Pre-Departure Meetings

Setting expectations is one of the most important jobs of a Group Leader, and there is no better way to that than through Pre-Departure Meetings.  Meeting with your enrolled travelers and giving them the valuable information that they need to be ready to travel is a key ingredient for a successful tour!

I like to have four Pre-Departure Meetings with my group, so that they are prepared and know what to expect.  These meetings are also a great time for all the travelers to get to know each other before the trip.  Here is what I do...

Meeting #1:  Life on Tour:  What to Expect
*This meetings is all about setting expectations for the tour.  Click here for a sample agenda.

• Break the ice and have everyone do a little activity to get to know each other.  Click here to steal my "Traveler BINGO" game.  
• Introduce yourself and your chaperones
• Remind everyone about the passport requirements
• Remind everyone about tipping (Collect the tip $ at the next meeting, $10/day/traveler)
• During the meeting I like to talk about:
  • The Physical Demands of a tour (Up early every morning, lots of walking, etc.)
  • Behavior Expectations (See Behavior Agreement)
  • Cultural Differences (tip:  Serve a typical European Breakfast that they will experience in most hotels on tour)
  • Currency

Click here to get even more information on my Before Departure Page.

Meeting #2:  Travel Safety
*This meeting is all about  Dos and Don'ts to keep everyone safe.  Click here for a sample agenda.

Some of the topics I discuss:

• Rules of the Road
• Pick pockets
• Money and passport protection
• Head counts
• Room checks

Also at this meeting, I like for my travelers to pick their roommates in all possible combinations of doubles, triples and quads (you never know what combination we will need at the hotel once we arrive).  Click for blank rooming templates:
2 per room
3 per room
4 per room

Click here to get even more information on my Before Departure Page.

Meeting #3:  Packing
*It sounds crazy to have a whole meeting about packing, but this seems to be the topic that I get the most questions about.  Click here for a sample agenda.

• Have a suitcase derby!  Everyone bring their suitcase (with at least 30lbs in it) and have them go through an obstacle course in the building.  This will give them some perspective about packing light.
• Reflect on the suitcase derby, and what they have learned from the activity.
• Packing demo.  I pack a carry on bag, and unpack it during the meeting to give my travelers some tips about how to pack most efficiently for our tour.
• Meet with three different groups, and discuss their needs:  (1) Girls (2) Boys (3) Adults traveling on tour.  Click here for a list of topics to discuss and reminders for each group.
• Discuss the departure day plan.  Usually by this time, I will have my flight information and created a plan for "the big day."  You can read more about that in the sample agenda (link above).​

Click here to get even more information on my Before Departure Page. 

Meeting #4:  One week until departure
*This is known as your departure meeting​.  Click here for a sample agenda.

• Discuss all the important hotel and flight info.
• Pass out Parent Packets (I give each parent a copy of our itinerary, hotel info, emergency contacts, and a copy of their child's passport)
• Go over the plan for departure day
• Answer last minute questions

*This meeting will take longer than you would expect.  The parents have LOTS of questions.

Click here to get even more information on my Before Departure Page. 

Meeting with your travelers is a great way to get to know each other and set expectations BEFORE your trip.  As a group leader, its your job to educate your travelers and their families.  Your trip will run smoothly and it will be more enjoyable for all if you get started early setting the expectations.  What other helpful tips do you have for pre-departure meetings?  Comment below and let me know!