The document provides guidance for college admission counselors on planning successful travel during recruitment season, including tips for coordinating travel logistics like transportation, hotels, and expenses; recommendations for conducting high school visits and college fairs; and advice for maintaining work-life balance and health while traveling extensively over multiple weeks.
2. What is Travel Season
Length – can vary from 4-10 weeks in the fall (mid
Sept.-mid Nov.) and 2-6 weeks in the spring (Feb.-
Apr.) Many schools are also participating in more
summer recruitment events
Typically spring travel begins the next recruitment
cycle for that year’s juniors
Travel can include day trips and overnight trips
“On the road” – high school visits, attending college
fairs, hosting admission receptions, conducting
interviews, meeting with Alums, friends of the college
3. What is Travel Season
Includes driving, flying , rental cars, university cars,
hotel reservations. You coordinate all aspects of the
travel
Learn to balance your time: “on the road work” & still
keep in touch with the office
On the Road/Office Balance
Checking e-mail/voice mail regularly, checking in
with your supervisor, returning phone calls & emails
Know your individual office’s expectations before
you leave
Are you managing your territory or is it being
managed for you – flexibility in scheduling
4. What is Travel Season
May be coming into a schedule already planned or
may have to do it yourself
JOIN AAA – office may pay for membership
hotel and other travel discounts
GPS – office may provide, many cell phones have
the feature. Does office pay for cell phone
service? Hotel and other travel discounts
Directional resources
Expedia – www.expedia.com
High School Maps On-line – www.hsmaps.com
Mapquest – www.mapquest.com
5. Hitting the Highway
Know where you’re going before you leave the hotel
Look for stadium lights and flag poles – the front door is typically at
the flag pole
Once you’re inside – if you don’t see the guidance office, the main
office is your next best bet
Security
Signing in/out, driver’s license
Name badges
Escorts
6. Hotel Reservations
JOIN AAA
Make reservations several weeks in advance
Bring all confirmation numbers or e-mails with you
Ask for special rates (AAA/Gov’t for state schools)
Central locations vs. hotel hopping
Join a frequent guest program
Ask other counselors
7. Hotel Safety
Stay in hotels with a main entrance –
not doors that open to a parking lot
If your room number is announced so
others can hear, ask for a new room
Use the room deadbolt and latch at all
times
Ask for ID if someone knocks
unexpectedly
Ordering food – Go to the lobby
8. Airline Reservations
JOIN AAA and a frequent flyer program
Book flights in advance for lower fares
Checking luggage – personal preference based
on length of trip, school policy, fee
Use business card as luggage ID
Large shoulder bag vs. purse
Arrive a day before your scheduled visit or
early morning for an evening fair – check
office travel policy
Ship publications if you can – extended stays
or large college fairs
Scheduling departing flights
9. Rental Car Reservations
Join AAA
Recommend on-line reservations – make sure
to check age limits (25 and older)
Inquire about discounts (AAA,
govt/edu/corp)
Take a copy of your school’s insurance info
Take your DRIVER’S LICENSE - valid
Report all car dents or scratches before
leaving the lot
Be prepared to have a different or similar
car, not the one you specifically requested!
10. Car Common Sense
JOIN AAA
Check fluid levels and pay
attention to dash lights
Get an extra set of keys if
possible and keep them in
your travel bag
Keep all valuables and luggage
in the trunk
Wear your seatbelt
Know your school’s policy if it
should break down on the
road (is your school using a
national rental company, is it
a college car, etc..)
11. What to Keep in Your Car
Flashlight
Napkins, Kleenex, etc…
Umbrella and/or snow brush/scraper
Garbage bag
Change for highway tolls
Pen and notebook/envelopes for receipts
Mints/gum/candy/SNACKS
CDs, MP3 player, Satellite
Cell phone car charger
Maps of all sorts/GPS
12. Seamless Visits and Getting Lost!
Learn how to read a map!
Getting lost does happen –
don’t be discouraged
Perfectly fine to ask for
directions/GPS
Keep your cell phone charged
If running late makes your
whole schedule off, you must
notify all high schools. GC
can help you
Stay organized
PLAN EXTRA TIME into your
trip each day
Work or return phone calls
if early to visit
Big city traffic – whole
different world! (Actual
mileage vs. actual time to
arrive)
13. What to Bring
All personal items required
for everyday use
Table/Booth materials
Don’t forget your table
banner
Information on enrolled
students from the schools
you’re visiting/school files
A collection of general office
supplies (pens, tape, paper
clips, etc).
Laptop/iPad/powercord/
mouse
14. Packing Tips
Are you driving or flying?
Flying – confirm airline baggage check policies
(how many, is there a fee, weight)
Driving – sky is the limit!
If you are limited in space or what you can
bring, learn to combine outfits
You’ll learn how to live out of a suitcase!
15. Staying Healthy on the Road
Eat ALL meals a day,
EAT BREAKFAST!!!
Take a multi-vitamin
Use exercise rooms
when offered at
hotels
Take walking shoes,
and use them between
visits and college fairs
Sleep!
16. Money Matters
All travel expenses typically covered by school – any
personal expenses are covered by you (shopping, fun
adventures, etc..)
Maintain daily records of everything
Get receipts for everything and keep them in a
separate envelope
Know your school’s expense policy (food, etc…)
You ARE allowed to stay under budget
17. Free Time
Yes…you will have
some of this!!
Be sure to pack lots of
reading material
Take a nap, go to a
movie, visit local
attractions, watch TV,
go out…anything that
helps you to relax
Explore the local area
and keep a record for
future use
18. My Own Thoughts
Appropriate high school visit dress
Comfortable shoes
Making friends on the road
Be prepared for ANYTHING
Organization and Planning
The 5 P’s…Prior Planning Prevents Poor
Performance