Since summer 2022, Area Teams have been asked to deliver a Departure Logistics Webinar to their hosted students and host parents 10-14 days prior to the primary departure day, where logistics specific to departure and travel will be shared.
Because students will now travel directly from their host communities to their home countries (through ticketing model), there will no longer be gateway events. Instead, host families will deliver their hosted student(s) to the airport on the day of travel.
- End of Stay Orientation (EoS) is the last in person group orientation and takes place 6-8 weeks before departure. Students should be given details for the Departure Logistics webinar at the EOS so they have it on their calendars.
- The Departure Coordinator and Travel Rep for the area team should work together to organize the Departure Logistics Webinar for their hosted students and host families. The main goals of the webinar are to:
- Discuss pre-departure preparation
- Plan for any pre-travel testing/paperwork
- Convey logistics on the day of travel
- Review who students and host parents should contact with questions
- The Departure Logistics Webinar (DLW) should be attended by all students, and their host parents, who are leaving on the main departure day. YES and FLEX students will likely have a different departure day and travel plans and should get this info from their cluster coordinator and/or information sent by Sponsored Programs staff directly. In addition, any students who are program releasing and therefore not departing with the main group will not need to attend the DLW.
Departure Logistics Webinar Planning Materials
Click here to download the powerpoint slides for your team's Departure Logistics Webinar. Please download this file to your computer to edit these slides with your team-specific departure plan. This is the presentation volunteers will give to their hosted students and host families during their local webinar.
Click here to watch a recording of the May 9, 2024 Travel Rep Info Session (powerpoint slides here)
Volunteer Resources
- Email Template Invitation to Departure Webinar for Students & Host Parents
- Departure Coordinator Volunteer Role
- Travel Rep Volunteer Role
- Find Hosted Participant Return Travel Information
- Updates to Sponsored Programs Hosted Student Departures
- 2025 Departure Guidelines for Volunteers
- 2025 Departures: Travel Information for Students
- FAQ's Departure Logistics and Travel 2025
- 2025 International Airport and Airline Code List for Departures
- 2025 Departure Airport Procedures for Area Teams
Departure Day travel information can be found in the Plan Hosted Student Departures section.