PRE-DEPARTURE CHECKLIST
Administrative Tasks
- Call airline regarding firearm transport (confirm procedures, get reference number)
- Notify banks/credit card companies of international travel dates
- Setup international cell phone service or purchase local SIM
- Verify passport validity (6+ months remaining)
- Confirm travel insurance coverage for sports equipment
- Register with US State Department (STEP program for South Africa)
ESSENTIAL DOCUMENTATION
(Keep originals + 2 copies each)
Travel Documents
- Passport (original + photocopies)
- Flight confirmations with all connection details
- Hotel reservations (confirmation numbers)
- Rental car reservation
- Travel insurance policy documents
Competition & Firearms
- Match invitation (official letter)
- South Africa Import License (SAPS 520/540 permits)
- US Customs Form 4457 (pre-registered firearms)
- Match ammo order confirmation
- USPSA/IPSC membership cards
- Medical certificate (if required by host country)
Emergency Contacts
- Emergency contact list (family, match director, embassy)
- Insurance contact information
- Bank/credit card emergency numbers
US Embassy South Africa
U.S. Embassy Pretoria
877 Pretorius Street, Arcadia Pretoria 0083 South Africa
Telephone: +(27)(12) 431-4000 / 012-431-4000 Fax: +(27)(12) 431-5504 / 012-431-5504
Important: The U.S. Embassy in Pretoria does not provide consular services to the public.
Email: [email protected]
U.S. Consulate General Johannesburg
1 Sandton Drive (opposite Sandton City Mall) Johannesburg 2196 South Africa
Telephone: +(27)(11) 290-3000 / 011-290-3000 (Monday – Thursday: 8:00 a.m. to 5:00 p.m.; Friday: 8:00 a.m. to 12:00 p.m.)
Emergency After-Hours Telephone: +(27) 79-111-1684 / 079-111-1684 (from within South Africa)
Fax: +(27)(11) 884-0396 / 011-884-0396
Email: [email protected]
SHOOTING EQUIPMENT
Firearms & Accessories
- Competition firearm(s) (properly declared and packed)
- Magazines (sufficient quantity + spares)
- Competition gun belt
- Holster
Safety & Vision
- Shooting glasses (clear + tinted + backup pair)
- Hearing protection (electronic muffs + foam plugs)
- Safety glasses strap/retainer
Maintenance & Tools
- Field cleaning kit (compact)
- Gun oil/lubricant (TSA-compliant quantities)
- Basic tool kit (punches, screwdrivers, Allen keys)
- Spare parts kit (firing pins, springs, extractor)
- Batteries (for electronic equipment)
- Thread locker (blue Loctite)
AMMUNITION
Competition Ammo
- Match ammunition
- Practice ammunition (for zeroing/warm-up)
- Group buy ammunition (if participating)
CLOTHING & APPAREL
Competition Attire
- USPSA/IPSC jerseys (2-3 shirts)
- Shooting pants/shorts (quick-dry material)
- Competition belt (separate from gun belt)
- Shooting shoes (athletic, non-slip soles)
- Rain gear (lightweight jacket + pants)
- Shooting gloves (optional)
- Hat/cap (sun protection)
Formal/Casual Wear
- Closing ceremony attire (business casual)
- Casual shirts/polos (3-4)
- Pants/shorts (2-3 pairs)
- Underwear/socks (7+ days worth)
- Casual shoes (walking/dining)
- Light jacket/sweater
- Sleepwear
HEALTH & PERSONAL CARE
Toiletries (Travel-sized containers)
- Shampoo & conditioner
- Body wash/soap
- Deodorant
- Toothbrush & toothpaste
- Shaving kit
- Moisturizer/lotion
- Sunscreen (SPF 30+)
Health & Safety
- Prescription medications (extra supply + prescription copies)
- Over-the-counter medications (pain relief, anti-diarrheal, etc.)
- First aid supplies (band-aids, antiseptic, tape)
- Athletic tape & underwrap (for shooting support)
- Eye care (glasses, contacts, solution, sunglasses)
- Water purification tablets (backup)
ELECTRONICS & GADGETS
Power & Connectivity
- Power converter (Type M for South Africa)
- Plug adapters (multiple)
- Phone charger + backup cable
- Portable power bank
- Camera charger + extra memory cards
- Earbuds/headphones
EXTRAS & COMFORT ITEMS
Competition Extras
- Swag/gifts for international competitors
- Team/squad gifts
Travel Comfort
- Protein bars/snacks (non-perishable)
- Electrolyte drink mixes
- Collapsible water bottle
- Travel pillow & eye mask
- Compression packing cubes
- Laundry bag (dirty clothes)
- Backup duffel bag (for souvenirs)
LAST-MINUTE CHECKLIST (Day of departure)
- Confirm flight status and check-in online
- Verify firearm case locks and TSA compliance
- Double-check ammunition limits and packaging
- Confirm hotel check-in time
- Download offline maps for destination
- Leave detailed itinerary with emergency contact
- Set up phone for international roaming
- Pack carry-on essentials (medications, competition schedule)
PACKING TIPS
Weight Distribution: Check airline weight limits and distribute heavy items (ammo) across multiple bags if allowed.
Security: Use TSA-approved locks on all cases. Declare firearms at check-in and follow all SAPS requirements.
Climate: South Africa's seasons are opposite to the US. Check weather forecasts and pack accordingly.
Backup Plans: Bring extra of critical items (glasses, medications, phone chargers) in case of loss or damage.
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