to participate in immersion trips with their church or school for special service programs. Youth must be accompanied by the appropriate number of adults who possess the skill and authority to properly supervise young people both during work assignments and in their free time. Adult trips take precedence in scheduling.

Trip Preparation
The trip actually begins with the first meeting of group members. These meetings help to bring unity to the group and allow us to coordinate plans for the benefit of the whole group. Participants in foreign immersion trips are required to participate in two trip meetings and regional trips require one meeting. Ideally, trip participants will also have attended a “Make a Difference” night to get a well-rounded understanding of Hand in Hand Ministries entire program.

Overseas Trips
Foreign immersion trips generally accept approximately 14 people. Immersion trips to Appalachia or other local sites will generally accept from 25-30 participants. Immersion trips coordinated with other organizations will follow the guidelines of the group with whom HHM is partnering.

Generally foreign trips require a minimum of 10 participants in order to get group rates on the airlines. HHM reserves the right to cancel any trip if the required number of participants does not confirm reservations and make a deposit by the date determined by HHM.

Trip Costs
To reserve a place on a foreign immersion trip, participants need to turn in forms and a deposit of $900 (or the amount of the airline ticket, whichever is the higher figure) by the due date, which is determined by the airlines. Final payment is to be made one month prior to the trip departure date. If the trip is cancelled by the director of HHM, participants will receive a refund of their money.

If needed, trip participants are encouraged to seek support, financial and otherwise, for their endeavor from family, friends, co-workers and church members. HHM will assist with a sample letter of request for financial support, as well as information to provide to supporters.

All fees paid for the immersion trip experience, (except for the T-shirt and personal expenses) are tax deductible, as defined by state and federal tax laws. Participants are allowed to deduct the cost of transportation if driving for local trips. Please check federal and state tax laws with the appropriate authorities.

Because of the rising cost of airline tickets and associated expenses, the overall cost of trips may be subject to change.

Cancellations
If a trip participant cancels the trip after airline tickets have been purchased, that individual will be given the airline ticket (valid for one year or until the expiration date) that he or she purchased. The airlines will charge a fee when the ticket is eventually used.

Trip participants who cancel within the two weeks prior to trip departure will forfeit a $100 processing fee and receive the ticket that was purchased. The remainder of their payment will be refunded.


Guidelines During the Trip
Trip participants must follow the lead of the HHM representative on site, putting the interests and welfare of the group above individual interests or intentions.

While participating in any immersion trip;

* Participants are requested not to distribute or promise any money or goods to anyone without approval of the HHM representative on site.
* No tips, gratuities or gifts are to be given to HHM employees.
* All donations to any of our partners must be made through the HHM office. This helps us fulfill our pledges, which must be raised, to our partners.
* All requests for schedule changes or deviations from the itinerary are to be approved by the HHM representative on site.
* Individuals are not to distribute any literature that has not been pre-approved by the Executive Director of Hand in Hand Ministries.
* Participants are not to leave the work/ministry site where the group is assigned without express knowledge of the HHM representative on site.

Participation in any immersion trip is for the purposes of advancing the mission of Hand in Hand Ministries, therefore all final decisions regarding participation in, scheduling of, and activities scheduled rests with the Hand in Hand Ministries directors.

Comment Sheets
At the completion of the trip, all participants will be asked to fill out a comment sheet and return it to the HHM representative on site. Participants can expect a follow-up call within two weeks of the end of the immersion trip from an HHM representative.

Inventory Forms for Goods-in-Kind Donations
Trip participants who make gift-in-kind donations that are taken to and left at the immersion trip site are required to complete an inventory form prior to departure. Your inventory should include the item, the number of items, the estimated cost of the donated items or, if new, a receipt or copy of a receipt so HHM can keep a record of donations made to the ministry, as required.

Post-Trip Potlucks
Each immersion trip will generally be followed in approximately 2-3 weeks with a pot luck dinner so that participants may reunite and share memories and pictures.

After the Trip
HHM considers all trip participants to be ambassadors for the ministry and hope that you see this as an opportunity to continue your support of our work among the poorest of the poor. We hope for and will ask for your continued contributions of time and financial support to the ministry and your help in making connections with family, friends and associates who may be interested in the work of Hand in Hand Ministries.

We cannot continue our programs without your support.