Section 7: Table of Contents

Carpooling…………………..………………………………………3 Checking in…………………………………………………….…...4 In Transit…………………………………………………………….4 Travel Etiquette…………………………………………………..5 Immigration Forms.…………………………………………….5 Luggage/Customs………………………………………………..6 Finding Host @ Airport…………………………………...…..6 Immigration Back in the USA………………………………7 Customs…………………………..……………………………….….8

Baylor Missions + Student Organizations Leader Handbook: Section SEVEN: Travel pg. 2

Arranging a Carpool to DFW airport Getting people to and through the TSA experience can sometimes feel like herding cats… a little planning can go a LONG way for your sanity. Carpooling needs to be discussed EARLY on in the planning process (especially for your budget!) Baylor Missions does not provide transportation from Waco to airports unless you budgeted for it. Airport transportation (carpooling) can leave from Baylor University; therefore students that live in the departure city (Dallas or Houston) may want to simply meet the group at the airport. It is the team leader’s responsibility to make sure that every student knows the correct time to meet for airport departure or to meet the group at the airport. So here’s a handy guide to carpooling success and getting all your team on the plane on time!

How many cars?Who’s in which car?Who’s the driver?Who’s the navigator?Who’s responsible for checking in with team leaders at check points? (aka texting/groupme Leader ph. # on the half hour to let him know your progress starting with when you leave waco)

X=DFW flight time (if leaving from Houston or Austin, adjust your times based on how long it takes to get to the airport!)

Everyone needs to be at cars and packing by X-5.5hrs (aka 5.5 hours before your flight)

Leave Waco by no later than 5 hours before flight leaves (X-5) (ex. all cars meet at Bobo Parking Lot 5th and James to leave Waco in a caravan together) If you need to leave a car on campus, park in a deck in student spots. you don’t want to get towed!

Around X-3: Arrive at DFW: Drop off all bags and team members (minus driver + navigator) at the terminal X. Driver and Navigator will go park car at remote parking and get stuttle back to terminal to meet rest of team. Make sure to pay attention to where you park and keep up with your receipt. *make sure at least 1 leader is with the group to start getting everyone’s tickets

Be parked no later than X-2.75 in DFW remote parking

Meet at Terminal X, Ticket Counter (all group will go through security TOGETHER!) X-2.5 (as the other car is parking, the group can start this process, but wait to go through security)

X-2 to X-1 Once you get through security you can go grab food, take a nap, whatever until meet up time at gate.

Meet at gate: X-1

Flight leaves: X

Baylor Missions + Student Organizations Leader Handbook: Section SEVEN: Travel pg. 3

Checking InOnce you enter the airport, you are at the mercy of the airlines. With larger groups, check-in can be quite a lengthy process. One faculty/staff team leader should check-in first and stay at the counter/kiosks while everyone gets checked in. The leader will be very familiar with the itinerary and will be able to troubleshoot any problems at check-in.

When going through the TSA lines, put one leader in the front and one in the back of the group to make sure that everyone makes it through the TSA process with ease. (same goes for customs on the way home!)

Once you are all checked in, there will probably be time for students to grab a bite to eat, wander around the terminal, etc. Students should not wander alone; assign buddies or small groups of 3 or 4. Make sure students know what time to be in the boarding area and to check the monitors for any gate changes which can happen even twenty or thirty minutes before a flight departs. All team members need to be at the gate with the group no less than 1 hour prior to departure.

In TransitThe following are items that need to be communicated to your students. Even if it seems obvious, not everyone is a seasoned traveler and may need some instruction.

Security Checkpoints:- Make sure students have correctly packed their carry-on luggage according

to the provided instructions and TSA guidelines https://www.tsa.gov/travel/security-screening/liquids-rule . This will be especially important in connecting airports.

- The team leader should go through the checkpoint first and wait at the other side for every student to get through. 2nd leader should be at the end of the pack.

- Guard your speech. Never make jokes about terrorists, guns, bombs, etc. This will only attract negative attention.

- Don’t let other passengers rush you; make sure you have ALL of your belongings before leaving the checkpoint.

Baylor Missions + Student Organizations Leader Handbook: Section SEVEN: Travel pg. 4

Travel EtiquetteMission groups and just Americans in general, have a reputation for being loud and/or obnoxious, particularly in international settings. We appreciate the energy and excitement that our students bring to trips like these, but we would also like to be good representatives of Baylor and most importantly of Christ. Here are some tips for practicing appropriate travel etiquette:

- Always let your surroundings set the tone. For example, when traveling on the “Tube” in London, passengers are generally subdued, reading, napping, or just enjoying a bit of quiet. A loud group of tourists might be offensive in this setting.

- Don’t push conversation with other passengers on flights. If a person obviously wants to read or sleep, then let them.

- Be sensitive about what you share with other passengers. It is fine to share general information about a trip, just use caution and common sense.

- Remember that not everyone defines missions the same way. If you are going to tell someone that you are going on a mission trip, be prepared to explain what that means to you.

- Do your best not to be a problem passenger. Don’t ask the flight crew for special favors or get up and down while the crew is struggling with carts, etc.

- Be gracious and friendly, but also exercise some wisdom and caution.

