It’s My FIRST Year, Now What?                                         Planning for Successful Travel                      ...
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...
What is Travel Season   Includes driving, flying , rental cars, university cars,    hotel reservations. You coordinate al...
What is Travel Season   May be coming into a schedule already planned or    may have to do it yourself   JOIN AAA – offi...
Hitting the Highway   Know where you’re going before you leave the hotel   Look for stadium lights and flag poles – the ...
Hotel Reservations   JOIN AAA   Make reservations several weeks in advance   Bring all confirmation numbers or e-mails ...
Hotel Safety   Stay in hotels with a main entrance –    not doors that open to a parking lot   If your room number is an...
Airline Reservations   JOIN AAA and a frequent flyer program   Book flights in advance for lower fares   Checking lugga...
Rental Car Reservations   Join AAA   Recommend on-line reservations – make sure    to check age limits (25 and older)  ...
Car Common Sense   JOIN AAA   Check fluid levels and pay    attention to dash lights   Get an extra set of keys if    p...
What to Keep in Your Car   Flashlight   Napkins, Kleenex, etc…   Umbrella and/or snow brush/scraper   Garbage bag   C...
Seamless Visits and Getting Lost!   Learn how to read a map!   Getting lost does happen –    don’t be discouraged   Per...
What to Bring   All personal items required    for everyday use   Table/Booth materials      Don’t forget your table   ...
Packing Tips   Are you driving or flying?   Flying – confirm airline baggage check policies    (how many, is there a fee...
Staying Healthy on the Road   Eat ALL meals a day,    EAT BREAKFAST!!!   Take a multi-vitamin   Use exercise rooms    w...
Money Matters   All travel expenses typically covered by school – any    personal expenses are covered by you (shopping, ...
Free Time   Yes…you will have    some of this!!   Be sure to pack lots of    reading material   Take a nap, go to a    ...
My Own Thoughts    Appropriate high school visit dress   Comfortable shoes   Making friends on the road   Be prepared...
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Planning for successful travel

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Planning for successful travel

  1. 1. 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
  2. 2. 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
  3. 3. 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
  4. 4. 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
  5. 5. 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
  6. 6. 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
  7. 7. 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
  8. 8. 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
  9. 9. 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!
  10. 10. 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..)
  11. 11. 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
  12. 12. 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)
  13. 13. 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
  14. 14. 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!
  15. 15. 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!
  16. 16. 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 
  17. 17. 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
  18. 18. 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 

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