There’s so much to do and see while you’re in the Western United States —and also a few things you’ll need to get ready for before you go! Prepare for your adventure with BBYO Passport by reading this helpful guide below —and start getting excited for the incredible adventure that awaits!
We hope you will take the time to review this document in its entirety.
Please ensure that you have:
- Arranged travel to/from the departure airport or the pre-approved meeting point and submitted your travel plans to us.
- Signed up friends and family to receive updates during your trip (parents will automatically receive the updates).
- Added a travel insurance policy (optional).
- Joined the program Whatsapp group for either teens or parents. (Only teen participants will be accepted into the teen group.)
- “Liked” BBYO Passport on Facebook – this is where we’ll post photo albums over the summer.
- Reviewed the Program Rules & Expectations together as a family.
- Reviewed the packing advice in this document.
- Reviewed BBYO Passport's commitment to:
- Reviewed the Trek West USA FAQs and General FAQs.
- Made a plan for accessing spending money during the program.
- Submitted all forms to your account: Physical Medical, Health History Questionnaire, Parent Waiver and Release of Liability, Teen Waiver and Release of Liability.
CONNECTING TWO SUMMER EXPERIENCES?
You will receive a separate guide for each program along with details on how the connection works.
Each group forms its own traveling community and the size of each group varies by program date. We will release more details approximately 3-4 weeks prior to our departure. In the meantime, we encourage you to join your program-specific Whatsapp group for either teens or parents. (Only teen participants will be accepted into the teen group.)The teen group is a great way to connect with fellow travelers before the program and beyond.
Please note: not all teens will join the group before the trip; therefore the group will not be a good representation of the number of teens on your program. Don't be afraid to start the conversation by introducing yourself to everyone!
Each group is accompanied by a team of madrichim (counselors) and a tour guide. Staff names are posted approximately 3-4 weeks prior to your departure, and you can expect a staff welcome call leading up to your departure!
Keep a running list of questions ready for when we call. We want to be as helpful as we can, and we know sometimes our calls can catch people off guard,
Standard accommodations are based on 2-4 teens per room with the same amount of sleeping accommodations. Every time we move to a new overnight location, we will rotate rooming assignments to provide a better opportunity for our teens to get to know one another and promote group bonding.
Joining your program’s Whatsapp group is a great way to “meet” other teens before the trip starts!
The projected itinerary is announced 3-4 weeks prior to departure. Please note that even the confirmed itinerary will be subject to change on the ground. We will do our best to notify parents and teens in advance if necessary.
KASHRUT & DIETARY NEEDS
All meals provided on the program will be we vegetarian when dining as a group. On rare occasions when kosher facilities are available, we take full advantage. Most BBYO Passport experiences include “pizur” meals where participants have the opportunity to use a cash allowance to buy their own food. Kosher meals during pizur time are subject to what is available locally and to the teens’ personal choices. Teens with special dietary situations should make sure their medical dietary restrictions are reflected in their account information.
If possible, our group will make a stop at a grocery or convenience store. We recommend that teens pick up snacks and food for later on in the program. When traveling you may encounter new foods and not all will be to your liking, so we ask teens to be flexible and have snacks and alternatives on hand just in case.
Shabbat is a special time and can be an amazing opportunity for rest and reflection. Friday nights and Saturdays will include prayer, informal discussions, and various Shabbat programming. When possible, we try to include visits to local synagogues to give teens a taste of how Judaism is observed locally. Often times our best or only option is a traditional Orthodox service. Even if this is not part of your tradition, it is an opportunity for a rich cultural experience that can be meaningful too. We strive to provide a number of alternative options for celebrating Shabbat, and teens are encouraged to take a leadership role in how the experience is shared with the group.
As a program, we do not drive on Shabbat and we do not oblige or encourage teens to break the rules of Shabbat which we observe. We do however require that teens carry items on Shabbat such as water bottles. At the same time, what teens do during their non-programmed time on Shabbat is their own personal decision. We only ask that everyone be mindful and considerate of each other’s practices.
