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How to Maximize Your Pre-Departure Orientation for Success AbroadA structured pre-departure orientation is a vital tool for helping travelers understand the cultural and social norms of their destination, navigate essential travel logistics including documentation and health precautions, prepare financially, and gain confidence in handling emergencies and safety concerns. It sets the stage for the overseas experience and ensures participants are prepared. It also is a key component of protecting institutions from liability. Pre-departure orientation information is vital for all audiences – whether faculty and staff traveling in a group, graduate students pursuing research abroad, or undergraduate students traveling abroad. All travelers need comprehensive information provided by the Program Coordinator. It is important to understand that it is important to provide this information to travelers whether they are highly experienced travelers or not. Indeed, most experienced travelers understand the range of possible issues involved with international travel and are accustomed to grappling with pre-departure preparation as part of travel. Program Coordinators need to exercise judgement in the most effective way to provide the essential information appropriately to different audiences. Timing and Delivery of Information Selecting the right time and method for delivering pre-departure information is as important as the content itself - you want to capture the attention of your participants when they are most receptive to digesting new information. Current best practices emphasize the benefits of multiple orientation sessions and interventions, which are more effective than a single, lengthy meeting for both integration of knowledge and engagement. Critical information, such as visa and immunization requirements, should be communicated to participants well in advance - normally at least eight weeks prior to departure - to prevent barriers to participation. It is important to remember that participants may not all be U.S. citizens and may face additional visa requirements that differ and may need additional time and support from Program Coordinators to successfully navigate their pre-departure orientation process. A well-structured pre-departure orientation reduces anxiety and equips travelers with essential knowledge and resources, allowing them to embark on their journey with confidence and excitement. Key Pre-Departure Components Include: Program Overview & Expectations A pre-departure should begin with a warm welcome and introductions to everyone, providing an overview of the itinerary, duration, and any academic requirements. Travel is an exciting learning opportunity! Participants should also review university policies and student conduct expectations abroad. This is an opportunity to not only go over logistics, but also for participants to engage with one another and staff, build relationships, and set expectations. This part of expectation-setting is critical to achieving the desired outcomes from the travel and should be emphasized. Cover Essential Travel Documentation One of the most critical aspects of preparing for international travel is ensuring all documents are in order. Travelers should have a valid passport with at least six months before expiration, understand visa requirements and application procedures, secure travel insurance coverage, have emergency contact numbers for embassies and local authorities, and keep copies of important documents stored digitally and physically. Make sure travelers know about the U.S. Department of State's International Travel webpage as it provides essential information on travel advisories, passport and visa requirements, safety and security guidelines, and health precautions. Cultural Adjustment & Intercultural Communication To avoid cultural misunderstandings, travelers should be introduced to common social customs and etiquette, basic phrases in the local language, religious considerations and dress codes, dining customs, tipping practices, and public behavior expectations. Talk about cultural adjustment and strategies to adjust to a new place (people, food, etc.). Maybe this means getting enough sleep, eating well, or encouraging travelers to journal and process their new experiences: although everything may seem rosy at first, spending enough time outside of one's comfort zone might mean some challenges and opportunities for growth. Check out the SCU Discussion Guide for Programs Abroad for more topic ideas. Health & Safety Staying healthy and safe while abroad is a priority. Travelers should know about common health risks and prevention measures such as food safety and water quality. Travelers should be informed about required and recommended vaccinations and understand safety and security concerns of the countries of visit, including safety best practices like staying aware of surroundings and avoiding scams. Encourage travelers to review the CDC and World Health Organization (WHO) websites, which post country-specific travel notices and warnings. Emergency Response All travelers need to know how to access medical care and mental health support in the destination country and know how to use the SCU international emergency medical and travel assistance provider, International SOS. Emergency response plans should be shared with travelers, including emergency contact names and phone numbers. If participants may not have as much on-ground support, have them create their own emergency response plan as part of program participation for greater understanding of how to get help in an emergency. Another useful interactive activity is to pose a case study and have groups work out how to solve a “what if” question. For example, “What would you do if you lost your passport?” Remind travelers to sign-up and learn about:
Travel & Logistics Providing helpful travel advice enhances the overall experience abroad. Travelers should know what to pack, including weather-appropriate clothing and the legality of medications. Safe and recommended modes of local transportation options should be shared, such as public transit, taxis, and ride-sharing services. Explore communication options like mobile SIM cards and WhatsApp, dependent on local Wi-Fi availability. Travelers should know how to communicate with each other, the local contacts (if any), and program staff. Money Matters Managing money wisely is crucial while traveling. Travelers should be familiar with currency exchange rates and the best ways to convert money; ATM access and credit/debit card usage with potential international transaction fees; budgeting tips for food, transportation, and incidentals; and precautions for avoiding theft and fraud. Technology & Communication Equip travelers with additional tools and references for continued preparation and research. These resources may include government travel advisory websites; travel apps for navigation, language translation, and safety alerts; contact details for in-country support networks; and online forums or groups for travelers to connect and share information. Depending on the destination and personal risk tolerance, travelers need to think about the current political situation and how to travel safely with devices and safeguard their personal information. For example, some travelers should bring a burner phone or a loaner laptop due to risk of compromise. Understand and share the SCU Guidelines for International travel with Technology. Cultural Immersion & Engagement Emphasize cultural immersion and engagement by encouraging participation in local events, festivals, and cultural activities. Students should have opportunities to connect with locals and engage with student organizations to enhance their understanding of the host culture. Additionally, responsible tourism and sustainability practices should be promoted to ensure a respectful and positive impact on the local community. Q&A and Alumni Insights The session could include time for questions and discussions, allowing participants to seek clarification and share any concerns. If relevant or possible, past participants could provide testimonies, offering valuable insights and firsthand experiences. Consider making resource packets containing key information and emergency contact cards for distribution. These guidelines are designed to encourage a broader perspective on the importance of pre-departure orientations and their key components. However, it is ultimately the facilitator's responsibility to tailor the information to the specific region/country, length of experience and level of support on the program, and to the needs of individual participants. For maximum effectiveness, information should be provided at the appropriate time and continuously updated as circumstances evolve. The best program outcomes and experiences abroad undoubtedly come from a well-prepared traveler. Resources Have a question? We are here to help - reach out to us at associateprovostglobal@scu.edu. Key links and resources for university-sponsored international travel:
Atlas is our university-sponsored global travel newsletter to offer guidance and resources for departments and programs in planning and supporting university-sponsored international travel. |
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