8 Week Pre-Departure Call Checklist

Sample

Process

• _ Make the outbound call
• If you don’t connect, leave voicemail
• [Script] Hi, this is [Your Name] from Rustic Pathways. We are 8 week’s out from [Child Name]’s trip to [Country] and I’m calling to cover 3 things: [Country] entry requirements, details of the travel day, & logistics. I’ll send you an email with these details. If you have questions you can reply or give me a call back. My number is [###] ###-####.
• Send follow up email.
• If you connect, but they don’t have time, use the general message from the voicemail.
• Send follow up email
• Set follow up call

Introduction Of Call

• High energy!
• Greeting, we are 8 weeks out from _____’s trip to ____
• The purpose is to make sure you are ready and excited to travel. What we are going to cover today:
• Country entry requirements, details of the travel day, & logistics
• What else do you want to cover?
• Repeat questions/adds back to them
• This is lots of info, but we’ll send all of this in an immediate follow-up email
• Wrap up and explain payoff. Let’s get into it!

Review the program details:

• Your student is traveling to (Program Location) from ____ to ____ 
• Departure Dates from ____ to _____
• RP AIR?: 

Subject 1: Destination Entry Details:

The DR requires 3 things for entry. Passport, Digital Health Form and a Covid Test.

•  1. Up to date Student Passport (Have parent visually verify Passport exp date) → 6 mos after return date
• This information should be uploaded to Portal. CHECK IT FOR THEM

• 2. Forms or Visa Details:
• Digital health form <72 hours before departure flight
• We will send you the link via email. 
• You’ll get 2 QR codes from the DR via email (1 for entry / 1 for exit)
• 3. Covid and Vaccinations: There is no vaccination requirement for the DR, but they do require a supervised test (any test, <24 hours before departure). We will send an option.
• Letter of Recovery details if needed
• Questions?

Subject 2: Travel Day Details:

• The travel day consists of 3 teams of people. Group 1 gathers everyone when they arrive at the airport. Team 2 takes security check-in process and is with the students on the flight and immigration. The third team meets everyone at the destination airport and will be with them through the whole program.
• Packing List
• We will send you the list, bring everything. We want to make sure they are prepared for all parts of the program.
• Carry-on only, we recommend a 40-60 liter backpack style so they can carry easily.
• Electronics – phone will suffice for photos, maybe a camera if you want. (Don’t bring examples: hair dryer, drone, etc.)
• Electronic plugs - same type of plugs (A & B) and voltage as the USA
• Travel Day is _________
• Wear RP T-shirt and bracelet
• [Child Name] will meet: Airport Coordinator. Will send name & number 3 days beforehand in case you need to contact them on the travel day.
• When to meet: 4 hours before international flight departure.
• [Child Name]’s connecting flight arrives at ____ so you are looking good
• Where to meet: North Terminal on Level 2 (Departures) at Door 5 near the American Airlines check-in counters
• If [Child Name] does check a bag - there will be a recheck bag process: Pick up bag at baggage claim to re-check
• Food details: Bring a credit card to get food! No meal on the flight
• Check in: no e-ticket needed; just your passport (b/c on group flight)
• Gate details: Flight Leader will supervise at the gate.
• What questions do you have?

Subject 3: Logistics:

• Outstanding Balances:
• Outstanding Onboarding Packet:
• Outstanding Medical Forms:
• Outstanding Waivers:
• Did you purchase Travel Insurance?:
• Revisit Questions?