Trip Planning
Program Preparation Information
Participant Portal
Trip Preparation
Packing
Summer prep webinar

PARTICIPANT PORTAL
The login page is for parents and participants to complete required paperwork and prepare for your program. The information below on this page is also available on the Portal.

Trip Preparation
Program life
Community
When we refer to the community of participants and leaders in VISIONS, we mean it as best defined by M. Scott Peck in “The Different Drum”: [A] group of individuals who have learned how to communicate honestly with each other, whose relationships go deeper than their masks of composure, and who have developed some significant commitment to . . . delight in each other, make others’ conditions (their) own.
On a VISIONS program, we place a premium on building a sense of community and getting to know everyone in the group. Sometimes, community might mean “neighborhood.” On a deeper level, it can mean creating a kind of family out of strangers, and it is this sense of community that we strive to create among our groups.
Community also means embracing your responsibilities within the group, respecting others, communicating clearly, and living cooperatively. To encourage growth in each of those areas, your group will meet three or four nights a week for about an hour to speak and listen to each other. We reflect on the day, including the volunteer and cultural experiences, and sometimes also use the time to hash out issues and iron out differences. This is a time to communicate openly and to listen to others’ perspectives. It can also be an occasion for us to see how others perceive us, which is a valuable gift.
Through this, we stand to gain insight as well as more effective communication skills, which are as useful as the physical skills we learn each day.
There can be no vulnerability without risk; there can be no community without vulnerability;
there can be no peace — and ultimately no life — without community.
– Scott Peck
Code of Ethics
- Travel with a spirit of humility and a genuine desire to meet and talk with local people.
- Be aware of the feelings of others. Act respectfully and avoid offensive behavior, including when taking photographs.
- Cultivate the habit of actively listening and observing rather than merely hearing and seeing. Avoid the temptation to “know all the answers.”
- Realize that others may have concepts of time and attitudes that are different—not inferior—to those you inherited from your own culture.
- Instead of looking only for the exotic, discover the richness of another culture and way of life. Learn local customs and respect them.
- Spend time each day reflecting on your experiences in order to deepen your understanding. Is your enrichment beneficial for all involved?
Compiled by The North American Center for Responsible Tourism, San Anselmo, CA
Program Expectations & Zero Tolerance Rules
Participant Contract: VISIONS expects that all participants understand that they will be asked to put the group’s needs ahead of their own. Participants are ambassadors for VISIONS while in our host communities, and are expected to uphold an ethic of service and goodwill. Appropriate, considerate conduct, and respect for program policies are essential. We live and work in the public eye, and appropriate behavior, language, and clothing are necessary. Participants assume responsibility for their conduct and their part in creating a productive group experience.
VISIONS places high value on respect for the local people who welcome us. We are temporary community members—not tourists— and they will want to welcome you as a friend. Inappropriate language, behavior or attire may inadvertently put a wedge in those relationships. We set participants up to succeed and here are some of the ingredients we view as fundamental to a fulfilling experience for all involved.
Zero Tolerance “Airplane” Rules
VISIONS maintain a Zero Tolerance policy regarding (1) consumption, possession, or attempted possession of alcohol or illegal drugs/substances; (2) sexual activity—meaning conduct deemed unacceptable in public places. (Remember that VISIONS focuses on an inclusive group dynamic, so cliques and romances are out of sync with the goal of a powerful and life-changing experience.)
These activities result in immediate dismissal and loss of service hours, and are referred to as our Airplane Rules.
Appropriate Language
Participants are expected to speak respectfully and avoid inappropriate language. If a participant needs repeated reminders about language, it may result in a Behavior Contract and/or reduced service hours.
Work Ethic
We respect the decision to be part of an ambitious service trip and we expect participants to uphold their commitment to the work at hand. Not everyone will have the same capabilities or endurance, but we look forward to seeing each person push themselves and contribute in ways that will make them proud and achieve our shared goals!
#VISIONSdressCode
Review the dress code parameters in the packing section.
Health
Since VISIONS cannot provide medical advice regarding international travel or vaccinations, we recommend consulting with your family physician or a travel doctor, keeping in mind that some vaccines require a series of shots that take place over several weeks.
