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


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

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

  • 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 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

  • 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

  • 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-Staycont’d


Travel Planning – End-of-Staycont’d


Travel Planning – End-of-Staycont’d


Travel Planning – Arrivals and Welcome Orientations


Travel Planning – Arrivals and Welcome Orientations


Travel Planning – Arrivals and Welcome Orientations


Travel Planning – Arrivals and Welcome Orientations


Travel Planning – Arrivals and Welcome Orientations


Travel Planning – Arrivals and Welcome Orientations


Travel Planning – Arrivals and Welcome Orientations


Hosting Orientation Calendar 2010


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!”

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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