Leader Checklist - Weekend/Day Groups
Give this material to someone who is making the trip
We want to be certain that someone who is coming on the Mexico Caravan Ministries (MCM) trip gets this material. If you are not making the trip yourself, please pass this material on to the one(s) who will be the on-site leaders in Mexico. Once groups arrive in Tijuana, we are often met with blank stares followed by “Oh, they never told us that.” Lack of information makes the adjustments that much harder. Our intent is to minimize the shock that is part of entering and working in another culture by providing those who are coming with adequate information.Understand our philosophy
It is important that you understand the purpose of this trip so that you can accurately communicate it to those on your team. Though there is opportunity to minister to others through building shelters and interacting with children, those activities are secondary. The greatest benefit derived from coming to Mexico will be what God does in the lives of Caravan participants. We are a missions mobilization ministry. Our focus is to present God’s plan for worldwide missions and how he wants us to participate in that plan. The challenges will be pointed and the teachings direct. It is not meant to be an adventurous vacation or even primarily a service project, but a time when you come ready as a learner to seek and to listen to God. The more your team focuses on listening rather than building or “ministering” - the more you will benefit from the trip.Confirm your reservations
If you haven’t already, send in the dorm fee, which also serves as your deposit. You may register by phone or by email – however, your dates will not be reserved until we have received the deposit. The dorm fee is $15.00 person/night. The dorm fee is waived for day groups.Make the trip
As a first step, we recommend that for those who haven’t been here to send at least one of your leaders to Tijuana to see the ministry. It is hard to lead somewhere you have never been.Take care of trip logistics – these include:
Travel- Transportation: You are responsible for transporting your own team into and around Tijuana. Vans are better than cars and busses. Please be aware that the terrain is really rough. You will be working in teams of 8-15 people and each team must be able to travel independently. If you fly into San Diego, you can rent vans. We recommend that you reserve early for spring and summer as rentals book fast. Local rental agencies include Bob Baker Ford (619-297-3106) Drew Ford (619-464-7777) Pearson Ford (619-521-2494) and Enterprise (619-294-3313). Be sure that the rental company understands you will be driving in Mexico and that you’ll need Mexican insurance.
- Travel to Tijuana: If you would like assistance getting to the dormitory, please plan on meeting a MCM staff member at the Instant Mexico Auto Insurance at the Via de San Ysidro exit off Interstate 5 (just before the border). We will be in contact with you to arrange the actual meeting time, but please plan on meeting no later than 6:45 in the morning.
- Breakfast – Please keep it simple – e.g. cereal, juice, rolls/muffins, fruit, etc. (There is a coffee pot and toaster in the kitchen for your use.)
- Lunch – Most of the Mexican families will provide lunch for the group at your work site. However, for some families the expense is too great so you will need to prepare a sack lunch to eat at the work site. In this situation, please plan on an extra few lunches for the family you build for and for the staff members leading your team. Unfortunately, we will not know if the family will provide a lunch until the morning of the work day so it is best to have lunch fixings on hand for one of your teams. Note: Please bring wipes or hand sanitizer to clean hands on the work site. There may not be washing water available.
- Dinner – Please plan on eating out at local restaurants or taco stands. The staff will be happy to provide you with their recommendations. For budget purposes, $7.00 person/meal should be sufficient for dinner out. Cash will be required for your evening meals – U.S. or Mexican currency is acceptable – small bills are best.
- Water – Sufficient bottled water will be provided for your stay in Tijuana. Please bring your own water bottle.
- Shopping – Plan on buying the necessary groceries (including disposable cups, plates and utensils) for breakfast and lunch – either in the U.S. or at a supermarket in Tijuana. Anything you need to get during the week can be purchased in the El Florido area. For budgeting purposes figure on about $13 person/day for food, including your dinner. Most large supermarkets in Tijuana will accept MasterCard or Visa.
- A stove, a microwave, refrigerators and a coffee maker are available for your use.