Program Rules & Expectations
BBYO is a teen leadership organization, and as such, we place great trust and responsibility on our teens. By agreeing to participate in the program, you are agreeing to abide by the terms of our Release Form and the BBYO Code of Conduct. We encourage you to review these conduct guidelines as a family before the start of the program:
For the sake of creating a safe and successful program experience, BBYO Passport has established a series of rules and disciplinary guidelines. Each disciplinary situation is evaluated individually, but as a general rule, infractions related to physical violence, drugs/controlled substances, tobacco, alcohol, and leaving the group without authorization are grounds for removal from the program. A single infraction may result in immediate separation from the group. BBYO Passport staff reserves the right to make these decisions, and there may also be further consequences for BBYO members within their local regions.
In the event of program dismissal, the parents of the dismissed teen will be solely responsible for all associated fees, including the cost of special transportation to the airport, a flight chaperone if necessary, or an airline change fee. No portion of the program fee will be refunded, and any scholarship funds awarded will need to be reimbursed in full to BBYO or the issuing agency. Given the international nature of the program, the consequences of dismissal are extremely serious, costly, and disruptive to the rest of the group.
Cause for Removal
It is our sincere hope that no one will need to be expelled from a BBYO Passport program, and accordingly, we encourage parents and teens to discuss this matter carefully together before the start of the program.
All behavioral matters will be dealt with on the program through a series of steps. These steps may include a staff-teen conversation, a formal warning, loss of free time or other privileges, program probation, and ultimately dismissal. Again, BBYO Passport staff reserves the sole right to make decisions related to behavioral misconduct and disciplinary consequences. Any specific questions related to disciplinary rules and regulations should be directed to BBYO Passport’s Executive Director, Aaron Robbin.
Curfew & Rooming
To fully appreciate the program, a good night’s sleep is essential. A curfew will be enforced at the discretion of program staff. Teens are expected to abide by these curfew rules. Hotel rooms are assigned on a single-gender basis. Teens are not allowed to be in any other room other than the room they are assigned to without permission from the staff at any time during the program.
Drugs & Alcohol
Possession, consumption, purchase, and/or being in the presence of drugs and/or alcohol will not be tolerated on any BBYO Passport program and may result in immediate dismissal. If ever you are in a situation that puts you in possession or presence of drugs and/or alcohol, reach out to a staff member as soon as possible. Additionally, sharing, selling or otherwise dispensing prescription medication is not tolerated and may result in immediate dismissal. Moreover, it is the policy of BBYO Passport to allow the police and justice departments of the respective countries visited to prosecute when infractions have occurred without intervention by BBYO Passport.
BBYO Passport staff reserves the right to administer a breathalyzer test and/or search any teen’s belongings and/or room at any time and for any reason during the course of the program.
Leaving the Program without Authorization
As part of our general approach to safety and security, teens on all BBYO Passport programs are not allowed to leave the supervision of the program at any time. There will be occasions for limited free time in specific areas that are deemed secure by program staff. However, the general rule is that there is no leaving the program at any time and for any reason whatsoever during the day or at night. Leaving the program without specific staff authorization is grounds for immediate dismissal.
Timeliness & Cooperation with Program Staff
Behind the scenes of each BBYO Passport program is a complicated logistical plan which requires us to keep to an exact schedule. Staying on schedule requires the cooperation of every teen. It means waking up in the morning on time, not wandering from the group, and respecting the overall schedule of the program. The consequence of being late is that elements of the program will be canceled. We need every teen’s cooperation to ensure that the program to be fully experienced.
We believe in the unique power of a group experience as opposed to a collection of individual experiences. As a member of a traveling community, each teen has a responsibility to treat their fellow teens with respect and decency. We aim to create an inclusive atmosphere where everyone on the program is made to feel welcomed and comfortable; each teen plays a role in making this possible. These same principles apply to virtual and social platforms before, during, and after the program.
The purchase or possession of a weapon or an item that may be construed as a weapon is not allowed during the program, and any such items will be confiscated.
Mobile Device Use
Cell phone use is a privilege, not a right. Use of communication devices during scheduled program time is not permitted. During other times, teens must exercise discretion when using the phones (i.e. respect sleeping roommates, etc.). If necessary, program staff reserves the right to suspend or even terminate a cell phone rental if these privileges are abused.
