Travel and logistics coordination tlc hosting eos departure day and arrivals planning
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Travel and Logistics Coordination (TLC) Hosting EOS, Departure Day and Arrivals Planning. Roles of Travel and Logistics Team. National TLC: Confirming Int’l travel with partners (FEB – MAY for returns, APR – JUL for arrivals)

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Travel and Logistics Coordination (TLC) Hosting EOS, Departure Day and Arrivals Planning

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Travel and logistics coordination tlc hosting eos departure day and arrivals planning

Travel and Logistics Coordination (TLC)Hosting EOS, Departure Day and Arrivals Planning


Roles of travel and logistics team

Roles of Travel and LogisticsTeam

National TLC:

  • Confirming Int’l travel with partners (FEB – MAY for returns, APR – JUL for arrivals)

  • Departure Day site and Arrival gateway hotel selection and management, with Regional Travel and Logistics Coord. (RTLC’s).

  • Budgeting

  • Bus Routings for EOS, with RTLC’s.

  • Domestic flight and charter bus bookings for Arrivals.

  • Bus chaperon tickets for EOS and Arrivals.

  • Data entry for int’l/domestic flights and charter buses.

  • Nametag mailing for D-Day to vols and to partners for Arrivals.

  • Setting hosting dates for Master Travel Plan with Chief Program Officer – Hosting.


Role of travel and logistics

Role of Travel and Logistics

Regional TLC:

  • Communication with AT’s, EOS Coord/Local vols regarding EOS, Departure Day and Arrivals.

  • Oversight of Departure Day site and Arrival hotel in gateways.

  • Supplies/materials for all local orientations, including manuals, student pins, t-shirts, luggage tags, etc.

  • Bus Routings for EOS within budgetary restrictions.

  • Working with our bus vendor to book EOS buses.

  • Bus chaperon travel for both Arrivals/EOS.

  • Early Return and Program Release.

  • Volunteer recruitment for Departure Day, Arrivals and airport transits.


A bit of history hosting arrival orientations

A Bit of History—Hosting Arrival Orientations

  • 1970’s-1980’s: 2 gateways (LAX/NYC) and 4 Arrival “waves”.

  • Students arrived MON-WED and had orientation on rolling basis.

  • All students would OT (Onward Travel) on Friday or Saturday to one of 100+ “distribution” cities via charter buses/flights.

  • Travel Reps – 70+ volunteers were responsible for notifying host families of travel and coord. pick ups.

  • In late 1980’s, moved towards local, survival orientation

  • Early 1990’s, began planning for local orientation sites. Students were flown from arrivals (LA/NYC) directly to these sites for “survival” orientation.


A bit of history hosting arrival orientations1

A Bit of History—Hosting Arrival Orientations

  • In the following two years, we added more sites for larger, regional orientations.

  • Creation of Area Teams included responsibility for holding local orientations. AT’s given $ for orientations.

  • In 1994, opened Chicago as international gateway and required that partners fly students to region they would be hosted in.

  • Regional offices created around this time.

  • Timely placements became imperative as partners were now purchasing int’l tickets to three gateways and there were more sites.

  • Throughout 1990’s, more sites added as # of AT’s increased. Currently have 68 orientation sites.

  • In 2002, we added Houston and Seattle as gateways


History of bus trips end of stay

History of Bus Trips/End-of-Stay

  • Int’l gateways (LAX/NYC) were booked by country group, not by region, so students had to bus, then fly, in each direction to return to correct gateway.

  • Bus trips were 2-3 weeks:

    • To allow students to see other parts of country.

    • Separation from host family.

    • Inexpensive way to get students back to gateway.

    • East of Rockies, bus went to NY, West to LA.

  • LAX D-Day was one day earlier to allow NY departing students to fly red-eyes and depart with country groups the following day. We continue to have them one day apart as the logistics are more complicated with 5 gateways.


History of bus trips end of stay cont d

History of Bus Trips/End-of-Stay –cont’d

  • Addition of Chicago as gateway and move to regional flights allowed for shorter bus trips.

  • More challenging for AT’s to find communities to host students on bus trips.

  • With addition of Houston and Seattle, shorter distances for students to travel.

  • National Council voted to move to the EOS model in 2002 and implement EOS Guidelines.


Travel planning end of stay

Travel Planning – End-of-Stay


Travel planning end of stay cont d

Travel Planning – End-of-Staycont’d


Travel planning end of stay cont d1

Travel Planning – End-of-Staycont’d


Travel planning end of stay cont d2

Travel Planning – End-of-Staycont’d


Travel planning arrivals and welcome orientations

Travel Planning – Arrivals and Welcome Orientations


Travel planning arrivals and welcome orientations1

Travel Planning – Arrivals and Welcome Orientations


Travel planning arrivals and welcome orientations2

Travel Planning – Arrivals and Welcome Orientations


Travel planning arrivals and welcome orientations3

Travel Planning – Arrivals and Welcome Orientations


Travel planning arrivals and welcome orientations4

Travel Planning – Arrivals and Welcome Orientations


Travel planning arrivals and welcome orientations5

Travel Planning – Arrivals and Welcome Orientations


Travel planning arrivals and welcome orientations6

Travel Planning – Arrivals and Welcome Orientations


Hosting orientation calendar 2010

Hosting Orientation Calendar 2010


What s on the horizon

What’s on the Horizon?

  • Global Link – migration and training

  • Analysis of changes to Arrival dates

  • Hosting Distribution sites vs. Arrival Orientation sites.

  • Survey of Arrival Orientations


Gee we really do a great job

“Gee, we really do a great job!”

For our hosting programs:

  • Departures: over 2500 students departed on 225 + flights over 3 days of travel.

  • Arrivals: repeat of above in reverse!

  • Excellent student support – 24/7 Travel duty officer

  • Superior customer service.

  • Experienced and dedicated staff – both regional and national.

  • Summer staff – our ability to train 10 seasonal staff and have a cohesive team up to speed in two weeks.

  • We have high expectations of ourselves to do an excellent job

  • Problem solving skills

  • Relationship with AFS Travel and STA Travel.

  • Relationships with vendors (hotels, sites, charter bus company).

  • We love the students!!

  • We have fun and we like each other 


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