Budget
Start building your budget and determining your per-person costs. A budget sheet has been provided for you assistance.Mexico Caravan Ministries – There are two costs to participate in Mexico Caravan Ministries. First is our dorm fee - $15.00 person/night. In addition to our dorm fee, our building fee is $700.00 per shelter (or per two roofs – at our discretion). Divide the total amount of building funds you can contribute by 700 and that’s how many shelters we will plan to have you build. A group of 10-15 people can comfortably complete a shelter in a day. We need to know the number of shelters and have your building funds in hand no later than two weeks before you arrive so we can purchase your materials and plan the projects for you.
Travel – You are responsible for your travel to Tijuana and transportation during your stay in Tijuana. You are also responsible for vehicle gasoline and insurance (U.S. and Mexican).
Meals – Please see the above information regarding meals. A budget of $13.00 person/day should be sufficient. Grocery prices in Tijuana will be comparable to those found in the U.S.
Showers - The dormitory does not have shower accommodations. A public shower facility is located within ten minutes of the dorm. The showers are clean and offer complete privacy. They charge $3.00 per person for one shower.
Team Selection
Use an application process to select team participants. The ministry focus is high school and college students. Adults and families are welcome. Be selective. Choose only those who are mature, cooperative and teachable. All participants should apply and be approved by a pastor, youth pastor, youth leadership team, missions committee, board of elders or deacons, etc. The value of this trip will be directly proportional to how selective you are in identifying the participants. Consider using a team contract or covenant. We have frequently seen the benefits of an entire trip ruined by the immaturity of one or two team members. Your team will rise to the level of your expectations. Maintain high standards.Permission slips
You are responsible for obtaining the permission slips listed below from each team member under 18. Please use the standard forms your church or denomination uses. Please remember these when you come (you’ll retain them yourselves). See the Packing List attachment for a list of other forms and identification you will need.Forms needed – 1) Permission Slip (signed by parents) and 2) Consent form for medical treatment (signed by parents.
Info Meeting
Hold at least one pre-trip informational meeting to explain the ministry (as outlined in the information we have sent you) and answer any questions. An information meeting is especially beneficial for parents. Please cover the following information:Spiritual Journey – Explain the spiritual purpose of the trip and some spiritual disciplines to develop (e.g. journaling, silence, prayer, meditation, etc.). Make prayer a high priority. Think through and develop which disciplines or other activities you want to give your group. Make sure to have them use free time in a valuable way. Take advantage of being in a third-world country away from the many distractions we are surrounded by at home.
Entry Posture – This involves the attitudes with which you come into Mexico. These are the most important to emphasize and develop are:
- Being a Learner – develop skills of observation and the attitude that “different is not inferior – it is just different!”
- Being a Servant – “I am here for you – you are not here for me!” Always respond to Caravan leaders and your own team leaders with a smile and the response “I would love to” whenever asked to help. Respect the rules, and consider others as more important than yourselves.
- General Behavior – Please avoid the typical loud, obnoxious, and arrogant U.S. behavior (that includes you Canadians!). No yelling and screaming. Try not to call attention to yourself. Let quietness and gentleness be the rule. Do not point or make faces – this is their home and you should respect it as such.
- Dress – Be conservative and neat (NO SHORTS, sleeveless shirts, ripped/stained shirts or pants, and no sandals on the worksite).
- Language – Use as much Spanish as you can – the nationals will love it. Learn to at least introduce yourself and how to respond when others introduce themselves. Other basic phrases will be helpful.
- Food/Eating – For some, the thought of eating in Mexico is usually a cause for extreme stress. Following a few simple guidelines can alleviate much of that stress and make it an enjoyable experience. After all, Mexican food is great! What should be avoided are the small pushcarts – no matter what they are selling. Sodas and packaged snacks bought in the corner stores are fine to eat. Do not be concerned about the water – even Mexicans only drink purified water. However, try to avoid ice whenever possible. If you are offered something to eat or drink in a home – our advice is to eat whatever is set before you. The offense given by not eating is greater than the risk taken by eating. In regards to food – there is little reason for concern. Relax and enjoy the food!
