Pre-Race Checklist for Parents

Parent Ministry is often asked for a “checklist for parents”.  Based on our experience and the recommendations of previous parents, we’ve compiled this list of possible items.  Not all of these will apply in every situation.  We also ask you to keep these things in mind:

• Let your Racer carry the responsibility for Race preparation.  We know there are some important timelines and tasks that may be higher on your priority list than on your Racer’s, but the ball should still stay largely in their court.  

• These are not hard and fast deadlines, nor is everything a requirement. They are recommendations of when it is possible to begin thinking about some details, especially if you want to avoid everything being left until the end.  

• This is designed to be a relatively concise checklist. Fuller discussion on many of these topics can be found in the Parent Guide on the Parent Resource Site  (www.adventures.org/parents).  

• If you contact us with specific questions about your Racer, please include their full name, their Squad (the letter designation) and the Gap Year designation if they are a Gap Year Racer.

EARLY STAGES

• Check with your Racer to verify that the email address and phone number they listed for you on their application is your preferred one.  This is important for routine communication and emergency contact. 

• Read the Parent Guide linked to on the Program page of the Parent Resource Site (and then read it again after training camp and again after Launch – it really does have a lot of information that will make sense at different stages)

• Immunizations

• Check with CDC for their route – they need to be prepared to be anywhere in the country.  

• Yellow Fever vaccine – Racers need this for logistical reasons.  There is a shortage and you may need to travel a ways to find it and appointments may not be readily available.

• Some vaccines require multiple doses over a month or more.  Allow enough time to get those.  Waiting until after training camp may be too late.

• Prescriptions

• Begin to evaluate options for ongoing prescription needs.  We do recommend that they start out with a 3-4 month supply.  Getting insurance coverage for this can be tricky but persistence in asking to speak to managers or requesting vacation overrides can be helpful (but time consuming).    

• Obtain a written copy of prescriptions that they can take to a doctor overseas, who can then rewrite the prescription to be filled locally.

• Malaria medicine can be reliably purchased overseas so all they need is a starting prescription if they will be in a malaria region.

• Banking

• Have an account where you and your Racer are JOINT account holders (not authorized users).  This allows you to help more completely in the case of a banking issue while they are gone.  (Note:  While “joint account” is our recommendation, there’s a fuller discussion of this in the Parent Guide.)

• Find out if you need to complete any special power of attorney for the bank.

• Debit card – Since local ATM withdrawals are the primary way Racers will access cash, look for a checking account with a debit card that does not charge international transaction or ATM fees.  We recommend the Charles Scwab account but also know that USAA, Capital One Venture and others have good records as well.

• Credit card – In your Racer’s name.  For emergency situations (particularly medical).

• APPLY FOR THESE CARDS EARLY.  At every launch we have parents regretting that they waited until the last minute, trying to overnight an expedited card to the hotel, or realizing that their Racer will launch without a debit card.  

• Use the cards in the States to make sure they work before heading overseas.

• Check your passport for expiration date or apply for a passport – If you go on the Parent Vision Trip, you’ll need it.  And it’s just a good idea to have if your son or daughter is traveling abroad.  Many countries now require your passport to be valid for 6 months after travel in order to enter the country.  Several countries also require at least 2 blank pages in your passport.

NEXT STEPS

• Watch the tutorials – if you are new to Facebook, Pinterest, Instagram and The World Race site (including how to find a squad, etc.), look for the Unit on your parent Facebook page for short video tutorials.

• Check expiration dates – on credit and debit cards, drivers’ licenses, epipens, etc.  Arrange to renew before departure if necessary.

• Install helpful apps – e.g., WhatsApp, Venmo, etc.  Make sure you and your Racer can communicate using them.  

• Check out packing and gear recommendation blogs – Racers vary in what they recommend but google “World Race packing list” and you’ll find a number of blogs on the subject.  The WR and the Parent Ministry Pinterest pages have some links as well.