We also suggest that you review the Center for Disease Control (CDC) website for the Dominican Republic. A travel doctor may wish to know the areas that will be visited while in the DR. In addition to Cotui, we go to Samana province (on the 19-day and longer programs), take a half-day excursion to San Francisco de Macoris (Duarte province), and Juan Dolio (San Pedro de Macoris province) for a day / night at the end of the program. There is a hospital in Cotui and more serious medical situations also may be treated in the capital, Santo Domingo.
To learn more about health and risk management on VISIONS programs, refer to this FAQ link.
Being In Touch
Program Updates
While VISIONS leaders do not post constant updates (their primary job being to be fully present with the program and kids), a few times a week they do post photos and updates to VISIONS Facebook and Instagram pages.
Communication
Kids make a quick call home upon being met by a VISIONS leader at the airport. (For international sites, we encourage kids and parents to download WhatsApp on your phones before the program.) After that, participants’ phones are collected for the duration of the program and families are encouraged to follow program updates through our social media.
Parents are also called if a participant is taken to a clinic or if another situation deems calling home.
For urgent matters and questions during the summer, parents may of course call the VISIONS office at 406-551-4423. During off-hours, a 24-hour number is provided on the office message system (so please don’t hang up if you get to voicemail).
Mailing Address
We don’t receive mail on the program. If you need to send something to your child, please contact the VISIONS office.
Travel
Booking Flights
- The VISIONS designated travel agent is Aileen Setiawan at Discover Travel, 215.925.6174 or aileen@discovertravelinc.com
- VISIONS strongly recommends that flights are booked with Aileen since she has the arrival and departure parameters as well as an overview of all participants’ itineraries in order to facilitate travel days. It is not guaranteed that there will be more than one participant on every flight, but participants booking flights through Aileen will be placed on the same travel itineraries whenever possible.
- If families choose not to book with Aileen, the itinerary must be submitted to VISIONS for approval prior to booking. Neither VISIONS nor our travel agent will be able to assist with travel issues associated with flights booked through an alternative option.
- In cases of flight delays or changed flight dates, Aileen is a resource, but there will also be instances when parents may need to call an airline to assist.
- Unaccompanied Minor (UM) Service is required by some airlines for minors who are not traveling with an adult. Aileen will inform you of the requirements, and please also check the regulations of your carrier. UM assistance is arranged directly with the airline, but you will need to share the details with VISIONS so we can pass it along to program leaders. If you are not booking with Aileen and are booking directly with the airline using miles, the airline might not advise you of the UM requirement, which can cause last minute issues at the airport. It is each family’s responsibility to take care of UM requirements well in advance of travel day.
Trip Insurance
Travel Documents
Traveling internationally for your program? If your passport isn’t valid for at least six months beyond your program’s return date, start the renewal process now. If your trip is less than three months away, consider using an expediting service.
Minors traveling without legal guardians should also carry a notarized Minor Consent to Travel Form, as airlines can ask for it when minors are leaving the country without legal guardians.
Travel Days
- Copy, paste & print the information below for participant to take while traveling
- Parent & participant review it together before the trip
Pre-Departure Checklist
- Keep your passport or other ID safe & accessible
- Have your money / debit card safe & accessible
- Carry your cell phone and charger in your carry-on (rather than packing in checked bags)
- Download WhatsApp (participants & parents)
- Put your home address (not program address) on your luggage tags
- Notarized Minor Consent to Travel Form – Please note that VISIONS does not require you to submit the form to our office. Instead, each participant should carry it during travel. Some airlines may deny travel to minors without the notarized form, as it’s increasingly common to ensure parental/guardian consent.
E-Ticket Entry Form
The DR requires an e-ticket entry form and you won’t be able to check into your flight to the DR without this. It takes about 10 minutes to complete and can be filled out anytime within 72 hours of your arrival in the D.R. Once accepted, you will receive a QR code which you will need to show at the airport in both the U.S. and the Dominican Republic. You can either keep this QR code on your phone, or print it and bring it with you. You will need the following details on the form:
- Travel purpose: Leisure
- Disembarkation: SDQ airport
- Check: “Are you staying in a private rental?”
