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It’s My FIRST Year, Now What?
Planning for Successful Travel
Rae Ann M. DiBaggio
Senior Associate Director Case Western Reserve University
Summer Institute 2012 Xavier University
Copyright 2003 © Rae Ann DiBaggio, CWRU Undergraduate Admissions
What is Travel Season
Length – can vary from 4-10 weeks in the fall (mid Sept.-mid Nov.) and 2-6 weeks in the spring (Feb.- Apr.) Many schools are also participating in more summer recruitment events
Typically spring travel begins the next recruitment cycle for that year’s juniors
Travel can include day trips and overnight trips
“On the road” – high school visits, attending college fairs, hosting admission receptions, conducting interviews, meeting with Alums, friends of the college
What is Travel Season
Includes driving, flying , rental cars, university cars, hotel reservations. You coordinate all aspects of the travel
Learn to balance your time: “on the road work” & still keep in touch with the office
On the Road/Office Balance Checking e-mail/voice mail regularly, checking in
with your supervisor, returning phone calls & emails Know your individual office’s expectations before
you leave Are you managing your territory or is it being
managed for you – flexibility in scheduling
What is Travel Season
May be coming into a schedule already planned or may have to do it yourself
JOIN AAA – office may pay for membership hotel and other travel discounts GPS – office may provide, many cell phones have
the feature. Does office pay for cell phone service? Hotel and other travel discounts
Directional resources Expedia – www.expedia.com High School Maps On-line – www.hsmaps.com Mapquest – www.mapquest.com
Hitting the Highway
Know where you’re going before you leave the hotel Look for stadium lights and flag poles – the front door is typically at
the flag pole Once you’re inside – if you don’t see the guidance office, the main
office is your next best bet Security
Signing in/out, driver’s license Name badges Escorts
Hotel Reservations
JOIN AAA
Make reservations several weeks in advance
Bring all confirmation numbers or e-mails with you
Ask for special rates (AAA/Gov’t for state schools)
Central locations vs. hotel hopping
Join a frequent guest program
Ask other counselors
Hotel Safety
Stay in hotels with a main entrance – not doors that open to a parking lot
If your room number is announced so others can hear, ask for a new room
Use the room deadbolt and latch at all times
Ask for ID if someone knocks unexpectedly
Ordering food – Go to the lobby
Airline Reservations JOIN AAA and a frequent flyer program Book flights in advance for lower fares Checking luggage – personal preference based
on length of trip, school policy, fee Use business card as luggage ID Large shoulder bag vs. purse Arrive a day before your scheduled visit or
early morning for an evening fair – check office travel policy
Ship publications if you can – extended stays or large college fairs
Scheduling departing flights
Rental Car Reservations
Join AAA Recommend on-line reservations – make sure
to check age limits (25 and older) Inquire about discounts (AAA,
govt/edu/corp) Take a copy of your school’s insurance info Take your DRIVER’S LICENSE - valid Report all car dents or scratches before
leaving the lot Be prepared to have a different or similar
car, not the one you specifically requested!
Car Common Sense
JOIN AAA Check fluid levels and pay
attention to dash lights Get an extra set of keys if
possible and keep them in your travel bag
Keep all valuables and luggage in the trunk
Wear your seatbelt Know your school’s policy if it
should break down on the road (is your school using a national rental company, is it a college car, etc..)
What to Keep in Your Car
Flashlight Napkins, Kleenex, etc… Umbrella and/or snow brush/scraper Garbage bag Change for highway tolls Pen and notebook/envelopes for receipts Mints/gum/candy/SNACKS CDs, MP3 player, Satellite Cell phone car charger Maps of all sorts/GPS
Seamless Visits and Getting Lost!
Learn how to read a map! Getting lost does happen –
don’t be discouraged Perfectly fine to ask for
directions/GPS Keep your cell phone charged If running late makes your
whole schedule off, you must notify all high schools. GC can help you
Stay organized PLAN EXTRA TIME into your
trip each day Work or return phone calls
if early to visit Big city traffic – whole
different world! (Actual mileage vs. actual time to arrive)
What to Bring
All personal items required for everyday use
Table/Booth materials
Don’t forget your table banner
Information on enrolled students from the schools you’re visiting/school files
A collection of general office supplies (pens, tape, paper clips, etc).
Laptop/iPad/powercord/ mouse
Packing Tips
Are you driving or flying?
Flying – confirm airline baggage check policies (how many, is there a fee, weight)
Driving – sky is the limit!
If you are limited in space or what you can bring, learn to combine outfits
You’ll learn how to live out of a suitcase!
Staying Healthy on the Road
Eat ALL meals a day, EAT BREAKFAST!!!
Take a multi-vitamin Use exercise rooms
when offered at hotels
Take walking shoes, and use them between visits and college fairs
Sleep!
Money Matters
All travel expenses typically covered by school – any personal expenses are covered by you (shopping, fun adventures, etc..)
Maintain daily records of everything Get receipts for everything and keep them in a
separate envelope Know your school’s expense policy (food, etc…) You ARE allowed to stay under budget
Free Time
Yes…you will have some of this!!
Be sure to pack lots of reading material
Take a nap, go to a movie, visit local attractions, watch TV, go out…anything that helps you to relax
Explore the local area and keep a record for future use
My Own Thoughts
Appropriate high school visit dress
Comfortable shoes
Making friends on the road
Be prepared for ANYTHING
Organization and Planning The 5 P’s…Prior Planning Prevents Poor
Performance