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