- Address in DR (allow the fields to populate as you type, as there are accents):
- Province – Sanchez Ramírez
- Municipality – Cotuí
- Section – El Club
- Street and Number – Calle 8 Casa 91
Airport Arrival / Customs Instructions
- If you have a connection during your travels, go directly to the gate of the next flight, even if it’s a long connection. Check the flight screens for the gate number; ask for help from airport personnel as needed.
- Once in Santo Domingo, you will walk with everyone else from your flight through Immigration, where you will have your passport stamped and may be asked some questions. You’ll also need to show the printed (or saved on your phone) QR code from the e-ticket described above.
- Next you will collect your luggage and go through Customs.
- You will then exit the secure area where your VISIONS leaders will be waiting for you. Do not leave the airport until you’re with your leaders.
- Leaders holding an orange umbrella and wearing VISIONS t-shirts!
- There are often a lot of people meeting friends and family here, so it’s important that you actively look for your leaders.
- Once with leaders, participants make a quick “arrival call home.” Note: This call may occur upwards of 2 hrs after the flight lands due to the time it takes to get through Customs, and we sometimes collect bags before making the calls. Kids do not make another call once they reach our homebase since they are now with leaders.
Airport Issues Help
The VISIONS office is available 24/7 while participants are traveling at +1 (406) 551-4423.
- If there are any flight delays that will affect a participant’s arrival time (to the program), participants should contact the VISIONS office immediately.
- If bags are lost, leaders will do their best to handle it on the spot and will be in touch with parents if assistance is needed.
- If you cannot find leaders in the airport:
- Remain inside the airport
- Do not leave the secure pickup area
- If after 10 minutes you have not found a leader, call the VISIONS office
Departure Day
Leaders help participants check in to their flights, see them through security, and remain in the vicinity of the airport until each flight has departed. Parents are welcome to check their child in online (and pay for bag) beforehand and text the e-ticket to their child, but this extra step isn’t necessary. Participants should have their ATM or credit card to pay for any baggage fees, if needed.
Participants’ phones are returned to them upon arrival at the airport.
Packing
Tech-Free
Hooray! VISIONS is tech-free. Cell phones, smart watches and gadgets are collected on arrival after calling home at the airport. (If you’re traveling out of the country, family members can download WhatsApp pre-trip to avoid international calling fees.) Phones are returned on the final day at the airport before checking in.
We make every effort to safely secure kids’ phones, but VISIONS is not responsible for lost or stolen items. Label your phone and don’t bring additional devices.
Non-phone cameras are allowed, but don’t worry if you choose not to bring one, as leaders share photos at the end of the program.
Spending Money
Tuition covers all activities of the program, but participants should have access to extra money ($20-50 per week) for personal items such as souvenirs, snacks beyond what the program provides, and baggage or other travel-related fees.
- Cash: Leaders allow participants to turn in cash at the beginning of the program and check money out as needed. We prefer that kids not bring more than $150 cash. For international locations, money can be exchanged at the arrival airport.
- ATM/Debit Card: Allows withdrawal of local currency and is more secure than carrying cash. It can be in a parent’s name since ATM machines don’t require identification. Don’t rely on prepaid debit cards, which often do not work well.
- Credit Card: We recommend bringing a credit card for things like baggage fees and other expenses if your ATM card doesn’t have spending abilities.
Pack with Intention
Comfort and versatility are more important than fashion, and clothes will get dirty. You may need to purchase some new or new-thrift items for the dress code, and we appreciate your understanding. We do laundry once a week on programs longer than 9 days, and hand washing can be done in addition to laundry. The packing list may be more than what you need, so err on the side of paring down instead of bulking up. Label everything with indelible ink.
#VISIONSdressCODE (Do not pack these!)
- Short-shorts or short skirts. All shorts—for boys and girls—must be between mid thigh and knee length. Students who arrive without appropriate shorts will need to wear pants.
- Crop tops (shirts need to cover midriff; clothing must overlap)
- Spaghetti straps
- Low cut shirts
- Clothing that reveals undergarments
- See-through clothing
- Spandex or yoga pants (leggings worn under shorts are permitted)
- Bikinis or Brazil-cut bathing suits (tankinis are fine)
- Low-riding pants that show boxers
- Also, please don’t bring snacks from home. They aren’t allowed in sleeping areas because they attract pests, and our kitchen can’t accommodate these extras. There are plenty of options to purchase locally. Note: If you have allergies and need to bring specialty items, that will be okay.