Respect for Property
It is expected that teens will behave responsibly and with respect regarding belongings and property throughout the program. Should property be damaged or defaced by a fellow teen, those responsible will be held accountable for payment of damages. Please note: there is a fee at many hotels for lost room keys.
Tattooing & Piercing
Such activities during the program are forbidden and may result in disciplinary action or dismissal from the program. Tattooing and piercings can be unsafe in foreign countries and any resulting medical complications would not be covered under the program’s medical insurance policy. Teens will be required to remove any piercings that they acquire during the program.
Tobacco & Marijuana
The purchase or possession of tobacco and marijuana products is not allowed, regardless of age. Additionally, purchasing or possessing smoking paraphernalia is forbidden. This policy includes, but is not limited to, electronic cigarettes (e-cigarettes) and water pipes.
Safety & Wellbeing
The sun in the Southwest is strong and is often stronger than teens are accustomed to; dehydration, heat stroke, and sunburn are serious concerns. These are some common-sense rules we employ whenever we go on hikes or whenever we will be outdoors for an extended period of time:
- Wear a hat
- No tank tops
- Use sunscreen
- Carry at least two liters of water
Teen Tip: Make sure you pack enough t-shirts; tank tops will NOT be allowed during the daytime. You will be asked to purchase more if you did not bring enough!
Teens are responsible for carrying and self-administering their own medication. With the exception of over-the-counter treatments, our staff is not allowed to hold or administer prescribed medication, with the exception of an Epipen, and cannot be responsible for ensuring that prescribed medication is taken. If you have special requests (i.e. refrigeration requirements), please note them on your health forms. Teens are never allowed to share or dispense prescribed medication. Some medications must be taken at the same time every day. Please take into account the time difference and consult your doctor if necessary. Review our commitments to refrigerated medication, mental health, and dietary restrictions.
Nurse Tip: Teens may experience constipation while traveling. Some physicians agree that it may be beneficial to begin small doses of Miralax or it's equivalent prior to travel; consult your physician before travel if you are someone who experiences this common occurrence.
See our “packing for the trip” section for tips when traveling with medication.
BBYO Passport requires its teens to be up-to-date with most vaccines recommended by the American Academy of Pediatrics and the Centers for Disease Control. Please review our immunization policy.
Proper hydration is essential during a program of this nature. You should be drinking at least two liters of water per day. You can expect that the staff will constantly be reminding you to drink, drink, drink! Ultimately, you must be responsible for this task.
As a program, we take a number of precautions to reduce security risks. We also ask our teens to follow some basic security-related guidance as follows:
- Be aware of suspicious objects. Be aware not to leave behind personal items that may be confused with a suspicious object.
- Stay together as a group. This is a supervised program, and we depend on our teens to stay together as a group at all times.
- Follow staff instructions. We travel with licensed guides who are trained in security procedures, and we depend on everyone following staff instructions.
- Dress conservatively. In the interest of maximum cautiousness, we recommend not dressing in a recognizably Jewish way and generally choosing clothes that are culturally neutral.
- Pickpocket alert. Pickpocketing is a relatively common occurrence in large metropolitan areas, and we recommend protecting your valuables at all times when we are in public.
- Avoid mosquitoes. Mosquitoes are a common summertime annoyance that can spread a number of viruses. Be sure to pack mosquito repellant, and we recommend consulting the Centers for Disease Control for additional tips.
Our emergency phone number is 202-643-2296 and is handled by one of our team members. A BBYO staff member in North America will be answering emergency calls 24-hours a day. Please only use the emergency phone number when there is an emergency as described below:
- Family health emergencies
- Urgent medical or safety situation
- Concerns about fatigue or social adjustment
- Requests for flight extensions
- Requests to be featured in photos
- General security concerns (email updates will be sent in such scenarios)
Details about how to meet at the airport and how to make your flight arrangements are announced by the end of April and have been emailed to you. If applicable, we will inform you of flight information for your staff members, and you can choose to book yourself on the same flight. Contact us if you need assistance accessing the document.
MEETING AT THE AIRPORT
Upon arrival at the airport, our staff will be available to greet teens at baggage claim and can be identified by their staff t-shirts. The BBYO Passport t-shirt that you will receive just before the program should be worn on departure day. Within the baggage claim area, there will be time to use the restrooms, but do not wander beyond baggage claim without staff.