Immigration FormsOn the plane, prior to arriving, the crew will most likely pass out immigration forms. Here is the best way to deal with these forms and prevent mistakes:

- Let students know prior to travel that they will be given these forms and not to fill them out until you have given them instructions.

- Fill your own form out first and then help others, using yours as an example.

- Never write missionary or mission trip as the purpose of travel! This is not considered a valid reason for entry, put TOURISM instead.

- Students should keep these forms with their passport and flight documents in their carry-on or on their person, never in the seat pocket.

- Sometimes it is worth being at the end of the immigration line to take the time to gather after exiting the plane and double check everyone’s forms.

Baylor Missions + Student Organizations Leader Handbook: Section SEVEN: Travel pg. 5

Gathering Luggage and CustomsTraveling with large groups is no small logistical feat. Tagging luggage is one small part of making a trip go smoothly. BU Missions provides luggage tags for all bags. Each bag is tagged first with a general information tag that has the traveler’s name, address and contact info. Bags are then tagged with a specific colored team band so that it can be easily identified on a luggage carousel.

When you arrive in country, instruct students who get through immigration more quickly to go start grabbing bags for the whole team, knowing to grab anything that color, and then other students can find their bags more easily in piles. Also, make sure supply bags are also marked and that specific students have been charged with keeping up with those bags in transit, or they may get lost!

Make sure all luggage is accounted for prior to leaving the airport!

If you can’t find your bags, see an agent at the airport after landing or you'll need to return. The agent will give you a file reference number to use when filing your claim.

If you notice damage to your bags, see an agent before leaving the airport or contact airline within 24 hours for domestic flights and 7 days for international flights.* We'll give you a file reference number to use when filing your claim.

You can also contact our travel agent for assistance in this process. Their contact info is in your team leader notebook.

After you get your luggage, you’ll probably have to go through “customs”; as a rule of thumb, you are not declaring anything b/c you’re not selling anything. They may still go through your bags.

Finding your Host @ the airporta busy international airport with lots of people on top of sleep deprivation is a stressful combination. Here’s some helpful tips to find your host more easily.- Make sure before you leave Waco, that you have sent your host/your

transportation company the most up-to-date information on your flight #s and arrival info.

o if you get delayed along the way, make sure to update them via email!- Make sure that you have their contact info, and they have yours. Have it

already in your phone and have it written down for easy access if you have to borrow a local phone or call BUMissions to let them know.

- Ask them to have a sign that says “Baylor University” so you can easily locate them in a crowd.

- If they’re not there right when you get there, they may be stuck in traffic—so be patient. Gather your group off to the side, out of the way of traffic and doorways and wait.

Baylor Missions + Student Organizations Leader Handbook: Section SEVEN: Travel pg. 6

Immigration back in the USA When you return to the USA after you trip, you’ll have to lead your team through the US Immigration and Customs process. If you’re at DFW and some other major international airports, there is no longer paper forms, but automated kiosks and the lines are color coded. Most people on your team will be ORANGE or WHITE. The Mobile Passport Control App is AMAZING! you can get through immigration in a matter of minutes with it! Just get students to download the app and input their info while they’re on the plane and it’ll generate a QR code that they show to an immigration agent and bypass many lines!

Orange (@ DFW)

U.S. or Canadian Citizens, Lawful Permanent Residents

• You are a U.S. or Canadian citizen, Lawful Permanent Resident.

• Follow the ORANGE signs to the Automated Passport Control kiosk.

• Scan your Passport and answer a few questions on the touchscreen.

• Present receipt to Customs and Border Protection officer at exit.

White (@ DFW)

Mobile Passport Control (MPC)

• You are a U.S. or Canadian citizen and have downloaded the MPC app.

• Open your MPC app and submit answers about your trip.

• Follow the WHIT E signs to the MPC express lane .

• Present and scan your QR Code to Customs and Border Protection officer at exit.

• Visit mobilepassport.us for full qualifications and to download the MPC app.

Other online resources! Automated Passport Control Bringing Food into the United States Mobile Passport Control Planning to Travel Abroad

TRAVEL VIDEOS FOR U.S. CITIZENSKnow Before You Go

You've Arrived

How to Expedite Your Entry

Baylor Missions + Student Organizations Leader Handbook: Section SEVEN: Travel pg. 7

Customs Allowance (upon return)The customs allowance varies according to the country you visit. You may bring back $600-800 worth of goods from most countries. The allowance may go as high as $1200. This includes purchases for yourself as well as gifts for others. Keep a list of what you buy, the price, and all receipts. You can lump smaller purchases together under general categories (keychains, jewelry, etc.) or list them as miscellaneous items. If you plan to spend over $600, you should contact U.S. Customs and Border Patrol (http://www.cbp.gov/xp/cgov/home.xml) in order to determine the steps you will need to take in order to legally carry those items back into the States. Canadian citizens returning to Canada will need to check on Canadian customs regulations.

Customs Before entering the customs lane, have the declaration form in hand (or your MPC app with the QR code up and ready). Make sure to have all your luggage with you. The agent may ask where you've been and your purpose of travel (TOURISM). Keep your answers brief. Open the bags at the request of the agent. Usually, the agent will take the form from you. Once outside the customs door, you will proceed as with any domestic flight or exit to depart the airport for ground transportation.

Baylor Missions + Student Organizations Leader Handbook: Section SEVEN: Travel pg. 8