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 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

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-Staycont’d


1 MAR EOS Coord. Recruited (ongoing)

Coordinator recruited and name entered into AFS Online/EOS Planning database (PDB)

MAR Mailing to students/host fams. re: EOS/D-Day

Mails luggage letter and general EOS info and D-Day dates.

Writes letters, posts on Wiki

Can access letters via AFS Wiki

15 MAR EOS site info Monitor EOS info via EOS /global link module

Finalize EOS site, enter into EOS/Global Link module

1 APR EOS site info Site address, directions to bus vendor

All EOS site info completed, including directions.



APR – MAY

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

Book and ticket bus chaperon travel

Continue to receive bus chap requests

Ensure bus chap return travel requests are entered online.



Mid-MAY Bus manifest Link students to buses in Global Link.

Confirm accuracy of bus manifest, i.e. no FLEX kids, PR’s, ER;s, etc.

Mid-June EOS Name Tag mailing

Sent via Fed-ex to chap or EOS Coord. Incl: manifest, D-Day nametag, D-Day info, etc.

Ensure FED EX address is entered into EOS GL..

Ensure all emergency contact numbers are up-to date.

27-29JUN EOS events in progress, buses rolling to D-Day

On Site-on call 24/7 for emergencies

On Site and on-call 24/7 for emergencies

Enjoying last days/hours with students in your area!

Travel Planning – Arrivals and Welcome Orientations


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.

OCT-NOV

Hosting Distribution Sites

Work with regional and Vol. Dev. staff to designate Hosting Dist. Sites

Work with local AT’s-unaffiliated chapters

Plan arrival orientation vis a vis hosting distribution site.

OCT-NOV

Gateway Matrix to Partners

Sent to partners so they may begin booking int’l fights and linking students in GL

Finalize commitments for 2010.

FEB – JUN

Int’l Arrival Travel

Receiving travel from partners via GL.



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 auto-linking is correct.

Check to ensure auto-linking 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



1 JUN All students placed/ linked to sites

Early –mid JUN

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.

Early JUL 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 pick-up time (ongoing)



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/handbooks 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.

Include placement changes in orientation site plans and coordinate onward travel with RTLC. Run first travel reports.

24 JUL Partner Mailing

Student nametag, site info, etc.

Continue travel updates to AT’s as placements are confirmed.



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.



1 AUG Onward Travel

Booking/Ticketing 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.



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 201029-30 JUN 2010

Departure Day—WestDeparture 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?

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

travel and logistics coordination (tlc) hosting eos, departure day and arrivals planning

Documents

bus chaperon travel

regional travel

intl travel

bus vendor

following day

travel reps

role of travel

charter bus bookings