We recommend that teens arrive at the airport with their personal cell phone and a portable charger in case they need to contact a member of our team. Please be sure that your cell phone number is listed in your registration account.
WHAT HAPPENS IF YOU ARE DELAYED
If you are delayed on departure day and will not meet the group on time, please send an email to our office. If possible, our staff will make arrangements for you to meet the group at a later time. Additional fees may apply.
Parent Tip: The optional group travel insurance policy includes coverage for missed connections and travel delays. It is a great value and protects your teens travel. We recommend that every parent purchase it for their child. For more information on group travel insurance, review our insurance page.
Departure times can be found in the emailed flight document. Our staff will be on hand to escort teens through baggage claim and direct them to their connecting flights as requested, but our staff will not be available to escort teens to connecting flight terminals. While we will do our best to assist with any connecting flight delays, we cannot commit to having staff at the airport for more than three hours after the group return.
Each airline has its own rules for mandatory "unaccompanied minors" and additional fees do apply. If your teen is 15 years or younger, then please refer to your chosen airline for information and contact us well in advance (2-3 weeks) if special arrangements need to be made with our staff.
The accommodations, all meals, transportation, and all programming activities are covered by the core program fees. The only spending money that is your responsibility will be snacks, bottled water, souvenirs, etc. We estimate $100-$150/week is sufficient.
Tips for Bringing Money
- Because IDs are frequently checked when making credit/debit card purchases, we recommend only bringing a credit/debit card issued in the name of the teen.
- We will not have access to ATMs on a daily basis, so please plan accordingly.
- Inform your bank of your travel plans to avoid a security hold on your account.
- Even if you plan to bring a debit/card as a primary source for purchases, we recommend traveling with at least $100 in cash as well.
Parent Tip: Remind your child to keep their money and credit cards in safe places. For example, your teen loses their wallet containing all their credit cards and cash, BBYO will not be able to transfer spending money to them.
MEDICAL & TRAVEL INSURANCE
MEDICAL INSURANCE DURING THE PROGRAM
Our USA-based programs do not include medical insurance. Teens are required to come on the program with their own medical insurance policy that includes coverage for short-term travel. If a teen needs to be treated for a pre-existing condition, the parents of the teen will be solely responsible for any associated costs.
All teens are encouraged to sign-up for a travel insurance policy to protect their investment and plan for the unexpected. We have partnered with Travel Insured International to provide a discounted group travel insurance option. The cost of the travel insurance policy is based on the total cost of the program and other domestic travel expenses. Plan coverage information is available through our general resources- insurance webpage. Insurance can be purchased in your registration account. Policies may be purchased up until the date you make full payment for the program.
Check with your specific airline for the most updated terms, however, the following are the basic luggage rules for group flights:
- Checked Luggage: One bag of no more than 50 pounds & no more than 30 inches long
- Carry-on Luggage: One carry-on backpack
Planning for the Weather
When deciding what to bring, pay attention to the weather, which varies by region:
Prepare for hot summer days! Daytime temperatures range from the 80’s to the 100’s. The clothing that you pack should be lightweight and comfortable in hot temperatures. Whenever we plan to be outside for an extended period of time, teens will be required to have a hat, a shirt with sleeves, sunscreen, and water. The good news is that the heat is mostly dry and there is very little humidity. Prepare for cool summer nights. Evenings tend to get chilly quickly – frequently into the 50’s or 60’s. We will not always be able to return to the hotel to change before an evening activity, so it is important to always bring a daypack with you with a windbreaker, long-sleeved shirt, or light sweater.
Pack for milder summer weather. Daytime temperatures in the region can range from the 50’s to the 80’s. Rain and wind are not uncommon in the summer. Bring warmer clothes, a windbreaker, and a travel-size umbrella.
Tip: Weather can vary, so please check the forecast prior to departure.
We will be doing a lot of walking, and having comfortable shoes is important! Flip flops will not be allowed when we are on the move, and while athletic sandals like Tevas or Chacos are a good option, they are not appropriate for days when we have hikes/nature walks.
