You are registered for your trip… way to go! Let the challenge begin! We are here to walk through the next processes with you from beginning to end to make sure that you have the most impactful trip ever!

There are several items you need to do to prepare.

So, Let’s get started!


FundraisingIt can seem overwhelming right now with money that you have to raise; but don’t worry, there are many things you can do.

– Do This First – Send out support letters to EVERYONE you know. Download this sample support letter. You may be thinking, I’ll just do email – but don’t do that just yet. Spend the time, make it real personal, and send out a real piece of mail. It works!
– Time to brainstorm! Get with your family and friends and make a list of EVERYONE you know and they know, I mean EVERYONE! (Friends, co-workers, family, frenemies – EVERYONE!)
– Get out our example support letter – make it your own
– Get it in the mail ASAP – like now (Ok, maybe tomorrow)
Now get around to the electronic letters and posts!
– Massage that support letter to go into all your social media feeds (you social butterfly you!) I mean everyone of them – Twitter, Facebook, Instagram, snapchat, etc… Don’t forget the the web link to where they can donate and add your Trip I.D.


STEP TWO – GET a PASSPORT and/or other Travel Documents

If you are going to Puerto Rico, you don’t need a passport, but you will need an ID if you are flying on an airplane. Check out THIS LINK for more details.

Everyone else – this is a MUST.  This can take 6 weeks or more. CLICK HERE  for more information on getting your passport.  If you are going to Mexico, you can get just a passport card, but we recommend you go ahead and get a regular passport so you are prepared to go anywhere.

Do you have your passport already?  GREAT!  But one important thing you need to do is look at the expiration date – it MUST be good for at least 6 months past the end of your trip.  Once you have your valid passport, immediately email at copy to  Make sure you actually bring your passport with you on the trip, and keep it with you at all times.  DO NOT pack it in your check-in luggage on the airplane (passports have been shredded and stolen when packed in the check-in luggage and trips were delayed or missed because of it).



$300 Deposit Date – Your deposit should be sent in within 3 weeks of registering for your trip or if you have been given a specific date for that deposit, follow those guidelines.  Your deposit goes toward the cost of your trip and lets us know you are committed to going on the trip.  While your deposit will keep your mission account active, you must still know that your spot on your trip cannot be guaranteed until you finish Step Four.

Ticketing Deadline Date – The estimated cost of your international ticket must be turned in by the ticketing deadline as shown on your Welcome Letter to secure your spot  on the trip.  If you don’t require an international flight, then you’ll need 50% of your trip base cost.

Travel Ready Deadline – This is 2 weeks before your trip begins. Your Travel Release Form (TRF) must be complete, and your Domestic Travel plans will be due at this time.  Remember to consider mail time, as snail mail can take several days to get to us.

100% Deadline Date – You’ll need to raise the full amount of your trip cost 2 weeks prior to your trip start date.




In order for us to reserve your spot on this trip and make travel arrangements, you must meet your Ticketing Deadline.  Trips are filled on a “first-come-first-serve” basis.   Once we have receive your funds for ticketing AND have a completed ticketing disclaimer, then your spot is reserved on the trip.



Complete Your Important Documents ASAP.  These may seem like a menial thing, but they are not.  THIS IS VERY IMPORTANT!

Travel Release Forms (TRF)- Everyone must complete and send in the Travel Release Forms at least two weeks before the trip starts.   You may download the TRF HERE.  Leaders, team members, children, everyone, must complete the TRFs.

HEALTH INSURANCE: Health insurance is required the entire duration of your trip, whether you are staying stateside or going overseas. If you are going outside the U.S., then you are also required to have travel insurance. If your international flight is being obtained by Fuel International, that cost is included for you. If you are going to Mexico, you must purchase coverage through our partner Mission Trip Insurance. If you need stateside health insurance for the duration of a stateside trip (i.e. Colorado), you will also click on the Missions Trip Insurance and choose the TripArmor option.

IMMUNIZATIONS: Make sure your immunizations are up-to-date. This includes all childhood immunizations and a Tetanus shot within the last 5 years. Please refer to the Center for Disease Control at for country-specific immunization recommendations.  If you have any concerns about this, please email the Fuel International office at or call 855-383-5488.

MEDICAL RELEASE FORM: If you check “yes” to any of the questions on the medical check list, you will need a medical release form signed by your doctor.

PARENTAL NOTARIZATIONS: The notarized signature of both parents is required for a child under the age of 18. If the participant is over 18 years of age, the parents’ signatures are not required. Below you will find common scenarios:

Parents Married: Both parents must sign and notarize the TRF.
Sole Custody: The parent with sole custody must sign and notarize the TRF and attach the copy of the court papers showing that he/ she has sole legal custody.

Joint Custody: Both parents must sign and notarize the TRF.
Parent Deceased: Living parent must sign and notarize the TRF and attach a copy of the death certificate of the other parent.



Arrange transportation from your home to and from your trip’s starting location. Check with Fuel International regarding recommendations for your travel arrival locations, times, and preferred travel agents.

INTERNATIONAL TRIPS: If you are participating in an international trip, it is required that you use the group flights prepared by Fuel International. This will allow the group to go together and prevents any travel mishaps due to individual booking.  By Fuel International booking a group flight, it also allows you to raise money for your flights through tax-deductible donations.

BOOKING YOUR OWN FLIGHT: If you choose to book your own flight to your stateside trip or departure city, you will want to ensure your flight is booked at the right arrival and departure times. If you book outside of the times provided by Fuel International, we cannot be responsible for shuttle services or missed connecting flights.

DRIVING: If you choose to drive directly to the your trip starting location, check with Fuel International to find out exactly where and when you need to meet. You may have to park at an airport in the area, so be prepared to pay for parking.

ITINERARIES: Please email your flight or driving itinerary to by the Travel Ready Deadline.



  1. Packing list: You will be emailed a specific packing list for your trip.  You can also check under the “About” and “Documents” section on the website.
  2. Learn the language: Learn basic sayings to use on your trip in the native language.
  3. Meet Your Team: Join your trip’s Facebook page and get to know others who will be sharing your adventure. Go to FACEBOOK to find your trip! For security purposes, please do not accept personal friend requests made from these Facebook pages.
  4. Team meetings: You team leaders or Fuel International leadership may schedule info and training meetings for your team.  Be prepared to attend these mandatory meetings.



Before your trip begins, you will be emailed final details with balance information, last minute packing details, flight details, and any other pertinent information.  If you have any questions at all, please contact your Team Leaders or the Fuel International office.