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Standards for Receiving and Hosting Mission Visitors

Version approved by the EPGM task force for writing Function 2.1 standards with amendments suggested by EPGM members at the EPGM annual meeting, April 21-23, 2002, Ridgecrest, North Carolina

"I remember you in my prayers at all times; and I pray that now at last by God's will the way may be opened for me to come to you. I long to see you that I may impart to you some spiritual gift to make you strong— that is, that you and I may be mutually encouraged by each other's faith (Romans 1:9-12)."

The member organizations of the Episocpal Partnership for Global Mission recognize with joy the increasing opportunities God has given us in our day to receive and host in the United States visiting missionaries from every continent of the world. The following standards represent a statement of the best practices by which all our members are expected to measure their ministries of hospitality to overseas guests.

Function 2.1 of the Plan to Establish the Episcopal Partnership for Global Mission states that "EPGM will establish for the receiving of missionaries from other churches standards for invitation by episcopal authority, hospitality, financial support, itineration, cultural orientation, housing and insurance."

For the purposes of this document, missionaries from outside the USA received by the Episcopal Church USA are understood to fall into the following three categories;

  1. Visiting mission personnel (under three months' duration)
  2. Short-term mission personnel (three months to a year duration)
  3. Long-term mission personnel (up to three years' duration)

Receiving Standards

  1. Invitation by Episcopal Authority. Visitors and missionaries who have been invited for a defined ministry purpose and length of stay are differentiated from persons such as students and refugees who may be here for longer periods and without expressed ministry goals. Hosts take on a responsibility and subsequent accountability for invited mission companions as befits a Christian notion of hospitality and stewardship of resources. In keeping with the canons of the Episcopal Church in the USA, we recommend the following:
    1. Informing the Episcopal authority in each visited diocese in a timely manner;
    2. Procuring any licenses and permissions in accordance with the canons for ordained persons in preaching and celebrating,
    3. Procuring licenses and permissions for lay visitors preaching or otherwise assisting in worship,
    4. Extending courtesy toward the bishop of the diocese by informing him/her about proposed mission visits,
    5. Offering to educate the bishop and diocesan staff about mission in their midst.

  2. Hospitality. We recognize the importance of hospitality being afforded to mission visitors, and recommend the following:
    1. Those intending to host overseas visitors should form a hosting committee to facilitate the visit.
    2. Such committees should do financial planning for the visit.
    3. The host committee should organize pastoral care and attention for the visitor and his/her family.
    4. The committee should provide, where appropriate, encouragement, rest, continuing education, seminars, etc. that might be important to the visitor.
    5. Where appropriate, education for the visitor's children should be provided.
    6. Translation services should be organized if necessary.
    7. We recognize the importance of networking for such visits, so that those with interests in our overseas companions may be prepared to receive the visitors also. EPGM and DFMS should be informed about the nature and itinerary of such visits where possible.

  3. Financial Support. The financial arrangements for a visitor's salary and support should be clearly understood and articulated so as to be transparent from the beginning. Integrity and openness are a must to insure effective visiting. There should be no surprises during or at the conclusion of the visit. Important questions to be considered are the following:
    1. Financial plans should include the visits of or support for the family of the visitor.
    2. There should be adequate funds for transportation to all the visitor's venues.
    3. There should be a clear understanding about "fund-raising" during the visit and the apportionment of such good-will offerings as are collected.
    4. At the conclusion of the visit there should be funds to send gifts and other material back home to avoid overweight luggage charges.
    5. The possibility of ongoing support for the visitor should be discussed before he/she returns home.

  4. Itineration. An itinerary should be made only after goals have been set by the host committee and the visitor. The itinerary also should take into account the following:
    1. The visitor will have a personal agenda, including the need for rest and relaxation, sightseeing, communication with family members here and at home, medical visits, etc.
    2. The host committee will want the visitor to see the diversity of the community, diocese or region.
    3. The itinerary should be consistent with the purposes and strategies of the visitor's home church and existing mission networks or relationships.

  5. Cultural Orientation. The host committee must organize appropriate cultural orientation for the visitor and for those facilitating the visit.

    6. For the visitor:

    1. Awareness of US Visa and Customs requirements;
    2. Language acquisition needs and/or fluency demands;
    3. Awareness of sexual misconduct codes;
    4. Ethnic diversity training;
    5. Interfaith and ecumenical considerations;
    6. Contemporary issues in the Episcopal Church and the hosting diocese;
    7. Awareness of diversity in liturgy, polity, structures and movements;
    8. Awareness of cultural customs in the host area.

    For the host committee:

    1. Awareness of the customs and practices in the visitor's home area;
    2. Knowledge of salient facts about the country of origin;
    3. Knowledge of the mission and ministry of the visitor's home church diocese, province).

  6. Housing. There must be a clear understanding, in advance, about where the visitor and his/her family will reside. Considerations should include:
    1. Is the housing consistent with the hosting area's standard of living?
    2. Are limitations on budget made known to the visitor?
    3. Are the arrangements clearly understood?
    4. Is there provision for communication home (Phone cards? Long distance account?)
    5. Is transportation convenient for the visitor?
    6. If the visitor or overseas missionary is staying in a private home, is the provider sufficiently oriented toward the cultural practices of the visitor and his/her diet, religious practice, etc.?

  7. Insurance. The source and cost of adequate insurance coverage for the visitor must be determined in advance. Travel agencies offer "visitor's insurance." The host committee, diocese or receiving agency may want to consider the following:
    1. Visitors may come with pre-existing medical conditions and special health or diet considerations;
    2. Physicals may be required;
    3. Family members may require special medical clearances for the policy. Such considerations should be vetted well in advance by the host committee.
    4. Life insurance and liability insurance, appropriate to the length of stay, may also be provided;
    5. Liability policy to protect the host committee or organization should be carefully considered.

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