Pack Appropriately for Shabbat
To create a special atmosphere for Shabbat, it is tradition to wear clothing on Friday night and Saturday during the day that is nicer than what we wear the rest of the week. We typically attend Shabbat services on Friday night in a local synagogue – which is typically Orthodox. Plan to wear more modest/formal clothing. Jeans, t-shirts and shorter skirts are not appropriate. Again, shoulders and knees for both boys and girls must be covered.
SAMPLE PACKING LIST
Please use this packing list as a guideline:
What We Recommend
- 13 t-shirts (no tank tops)
- 5 pairs of shorts
- 2 pairs of jeans or khakis
- 12 pairs of underwear & socks
- 2 long sleeve shirts
- 1 windbreaker or lightweight sweater
- 2-3 bathing suits
- 2-3 pajamas
- 1 beach towel
- 2 Shabbat/nicer outfits (jeans, t-shirts and short skirts are not appropriate)
- Sturdy walking shoes (closed-toed)
- 1 pair of water shoes (e.g. Aqua Socks, Tevas, Chacos, Keens, etc.)
- 1-2 hats for protection from the sun
- Toothbrush and toothpaste
- Soap, razor, deodorant, etc.
- Glasses, contact lens case, solution, and spare contact lenses
- Sunscreen (SPF 15 or higher)
- Bug spray
- Laundry bag
- Light Backpack
- Portable Charger
- Copy of prescriptions in case medicine is lost
- Water Bottle
- Voltage adapter/converter
- Kippah for Shabbat, if it is your custom
- Medication (recommended to be packed in your carry-on)
- Various sized Ziploc bags for holding valuables on water hikes & wet clothing
- Frisbee, card, etc.
- Travel journal
What We Do NOT Recommend
- Linens, pillows or sleeping bag
- Luggage that is not easily carried
- Expensive jewelry or other valuables
- Heavy backpack or hiking boots
- Laptops or expensive electronics
While BBYO staff may have over the counter medicine (i.e. cough drops, Tylenol, Band-Aids, etc.), it will be limited and teens are expected to have their own supply on the program.
- Pack a change of clothes, toiletries, contact lenses and prescription medication in your carry-on luggage in case your checked luggage is delayed in transit.
- You will receive two BBYO Passport luggage tags along with a program t-shirt in advance. Fill out the luggage tags and affix them to your carry-on and checked luggage for identification purposes.
Theft is not uncommon in any place where a large number of tourists congregate and there have been instances in the past. Accordingly, we encourage you to leave items of value at home and to carefully keep track of anything valuable that you do bring on the program. As a general rule, hotel rooms should always remain locked. However, even a locked hotel room should not be considered a secure area unless a locked safe is available. If you bring a lock for your suitcase, locking it in the room is an option. If it is possible to bring a locking suitcase, we recommend it, although it is not a solution by itself. Teen property is the sole responsibility of the teen.
Teens will do their own laundry once during the program, with help from their staff members. BBYO Passport and its program partners are not responsible for clothing lost or damaged during the laundry process.
NOTE: Bringing a lightweight mesh laundry bag is a good solution for storing dirty clothes in between laundry.
MEDICATION AND CONTACT LENSES
If you are taking prescription medication, bring enough for the duration of the program as well as an extra written prescription record in case you misplace or lose your medicine. Take all medication (OTC and prescription) on the plane with you in your carry-on luggage. Do NOT pack any medication with your checked baggage. The same applies to contact lenses. Please review TSA restrictions on traveling with medication and liquids.
If you are musically inclined and willing to bring your instrument, please feel free to do so! There will be plenty of occasions to showcase your skills. Remember that as with any other valuable item, bringing an instrument on the program is done at your own risk of loss or damage.
KEEPING FRIENDS & FAMILY UPDATED DURING THE PROGRAM
Parents of teens will automatically receive email notifications including updates from the road and a link to new pictures posted from the group. Additionally, friends and family will be able to sign-up to receive these same updates by filling out a short online form.
Parent Tip: “Like” BBYO Passport on Facebook. There will be an album for your child’s specific program. Even if someone does not have Facebook, the link to the album can be shared with and viewed by anyone!”