As much as you prepare for the actu

As much as you prepare for the actual event, you may also be expected to support the organisers to have all the logistical arrangements completed well in advance. This will help you to prevent any last minute hustle and focus on extending proper support to the child. The organisers will be responsible to make overall arrangements. However, make sure that you support them by sharing relevant information and following up where necessary.
• If a child does not have a passport/travel document, make sure to initiate the issuance procedure timely.
• If visas are needed, make sure that these are requested and applied for timely.
• Ensure that travel insurance is duly obtained.
• Make sure the airport transfers are organised (taxis or other transportation means to go to and come from the airports).
• Make photocopies of all travel documents (passports, tickets, insurance, visas, etc.) and carry them with you in your hand luggage.
• Remember to take a set of printed copies of all important documents shared by the event organisers (including the invitation letters, agenda of the event, address of the venue etc).
• Ensure that the child has a set of copies of all important documents, including emergency phone numbers.
• Ensure that the child knows how to use phones in different foreign cities, including transit countries.
• Organise phone cards/adequate cash (in USD) for the child, so they can use them in the event of an emergency.
• Obtain an adequate cash advance from the organisers to cover all expenses during the travel.
• Discuss and plan the trip with the organisers and agree on safety measures to be followed. Keep the child and their parents/guardians involved and informed of all relevant matters.