Forecast
Temperatures tend to range from the mid-70s to the low-90s and most days will find us in t-shirts and shorts or pants.
Documents
Put these in an envelope in your carry-on to give to VISIONS leaders on-site.
Passport
Must be valid for at least six months following the return date from the DR
Passport Copy
Take a picture of the 2-page spread that includes your photo; share the photo with your parents
Travel Consent
Notarized Consent to Travel form (not required for VISIONS group trips traveling with teachers)
DR E-Ticket
Required before you can board your flight to the DR!! Once accepted, you will receive a QR code. Must read instructions under “Travel Days” here.
personal items & gear
Luggage
The entire packing list fits into a 40 to 50 L bag (pillow & book bag separate)
Hand Sanitizer
Small bottle for personal use
Toiletries
Travel sizes instead of large; more can be purchased on-site if needed
Biodegradable shampoo & soap (Dr. Bronners, for example)
Leave hair dryers, makeup, etc. at home
Medication
We suggest putting prescriptions into pill boxes that cover the entire program. Also bring the original prescription containers, as Customs / airport security may check medications.
Bring prescriptions in your carry-on in case luggage is delayed
Sunscreen
Enough to apply multiple times a day & make sure it’s reef safe!
Bug Repellant
Non-aerosol bottles, please, and enough for duration of program; also consider bringing a small amount of anti-itch ointment
Towel
One should be enough
Sheets
Twin-sized sheets
Pillow
Can be taken as a carry on & travel size should be just fine
Small Blanket
Lightweight & small (although rare, some kids get chilly at night)
Headlamp
For reading at night
Sunglasses
A strap is recommended
Water Bottle
24 oz. minimum and label with your name
Work Gloves
Durable material & label with your name
Daypack
You will use this daily to take to worksites and other activities
Laundry Bag
Stuff-sack-type bag or pillowcase will suffice (only for programs longer than 9 days)
Spending Money
In addition to discretionary spending money, you will need US $10 for entry fee at DR airport
ATTIRE
Shoes
1 pair of sneakers or hiking boots for worksites and hikes
Sandals
Teva- or Chaco-type sandals with heel strap (a must!)
Optionally also bring flip-flops for showers
T-Shirts
4 to 6 t-shirts
Remember #VISIONSdressCODE
Rain Jacket
Lightweight; poncho is also fine
Work Shirt
1 cotton button-up for sun protection & cool nights
Pants
1 or 2… jeans, lightweight cotton or quick-dry—your choice for something comfortable but pants are essential if mosquitos are out
Shorts
2 to 4 pairs: search for “long work shorts,” which will be good for worksites & outings, and follow the #VISIONSdressCODE (shorts must be between mid-thigh and knee-length)
Socks
4 to 5 pairs
Under-Garments
Keep in mind laundry is done weekly on programs longer than 9 days
Sleepwear
Just for sleeping—it won’t be worn around homebase or to breakfast
Bathing Suit
Remember NO Bikinis or Brazil-cut bathing suits (tankinis are fine)
Review the #VISIONSdressCODE again
Hat
A baseball hat will be a favorite part of your daily uniform
Nicer Outfit
If you want to keep it simple, your work shorts or pants and the button up shirt will be just fine!
Optional
Homestay Gift
For the day stay that is done with another VISIONS participant and a local family. No more than a ~ $15 gift that could be a souvenir from your hometown, or candle, picture frame, local craft, etc.
Pet Crate Donation
Soft collapsible dog or cat crate that will be used for community spay & neuter clinics
Watch
Recommended since you won’t have your phone; water-proof or resistant is best
Book
Old-fashioned book with pages; no e-books
Musical Instrument
Any musicians out there?
Camera
Just as long as it’s not part of a phone
Bandana
Versatile items for protection from the sun
Money Belt
This one is up to you!
Journal
To remember this unique experience!
Baseball Glove
For pick-up games, and you can leave it as a donation if you’d like to. There will also be some available to borrow
Eye Mask & Ear Plugs
For darker, quieter sleeping (the roosters crow early!)
Travel Game
If you have a favorite, feel free to bring it
Summer prep webinar
Our summer prep webinars are over for the season, but please take time to watch the recorded version here.