October 20, 2022
Experiential Learning
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Traveling with a group can be exciting and challenging–especially when traveling abroad for a global learning immersion. It’s an adventure. As a new trip leader, you have probably heard stories of challenges with group travel, but with the right mindset and approach, you can have a successful and fulfilling experience.
Here are tips to help lead successful travel experiences:
One of the most critical steps to a successful group travel experience is to set clear expectations. This includes understanding the purpose of the trip, the itinerary, the budget, the roles of everyone traveling, and the expected behaviors, particularly being on time for your scheduled activities and business meetings.
Austral Group will assist with an orientation meeting with helpful tips about the program and travel destination insights for your students.
“Our programs are consulting-based and often involve several moving parts across multiple countries concurrently. Rice University staff and faculty work collaboratively with Austral not only in the months of meticulous planning beforehand but also on-site, where a united community supports the program every step of the way. It’s so important to cultivate that sense of community—whether through a shared dinner or lunch on the first day—to build rapport and establish trust. These connections allow us to lean on each other during the program, ensuring that every challenge is met with shared solutions and the experience is as enriching as possible for everyone involved. I have lifelong colleagues and friends across the world because of this partnership!”
Assistant Director,
Global Programs and Experiential Learning
Rice Business
“For student groups that may be meeting each other for the first time, it can be helpful to establish some norms and expectations for how the group wants to show up. This could be in the form of an agreement of the mindsets or behaviors they all agree to. Or, it could be in the form of a discussion about cultural norms, and how the students can most effectively engage with each other and locals on the trip. Being proactive in setting the standards for the group can go far in creating a cohesive and supportive cohort. This goes for attire, and ensuring that everyone is aware of the expectations for how to dress (students will ask if you don’t offer this information).”
Director
Reynolds Program for Global Business
University of Colorado Denver
Download important trip documents to your phone to make sure you have them readily accessible.
Communication is crucial in any group travel setting. Learning basic greetings in the local language before arriving is a good way to start learning about your destination.It’s also important to agree to set up emergency procedures in case something goes wrong and establish a main and backup meeting point.Austral Group has a communication protocol in place to escalate any incidents that may arise during a program as necessary. Still, it is important that your team and students also are aware of any specific protocol your school has, and that we are aligned with you on this protocol pre-travel.
“We always ensure that our office of global education has our latest itinerary in the event of something unexpected. It’s easy to share this via the Austral app, and can allow for everyone to have real-time updates in the event of last-minute changes.”
Director
Reynolds Program for Global Business
University of Colorado Denver
While your Austral Group dedicated program manager and coordinator will provide essential support and destination-specific information, it’s equally important for each traveler to prepare thoroughly for the trip. Here are some key steps to ensure a smooth and enjoyable experience:
Have Travel Insurance Ready
Comply with Visa and Vaccination Requirements
Protect Your Passport
Share The Itinerary
Bring Necessary Medications
Practice Social Media Safety
Have Important Data Available
By preparing in advance and staying mindful, travelers can focus on the enriching and transformative aspects of their global immersion programs.
“Program the number of the local office of your home-country embassy into your phone, so you have it handy in case of an emergency.”
Director
Reynolds Program for Global Business
University of Colorado Denver
We plan for months ahead of the program, yet group travel can be unpredictable, so being flexible and patient is crucial. Things may go differently than planned, and sometimes, you must adjust your itinerary to accommodate unforeseen circumstances. Weather events, student or speaker illness, or unexpected strikes in the city are things outside of your control that may disrupt the program’s execution. Remember that you’re all in this together, and keep a positive attitude. Being patient and open-minded will ensure that everyone has a great experience. Your local team is there to support and find alternate activities or solutions should unexpected situations arise.
“The best tip I can give is to practice Self-care FOR SURE! Don’t feel pressured to make the most of every minute (as if you were on vacation)—you will get to know the city and enjoy the culture regardless. If you don’t take time to relax and decompress, it will catch up to you.”
Director, Global Programs and Experiential Learning
Rice Business
PRO TIP
WhatsApp groups are key. Have them with everyone! It’s the easiest way to get information quickly (and to share information quickly). To avoid sending to the wrong chats make the picture and title very obvious.
“Try the Community setting, where you can create outgoing announcements for the students, and you can also have one where students can exchange ideas, photos, and more!”
Remember to make great memories during the trip! Global business immersions are unique experiences that create lifelong memories for students and trip leaders alike. Take the time to appreciate the beauty and richness of the culture you’re visiting. Take photos, try new foods, and immerse yourself in local customs. Remember that the purpose of the trip is to learn and grow academically, professionally, and personally, so make each moment count!
For the program to run smoothly, you must be well-prepared, starting with packing for the trip. Here are some essentials you don’t want to forget when leading a program abroad:
You may be very familiar with the students in your group and know them all by name. But often, during a travel program, it’s helpful to have visuals to share with your program coordinator to identify someone who’s not feeling well or to inform a waiter of a severe food allergy. Your local team has been briefed regarding medical conditions and allergies, but in some severe cases, it is best to be redundant and be on the safe side.
The trip can be uncomfortable and tiring for students not used to traveling, especially on long-haul flights. We recommend you bring comfort items like a neck pillow, a comfortable hoodie, and a personal blanket for your travel days and wear compression socks on long-haul flights. Also, keep some snacks handy in case of delays in landing or takeoff, and drink plenty of water throughout the trip.
Short-course programs are a marathon, not a sprint. It’s important to prepare students for the intensity of the trip, and for being out of their comfort zone. This may include advising students to try as much self-care as possible in-country, like getting 8 hours of sleep, staying hydrated and eating as well as possible. For those who may have roommates, encourage them to bring earplugs or other essentials to help promote sleep and the sense of privacy. While the goal of these courses is to get out of one’s comfort zone, it’s also important to maintain as much consistency for health and wellness as possible.
Create a bag specific to work travel that has extras of everything you would normally pack (adapters, converters, toothbrush, brush, phone charger, medications (pepto, Tylenol, Dramamine, etc.).
Always pack an extra outfit (preferably for a meeting) and pajamas in a carry-on. In case the airline loses your bag, you want to have clothes to get through day one and the first night comfortably.
Make sure you have comfortable shoes that you can wear both in cultural and professional settings. You will be on your feet A LOT! After a while, you will regret packing only heels, boots, etc.
Preparation is the key to any successful trip abroad, especially when leading a study abroad program. Packing these essential items ensures students have a fantastic and memorable experience while studying abroad. Always remember to take care of yourself first and foremost so that you can take care of the students and have space to enjoy the trip.
Leading a study abroad program is an opportunity to shape young minds, broaden their horizons, and contribute to the internationalization of higher education.
“Lead by example, encouraging your students to make smart, sustainable choices when traveling. Remind them that even actions as simple as packing a lighter suitcase can reduce your carbon footprint (the heavier your luggage, the more fuel it takes to transport it by plane, bus, car, or train). Encourage your students to try out restaurants, cafes, and shops owned by local and small business owners for an authentic experience and to support the local economy. Finally, urge them to opt for eco-friendly transportation options whenever possible (and safe to do so), such as walking, cycling, or using public transit, which has the added value of getting your students to see more of the local “commuter” culture. When you take these actions yourself, it gives your students a clear example to follow.”
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