- Health – To avoid sunstroke, heat exhaustion or dehydration – wear a hat, get plenty of shade and drink plenty of water. Bring a water bottle. Eat adequately and wisely. Wash your hands before you eat. Get plenty of rest. Don’t play with the animals. We recommend that you get a tetanus shot if you haven’t had one in the last five years. Garlic, yogurt and/or acidophilus pills are good to take before you come as well as while you are in Tijuana. Minors must bring treatment consent forms. Everyone should bring their health insurance policy number. In case of a medical emergency, there is a clinic located three doors down from the dormitories. In most cases, we will cross the border for any necessary treatment in the U.S. Please note that U.S. Health Insurance is not accepted in Mexico.
- Safety – Do not go anywhere by yourself – use the buddy system. Do not wander off without alerting a team leader.
- Relationships – Do not talk to people of the opposite sex your own age and older. Do not respond in any way to whistles, catcalls, etc. – this includes turning around to look. You are already considered immoral and “easy” by virtue of being U.S./Canadian. Please do not confirm the stereotype by your actions. Unmarried couples should put their relationship on “hold” and should refrain from any activity that would indicate that they are a couple.
- Basic Gringo Mistakes – Do not throw things to each other – hand them directly. Girls – do not talk to teenage guys. Please try to avoid loud and obnoxious behavior.
Trip Logistics – Please discuss and distribute copies of the Packing List attachment to each participant. Please also inform the participants of their daily schedule while staying at Mexico Caravan Ministries. As the leader, you will be responsible for enforcing the clothing section of the Packing List as well as the daily schedule.
Daily Schedule
6:30 am Rise
7:00 am Personal Devotions
7:30 am Breakfast and breakfast clean-up
8:00 am Worship and teaching with Caravan staff
9:30 am Load and make lunches (if necessary)
10:00 am Leave for work sites
1:00 pm Lunch (approximately)
5:00 pm Leave work sites for dorm (approximately)
6:00 pm Dinner and showers
7:30 pm Debriefing time or special speakers
9:00 pm Everyone inside the dorm
10:00 pm Lights out upstairs – quiet everywhere
11:00 pm Lights out everywhere
Mexico Work Teams
In Tijuana please have people/teams ready to handle these specific tasks:Driving – Please see attachment Driving in Mexico
Meal Preparation – Please refer to the “Meals” portion of this checklist on page 2
Worship – Please have a team prepared to lead worship in the morning worship session. The number of mornings that you will actually be required to lead worship will depend on the number of other groups staying at the dorm. Please be prepared for each day of your stay.
Building – You will be responsible for determining your work groups (if you have more than one work group per day). A work team of between 8 and 15 is recommended.
Loading Crews – The staff will need assistance in loading tools and supplies each morning after the teaching session. The staff will also need help in the afternoons unloading vehicles and cutting/loading the next days housing materials.
Dorm Clean-Up – Daily clean bathrooms, sweep dorm, wash dishes and empty trash.
Debriefing/Prayer – Direct evening meetings for your own church group that focus on sharing the day’s experiences as well as the lessons that God is teaching through those experiences.
Payments
- The dorm fee ($15.00/person/night) is due to Caravan once you have made your reservation.
- Building fees ($700 per house) are due to Caravan two weeks prior to your arrival.
- Please make checks payable to “Baptist General Conference”
- Please mail checks to Mexico Caravan Ministries, 555 Saturn Blvd., Suite B-510, San Diego, CA 92154-4731
Emergency Contact Info
You can also give out the following phone numbers, but please emphasize that these are emergency numbers – not for sending personal greetings.
Dormitories and Administration office (in Tijuana):
1-858-309-4741 (U.S. number)
Eddie Passmore (Director) – U.S. office: 619-934-4871 or cell: 619-654-1777
Maggi Passmore (Director) - cell: 619-654-1908
David Burdette (BGC missionary) – U.S. office: 619-667-2079 or cell: 619-251-7087
Commissioning Service
Work with the pastor and/or missions committee to put together a commissioning service on the last Sunday before the team leaves for Tijuana. That will impress upon the team members that they really are doing missions and upon the congregation that they really are sending the team out. It can be a very meaningful time.
Contact Information
Mexico Caravan Ministries
555 Saturn Blvd. Suite B-510
San Diego, CA 92154-4731
1-858-309-4741
Email: mcministries@gmail.com (please cc: epcbcla@hotmail.com)
Website: www.mexicocaravanministries.com