The Builder Checklist contains all of the items that you need to complete before your trip leaves this summer. You’ll upload all of your Builder Checklist items in your Builder Portal. Once you are booked on a trip, you must complete each checklist item as soon as possible, particularly your payments, passport information, and notarized authorization, to guarantee you’ll be able to travel.
Below is an all-you-need-to-know guide to the checklist items you must complete. We’ve included helpful links, tutorial videos, and an estimated time of completion for each checklist item. HXP HQ will send out reminder emails with more details as deadlines approach.
TWO HXP PRO-TIPS:
- Our website was designed for computers, so that is where it works best. Try to complete all your checklist items on the computer!
- The Builder portal has a lot of information! For a full Builder Portal walkthrough, covering each checklist item, click here.
Payments
Estimated time of completion: 10 minutes
Trip payments are structured as follows:
- Deposit at registration: $500 per person
- Midway payment: $500 per person for domestic Builders (total of $1,000 paid), $1,500 per person for international Builders (for a total of $2,000 paid). The midway payment is due January 23, 2026.
- Final payment: The remainder of your trip cost (this varies trip-to-trip). Final payment will be due on February 20, 2026.
If you’d like to make any of these payments earlier than the deadlines, you’re welcome to do so. If you are not paid in full by our scheduled final payment date, you run the risk of being removed from your trip.
HELPFUL LINKS:
All About You
Estimated time of completion: 10 minutes
The All About You information is very important as it helps your Trip Leaders get to know you a bit better before your trip! Your Trip Leaders already love you so much. They pray for you daily and want you to have the best experience. Please make sure that you fill out every entry and leave none blank.
If you want to learn more of what Trip Leaders are like, click here.
Passport (Don't ignore even if you have a passport!)
Estimated time of completion: 10 minutes
Pull out your physical passport RIGHT NOW and double-check its expiration date. If you are going on an international trip, apply for one RIGHT NOW! Passports have been taking longer than usual to get processed, so please double-check your passport’s expiration date, and DON’T PROCRASTINATE getting a new one! All Builders will need a passport that will be valid for 6 months after their trip return date.
If you currently have a passport that will be valid for at least 6 months after your trip’s return date, upload it to the Builder Portal.
For more passport help, click here.
Builder & Parent @ Home Packets
Estimated time of completion: 15-20 minutes
These packets will cover exciting information on what to expect with your HXP experience. Review them together & sign by finding the secret word.
Having trouble viewing the Builder Packets?
- To view the Builder Packet, click here
- To view the Parent-at-home Packet, click here
Parent/ Emergency Contact Info
Estimated time of completion: 5 minutes
Parent and Emergency Contact information is critical in the case of an emergency on a trip, so make sure to get this done! For your information, the emergency contacts entered MUST be different than the parent/guardian information entered. In the event we cannot get a hold of parents/guardians we need an additional contact to be able to reach.
Health Form/Health Documents
Estimated time of completion: 15 minutes online + a doctor’s appointment
There are three health documents you’ll need to upload:
- A copy of your health insurance card: We ask for this in case of medical emergencies. If you don’t have health insurance or are self-pay, please email info@hxp.org and we’ll send you a separate agreement to upload.
- A copy of your immunization records: We also ask for these in case of medical emergencies. In the event of a medical emergency on a trip, we want to be able to provide doctors with your up-to-date immunization records so they know which treatment plan to proceed with. Note: This is different from vaccine requirements. Please see the “Vaccines” section below for information on vaccine requirements.
- A copy of the HXP health form signed by a doctor: You will fill out the health form in the ‘Health Form’ tab, print it off, and then get it signed by a doctor. Then you’ll upload it to the ‘Health Documents’ tab. Please make the necessary appointments so the form is turned in on time. You can read more about how to complete this section in your portal. These are a lot of steps!!! For a full tutorial of how to complete the health form, click here.
Notarized Authorization
Estimated time of completion: 10 minutes online + an appointment with your local notary
This document must be downloaded, completed, signed by a notary, and then uploaded to your Builder Portal. The notarized authorization serves as a legal agreement binding you to the builder’s policies. For helpful tips on getting your authorization notarized, click here.
For a tutorial video of how to upload your notarized authorization, click here. If your notarized authorization contains two pages, make sure to upload ONE file that contains both pages. For a helpful tutorial video for how to combine files, click here.
GroupMe
Estimated time of completion: 3 minutes
Your trip’s GroupMe group chat will be released 90 days before your departure. Be sure to join it as soon as it becomes available—it will include important details about your trip! You can access the chat by clicking the link in the GroupMe tab in your portal. Use the GroupMe to connect with other builders, receive updates from your trip leaders, and coordinate travel plans like flight information with fellow group members.
Flight Information
Estimated time of completion: finding a domestic flight + 10 minutes to upload information
Builders are only responsible for arranging travel to and from the designated meetup airport by the trip’s meetup time. HXP will cover and arrange all international flights.
International flight details will be released 90 days before your trip departs, as this is typically when flight schedules become more reliable. Once that information is available, you should book your domestic flight and enter the details into your portal.
Please make sure your domestic flight arrives at least 4 hours before your international flight departs and departs at least 3 hours after your trip end time.
Vaccines
Estimated time of completion: 5 minutes
If your trip requires a vaccine, please ensure you receive it before your departure date. HXP only requires vaccines that are mandated for entry into your destination country. Beyond those, it’s up to you to decide which additional vaccines to receive.
Since we are not medical professionals, we recommend checking the CDC guidelines and consulting with your doctor to determine what vaccines are best for you.
Visa
Estimated time of completion: 25 minutes
If your trip requires a visa, you’ll see a Visa tab in your portal with all the necessary information. We’ll send details to your email, so be sure to check your inbox regularly.
Visas are time-sensitive, so it’s important to stay on top of any updates. Your Visa packet will be available in the portal under the Visa tab—make sure to follow the instructions exactly, as it contains everything you need to apply.
If you have any questions, reach out to us at visas@hxp.org.
Parent Builders
Parent Builder Training
Each Parent Builder is required to attend a MANDATORY IN-PERSON (in Utah) or virtual (outside of Utah) interactive training session. New this year, returning Parent Builders may opt to join an abbreviated training session! If you haven’t signed up for your training or have any questions, email nikole@hxp.org.
To read more about Parent Builder expectations and trainings, click here.
Background Check
Each Parent Builder must complete a background check, regardless if they’ve been a Parent Builder before. The background check is $47 and is not covered in the HXP trip cost. Make sure to get your background check completed through our third-party partners, Validity, and click the box in the portal once you’ve submitted it. You cannot attend your trip without having completed a background check.
Tutorial Videos
Here is a list of tutorial videos to help you complete your checklist!
- Registration Tutorial
- How to Change Trip/Cancel Trip
- Full Builder Portal Walkthrough
- Health Form Tutorial
- Notarized Authorization Tutorial
For a full list of tutorial videos on our Youtube channel, click here.