Travel and Logistics Coordination (TLC)
Hosting EOS, Departure Day and Arrivals
Planning
Roles of Travel and Logistics
Team
National TLC:
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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
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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
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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
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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
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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
Date
Item
Nat’l TLC
Regional TLC
Local AT/Vols
OCT
Initial EOS
routings/budget
Analyzing YTD
costs, 09 hosting
#’s per AT, split
buses
Work with
AT’s and field
staff to plan
initial bus
routings for
budget
Should include EOS
planning in 2010 AT
budget, changes to pick
up locations discussed
with RTLC.
JAN
EOS guidelines
mailing
Sent to all
AT’s
reviewing
guidelines,
deadlines,
etc.
EOS planning should
continue – site selection,
EOS coord. Recruit, etc.
Mid-FEB
Initial bus
routings, split
buses for AT’s
with large #’s
Work with RTLC
on bus numbers,
routings, activate
EOS Planning DB
for 2010
Work with AT
on initial
splits.
Travel Planning – End-of-Stay
cont’d
Date
Item
1 MAR
EOS Coord.
Recruited
(ongoing)
MAR
Mailing to
students/host
fams. re:
EOS/D-Day
15 MAR
1 APR
Nat’l TLC
Regional TLC
Local AT/Vols
Coordinator recruited and
name entered into AFS
Online/EOS Planning
database (PDB)
Mails luggage
letter and general
EOS info and DDay dates.
Writes letters,
posts on Wiki
Can access letters via
AFS Wiki
EOS site info
Monitor EOS
info via EOS
/global link
module
Finalize EOS site, enter
into EOS/Global Link
module
EOS site info
Site address,
directions to
bus vendor
All EOS site info
completed, including
directions.
Travel Planning – End-of-Stay
cont’d
Date
Item
APR –
MAY
Nat’l TLC
Regional TLC
Local AT/Vols
Communication
to EOS Coord.
re: EOS
RTLC’s work
with EOS Coord.
on planning, etc.
EOS Coord. mail to
students of specific EOS
site, date, directions, etc.
15 APR
Bus chaperon
recruitment
Monitor bus
chaperon info
Select bus chaperon and
enter info into EOS PDB.
If not a registered vol,
begin process.
15 MAY
Bus chaperon
travel
Continue to
receive bus chap
requests
Ensure bus chap return
travel requests are
entered online.
Book and
ticket bus
chaperon
travel
Travel Planning – End-of-Stay
cont’d
Nat’l TLC
Date
Item
Mid-MAY
Bus manifest
Mid-June
EOS Name Tag
mailing
Sent via Fed-ex
to chap or EOS
Coord. Incl:
manifest, DDay nametag,
D-Day info, etc.
27-29JUN
EOS events in
progress, buses
rolling to D-Day
On Site-on call
24/7 for
emergencies
Regional TLC
Local AT/Vols
Link students to
buses in Global
Link.
Confirm accuracy of bus
manifest, i.e. no FLEX
kids, PR’s, ER;s, etc.
Ensure FED EX address
is entered into EOS GL..
Ensure all emergency
contact numbers are upto date.
On Site and oncall 24/7 for
emergencies
Enjoying last days/hours
with students in your
area!
Travel Planning – Arrivals and
Welcome Orientations
Date
Item
Nat’l TLC
Regional TLC
Local AT/Vols
OCT
Arrivals
Budget
Review YTD,
welcome sites,
travel plans
Review
Welcome
sites, plan for
any changes
Review sites/plan for
2010 in AT budget. Any
changes approved by
region.
OCTNOV
Hosting
Distribution
Sites
Work with regional
and Vol. Dev. staff
to designate
Hosting Dist. Sites
Work with
local AT’sunaffiliated
chapters
Plan arrival orientation
vis a vis hosting
distribution site.
OCTNOV
Gateway
Matrix to
Partners
Sent to partners so
they may begin
booking int’l fights
and linking students
in GL
FEB –
JUN
Int’l Arrival
Travel
Receiving travel
from partners via
GL.
Finalize commitments for
2010.
Travel Planning – Arrivals and
Welcome Orientations
Date
Item
Nat’l TLC
Regional TLC
Local AT/Vols
FEB-MAR
Orientation
Sites
Enter sites into
Global Link
Finalize
Orientatin sites
with AT
Site
selection/confirmation
with RTLC
APR 1
Deadline for
receipt of apps
from partners
Admissions
APR –
JUN
Students linked
to Hosting
Distribution
Sites
Check to
ensure autolinking is
correct.
Check to
ensure autolinking is
correct.
As students are
Community Placed by AT
they are linked to sites.
Early
June
Initial charter
bus planning
General plans
for gateway
charter bus to
site based on
placements/int’l
travel
Work with TLC
on times,
shared buses.
For areas with unaffiliated
chapters, determine one
drop off location
Travel Planning – Arrivals and
Welcome Orientations
Nat’l TLC
Regional TLC
Local AT/Vols
Initial charter
bus schedule,
domestic flights
booked, data
entry begins
First (of many)
draft of bus
departure
times, student
assignments
Review initial
bus schedules
in Arrivals
Global Link
module.