• Check on student loans – Many student loans can be deferred but there is a process involved, which can take some time.  Make sure you start the process early enough for your Racer to get the necessary documentation from WR before they leave.

• Auto insurance – If you plan to drop, suspend or lower your Racer’s coverage while they are gone, check with your insurer about what documentation they need.  If they need an out of country letter, your Racer will need to get that from their Admissions Advisor before they leave.

• Decide whether you need medical, dental, vision check-ups before leaving – and schedule accordingly.

AS IT GETS CLOSER TO LAUNCH

• Watch the Facebook Lives or videos as they are posted to the Facebook group

• Insurance

• Fundraising

• Health and Safety

• Communication/Banking/Packing

• Ministry and Spiritual Journey (yours and your Racer’s)

• Power of Attorney

• It’s a good idea to have a general and financial power of attorney.  Make sure it allows you to file taxes for your Racer if necessary.

• Check with your bank to see if they have their own unique form.

• If you will be doing any business with your Racer’s school/college, check with them for their form.

• Medical power of attorney – While you can certainly consult an attorney if you feel the need to do so, in practical terms emergency medical decisions will need to be made by people in the closest proximity to the situation on the field.  HIPPA releases apply to U.S. laws and are ineffective internationally.

• Cell Phones 

• Talk to your cell phone provider about options – including suspending your Racer’s account, daily rates for occasional use, or full international plans.

• We do not believe an international calling or data plan is necessary. There are numerous wifi based communication options.  However, many parents want their Racer to have it.  

• Make sure your Racer knows how important it is to keep their phone in airplane mode so that you do not begin receiving monthly cell phone bills for hundreds or thousands of dollars due to roaming or data charges.  Keeping it in airplane mode allows them to communicate via one of the wifi options when they have wifi, but will avoid unexpected data or roaming charges.

• Insurance 101 – if filing insurance claims will be a new experience for your Racer, consider doing a brief “Insurance 101” session.  Helpful resources can be found on the insurance page (link is on the Parent Resource Site (www.adventures.org/parents)

• Enroll in frequent flyer programs – Racers are responsible for letting airlines know they have this when they fly (i.e., we cannot add it to their ticket).  Most airlines are a member of one of the 3 major alliances – SkyTeam, Oneworld, Star Alliance.  

• Begin spending intentional time together – Don’t let the calendar get away from you.  Things will get busy in the last days and weeks.  Make a weekly date with your Racer (for coffee, a meal, a walk) and do your best to keep that time sacred, even if you have to shorten it.   

• Banking – Make sure banks and credit card companies are notified of your Racer’s general travel schedule.  We cannot provide specific itinerary dates but specific dates are not necessary.

• Passwords – If your Racer is comfortable giving you a list of all their “business” related passwords, it can help if they need your assistance while overseas.  There are locations where they will not have reliable wifi and may be unable to comply with instructions to change passwords, etc.

• Additional passport photos – Racers will be told to have a certain number of extra passport photos (usually 4-6).  These are used for situations where they need to get a visa at a border, if they lose their passport, etc.  They need to be “official” passport photos (e.g., from CVS, Walgreens, AAA, etc.).

• Photocopies and electronic copies – of passport, credit/debit cards, yellow fever card, immunization records, etc.  Pack one copy in their bag (separate from the originals).  Leave one copy at home.  Have one stored digitally.

• Domestic insurance card – If they are covered under a domestic insurance policy they will need to file with that company in addition to the travel insurance company.

• Cancel memberships/subscriptions – gyms, magazines, online services that won’t be used, etc.

• Important conversations before they launch – Talk about things such as:

• How will they handle fundraising from the field?  What expectations do they have of you and are you comfortable with those?

• Will they let you know if they plan to fast from technology/social media?

• How much do they want to know about medical situations – e.g. mom’s ongoing cancer checkups, grandparents declining mental ability or other health issues, etc.  Do they want to know everything right away?  Or when you have more information?

• If you have strong feelings about tattoos, shaved heads, etc., let your Racer know.  (We do not prohibit Racers from doing these things.)