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