Work with site to review
rooms/meals based on
arrival sked.
All directions to sites
finalized and uploaded
into GL module.
All buses/flights
confirmed.
Send bus
directions to
vendor, confirm
NY gateway
hotel, etc.
Ensure NY TLC
has all info,
confirm
gateway hotels,
recruit gateway
volunteers
Continue to finalize site
arrangements based
upon updated travel info.
Notify host fams of pickup time (ongoing)
Date
Item
1 JUN
All students
placed/ linked
to sites
Early –
mid JUN
Early JUL
Travel Planning – Arrivals and
Welcome Orientations
Date
Item
Nat’l TLC
Regional TLC
Local AT/Vols
Early JUL
Bus chaperons
Book bus
chaperons as
travel received
Ensure local AT
has recruited
bus chaps
Recruit bus chap for each
bus to site. Must be
registered volunteer.
Early JUL
Supply mailing
Send t-shirts,
pins, ID cards,
etc to RTLC’s
Supplies/handb
ooks to AT. First
domestic travel
available via GL
22 JUL
No site
changes.
GL is locked to
any orientation
site changes.
Track changes
in placement for
Onward Travel
arrangements.
24 JUL
Partner
Mailing
Student
nametag, site
info, etc.
Continue travel
updates to AT’s
as placements
are confirmed.
Include placement
changes in orientation
site plans and coordinate
onward travel with RTLC.
Run first travel reports.
Travel Planning – Arrivals and
Welcome Orientations
Date
Item
Nat’l TLC
Regional TLC
Local AT/Vols
1 AUG
All travel
gateway hotel
arrangements
finalized.
Reconfirm for
New York
gateway
Updated travel
schedules to Host.
OC. Finalize
hotel/meals at
g’way.
Run travel reports in
Global Link, confirm
pick-ups with host fams.
1 AUG
Gateway
volunteers
Include vols in
staff schedules
(hotel/airport)
Provide all
names/contact info
to NY. Give vols
info on hotel, etc.
Assist RTLC with
recruitment.
1 AUG
Bus
chaperons
Final tickets
issued/ mailed.
Provide bus chap
with directions to
gateway hotel, bus
manifest, site
details, etc.
Ensure bus chaps are
registered and have all
contact information for
day of travel.
1 AUG
Transit vols
Send transit vol
packets. Provide
NY with names,
contact info
Assist RTLC with
recruitment.
Travel Planning – Arrivals and
Welcome Orientations
Date
Item
Nat’l TLC
Regional TLC
Local AT/Vols
1 AUG
Onward
Travel
Booking/Ticket
ing requests
for placement
changes
needing travel
Works with field
staff and local vols
to coordinate OT
for students.
As site assignment is
not changed, make
arrangements for
student at site and work
with RTLC to coord. OT.
1 AUG
Late Arrivals
Monitor visas
for late arrivals
Notify vols/ field
staff of late arriving
students
Cancel arrangements,
notify hostfams, plan for
late arr. orientation
11-13
AUG
Student
Arrivals
Manage int’l
arrivals,
delays,
rebookings,
NYC gateway
hotel, on call
24/7
Manage regional
travel,
communicate
delays to sites, on
call 24/7
Receiving students and
providing arrival
orientation.
Travel Planning – Arrivals and
Welcome Orientations
Date
Item
Nat’l TLC
Regional TLC
Local AT/Vols
Late
AUG,
early Sep
Late Arrivals
Continue to
work with
partners for
int’l travel,
RTLC’s for
new arrival city
Work with field
staff/local vols for
arrival cities
Plan orient. for late
arrivals, notify host
fams.
Hosting Orientation Calendar 2010
Mid-JAN – FEB 2010
Mid-year Orientation
May 2010
Pre-Return Orientation
26 JUN – 28 JUN 2010
End-of-Stay events
28-29 JUN 2010
29-30 JUN 2010
Departure Day—West
Departure Day-Central/East
11 – 13 AUG 2010
Int’l Arrivals and Welcome
Orientations (until 14 AUG)
Late SEP – early OCT 2010
Fall Orientation (a.k.a Post Arrival
Orientation)
What’s on the Horizon?
Link – migration and training
 Analysis of changes to Arrival dates
 Hosting Distribution sites vs. Arrival
Orientation sites.
 Survey of Arrival Orientations
 Global
“Gee, we really do a great job!”
For our hosting programs:
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Departures: over 2500 students departed on 225 + flights over 3 days of travel.
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Arrivals: repeat of above in reverse!
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Excellent student support – 24/7 Travel duty officer
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Superior customer service.
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Experienced and dedicated staff – both regional and national.
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Summer staff – our ability to train 10 seasonal staff and have a cohesive team up to speed
in two weeks.
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We have high expectations of ourselves to do an excellent job
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Problem solving skills
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Relationship with AFS Travel and STA Travel.
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Relationships with vendors (hotels, sites, charter bus company).
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We love the students!!
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We have fun and we like each other 