• 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 not after regular business hours. There will be instances when parents will 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.

Refer to the packing list for additional details about travel documents.

If you are traveling internationally for your program and need an updated passport, don’t delay! You can do an online search for your country destination + travel requirements if you have any questions. Note that processing for youth passports can take longer than adults, so plan to get expedited processing if the trip is less than three months away.

Participants traveling internationally should also take a notarized Minor Consent to Travel Form. While it’s rarely requested by the airlines, they are at liberty to ask for this when minors are traveling out of their home country without legal guardians.

Participants ages 15-17 traveling to Montana will also need one of the following per 2025 TSA travel requirements: Driver’s License or Passport or Credit Card (in the name of the participant) or School ID or Library Card or Birth Certificate or Social Security Card.

Refer to the packing list for additional details about travel documents. Participants who are not U.S. citizens must consult with the appropriate embassy or consulate regarding travel requirements.

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: VISIONS leaders encourage participants to turn in cash at the beginning of the program and check money out as needed, but we don’t want to accept more than $150. For international locations, money can be changed at the arrival airport.
• ATM/Debit Card: An ATM card will withdraw local currency and is more secure than carrying excess cash. If needed, it can be in a parent’s name since ATM machines don’t require identification. Note: Don’t rely on prepaid debit cards, which often do not work well (even if they say they will).
• 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.

Note: Please don’t bring a bunch of snacks from home. They aren’t allowed in sleeping areas because they attract pests, our kitchen can’t accommodate the extras, and there are options to purchase locally. (Exceptions for those with documented food restrictions who need to bring specialty items.)

Remember that comfort and versatility are more important than fashion, and clothes will get dirty. We understand that you may need to purchase some new or new-thrift items in order to adhere to the dress code, and we appreciate your understanding with this. You can check out our blog about gear for suggestions.

We do laundry once a week on programs longer than 9 days, and hand washing clothes can be done at any time. The packing list may be more than what you need, so err on the side of paring down instead of bulking up. (This is also a good time to remind you that VISIONS programs take place in a no frills backdrop, with showers every other day.) Label all clothing with indelible ink.

• 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 and accessible
• Have your money / debit  card safe and 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.

Airport Arrival 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.
• Upon arrival to Lima, you will walk with everyone else from your flight through Immigration, where you will have your passport stamped and may be asked some questions about your travels.
• Provide the following info on any Customs forms:
  • Primary purpose of the trip is “tourism,” since this is not for a job
  • Your address in Peru: Avenida Mariscal Castilla 610 Urubamba 08661 Peru
• Next you will collect your luggage (you must collect luggage in Lima!) and go through Customs. Even if your bag is checked through to Cuzco, you must retrieve it in Lima. Entering Customs requires having your checked bag with you, and then you will recheck it for your Cuzco flight.
• You will then exit the secure area (but DO NOT exit the building), where your VISIONS leaders will be waiting for you.
  • Leaders will be holding obvious orange umbrellas and wearing VISIONS t-shirts!
  • There are often a lot of people here, so it’s important that you actively look for your leaders.
  • DO NOT proceed to check in for your Cuzco flight without first connecting with VISIONS leaders.
• Once with leaders, participants make a quick “arrival call home.” Notes:
  • Kids who arrive the night before the flight to Cuzco (who stay the night with leaders in Lima) will make the call home that night from Lima. This call may occur upwards of 2 hrs after the flight lands due to the time it takes to get through Customs. Once the call is made, phones are collected.
  • Kids who arrive to Lima the morning of the connecting flight to Cuzco typically do not make the call home until arriving to Cuzco, as time can be tight for making the connecting flight, especially with an entire group to check in.

Airport Issues Help

The VISIONS office is available 24/7 while participants are traveling at (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.