The document provides guidance for college admission counselors on planning successful travel during recruitment season, including tips for coordinating travel logistics like transportation, hotels, and expenses; recommendations for conducting high school visits and college fairs; and advice for maintaining work-life balance and health while traveling extensively over multiple weeks.

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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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 