Making a Budget

Come up with a budget as early in the planning process as you can. To get you started, here is a list of costs you may need to account for:

  • Transportation costs:
    • Gas
    • Van rental
    • Chartering a bus
    • Airfare
    • Luggage fees (check with your airline)
  • Lodging (either through your host or for extra nights at hotel)
  • Food (check with your host to see if food is included in your trip package):
    • If you’re making your own meals, plan on $2 per meal per person
    • Will you go out to eat a night?
    • Budget extra money for any airport meals
  • Extra costs for special excursions or activities (example: a trip to a village or a tour)
  • Insurance 
  • Vaccinations
  • Materials needed for your work site (VBS materials, medicines, work supplies, etc.)
  • Miscellaneous fund (approximately $250 for things such as gifts and tips)
  • Spending money
  • Team t-shirts
  • Tools (work gloves, paint brushes, etc.)
  • Travel agency fees
  • Visas and passports
  • Costs to your church:
    • Is your church paying for anything specific, or are participants totally responsible for trip costs?
  • Trip costs per person—each team member should know what they are paying for
  • Decide if your team will make a donation to the ministry you are serving with

The Volunteer Engagement team would love to help you prepare and develop your trip budget. Contact us at for additional support.