When you design a custom program with us, the crucial first step is a meeting with our program director in your chosen country (or countries).

We call it your “Start Planning” meeting. 

This meeting kickstarts a collaborative process to ensure that your program meets all your academic goals while also addressing logistics, cultural engagement, student needs, and expectations.

Consider it a bit like standing at the starting line of a great adventure, poised at the edge of possibility.

In this conversation—which is not just a conversation, but the foundation for a successful program—we’ll be asking you important questions, digging into your vision of how your program will shape your students’ understanding of the world and their academic theme, and taking plenty of notes. 

A bit of forward planning will help set us off on the right foot.

We spoke to our Director of Institutional Partnerships, Kyle Simmons, for his top tips on how best to prepare for your “Start Planning” meeting. Here’s what he had to say: 

1. DEFINE YOUR ACADEMIC VISION. Before we meet, set aside some time to reflect on your academic goals for the trip. What do you want your students to take away from this experience? Do you imagine them standing amongst ancient ruins in Italy deep in a conversation about history? Or perhaps interacting with local artisans in Peru to understand more about sustainability in the Amazon and the traditions of the Inca community? Whether you have every detail mapped out in your mind already or just a broad concept and you want to explore ways that we can help filling in the gaps, having clear goals will help us ensure our suggestions are tailored to your vision.

TOP TIP: Dig deep into the details surrounding your vision. “The more specific we can be at this point,” Kyle said, “the quicker we can deliver a program proposal that meets all your expectations, not just a best guess.”

2. REFLECT, RESEARCH, AND SEEK INSPIRATION. If you’ve led student travel programs in the past, reflect on previous experiences. What worked? What didn’t? What would you do differently this time around? Research your destination and come inspired, ready to brainstorm with your program director. Think about sights to see, activities or excursions to incorporate, and cultural moments that might align with your course themes and spark curiosity as well as create an opportunity for authentic local connections. Maybe you envision your students having a conversation over lunch with a local climate change activist in San Francisco, participating in a meditative tea ceremony in Japan, or taking part in a workshop inside Shakespeare’s Globe Theatre in London. Speak to others who have traveled there, scroll through Pinterest or Instagram, look at magazines and books. We’ll be thinking about these things too, so we can bounce some ideas around with you and ultimately help you bring them to life. 

TOP TIP: Your enthusiasm is contagious! “Your excitement about these experiences will transfer to your students and really shine as you talk to potential applicants during your recruitment process,” Kyle said.

3. OUTLINE YOUR VISION, EVEN IF IT’S ROUGH. Consider bringing along a draft outline of your vision to our meeting. This doesn’t have to be perfect by any means, but having a starting point during this initial conversation can really make a difference. Referencing your draft will help guide the conversation and ensure we’re heading in the right direction toward your ideal program.

TOP TIP: Format type and polished copy are not important. It’s all about vision and ideas. “Whether it’s a calendar view, a list of activities, or themes on a syllabus, these sorts of resources can help guide our initial discussions,” Kyle said. 

Our goal is to translate your vision into a practical experience that’s as seamless, authentic, and transformative as it can be, balancing academics, logistics, cultural engagement, and expectations. Use your “Start Planning” meeting as the place where your ideas and aspirations begin their journey from concept to reality.

“Above all, remember that this is a collaborative process and we’re here to help!” Kyle said. 

Standing at the starting line and ready to take the leap? Book your “Start Planning” meeting with us and give your students an impactful and unforgettable experience!