What to Expect on Travel Days

After months of waiting, preparing, and getting excited for your trip abroad, the day is almost here! Our summer programs are right around the corner and while that causes excitement for all, it can also bring some nerves regarding international travel. For the majority of our travelers, especially our high school athletes, this is their first time flying internationally, flying alone, or simply flying at all. Because of this, we have several policies in place to ensure a smooth, stress-free experience for travelers and their loved ones. This blog will break down our travel day procedures, including pre-travel, arrival, and departure.

Pre-Travel Day

Before our athletes even step foot in the airport, we want to ensure that they are prepared and confident for their travel day. Once a student is registered for one of our programs, they receive access to a travel portal via WeTravel. This portal contains information on logistics including how to navigate the airport, what to expect at immigration and customs, and where our staff will be located. 

We also hold a pre-departure webinar, giving travelers and their families the chance to ask our staff any last-minute questions. In this webinar, staff go over program expectations and introduce the field staff members, while also allowing travelers to introduce themselves to the rest of the group. 

Prior to travel, athletes and their family members will also be added to private group chats with the tour coordinators, the headquarters staff and program directors. These group chats will be used to update families once their athlete has arrived in-country. 

Travel Day

The day is finally here! Whether you are traveling to Greece, Costa Rica, Japan, Italy, or one of our other destinations, our team will be waiting to welcome you. At their home airports, athletes will check their bags, go through security, and head to the gate. If you have a layover in the U.S., you don’t have to worry about your checked bags, just be sure to keep your carry on items with you at all times if you are traveling solo. 

Once you arrive at your final destination, follow the signs and people to immigration. If you are traveling to Europe, follow the signs for non-EU citizens. Similarly in Costa Rica, follow the signs for the non-citizen line. At immigration, the officers will ask you a few questions. The answers to all of these questions can be found in your travel portal, be sure to take a screenshot or print them out in case you don’t have cell service right away. Officers typically ask about the purpose of the visit, the duration of your stay, and where you are staying. 

Once you pass through immigration, head to the baggage claim area to pick up your luggage. After you have all of your luggage, you will follow the signage to find the exit and look for the Beyond Sports staff members, who will be donning their team shirts. 

Once In-Country

Once all of our athletes have safely arrived in-country, our field staff members will hold a safety orientation. This orientation consists of important information regarding local customs, safety measures, and how to get the most out of their stay.

Departure Day

Once our athletes have had their grand adventures, it is time for them to return home. On departure days, we bring all students to the airport and assist them with checking in, getting their tickets, and checking their bags. We watch all travelers go through security, and then wait in the area until all the flights have departed. If there is a delay or cancellation, we will stay with the student until they are able to get on another flight. 

What if there is a delay or cancellation?

Unfortunately, delays and cancellations are part of the nature of travel. While we also hope for the best, we are also prepared in the case that some flights may arrive later or even the next day. We remain in communication with our travelers and their families if there are delays. Regardless of the time, there will always be a staff member waiting at the airport when an athlete arrives. 

What if my bag does not arrive?

While uncommon, sometimes bags do not arrive the same day that travelers do. If this is the case, our staff members will help the student find an airline representative so they can determine where the luggage is. Delayed luggage typically arrives the next day and is typically delivered right to the hotel. 

Our Commitment to Safety

The health and safety of all of our tour participants is always our top priority. If you have any additional questions regarding our travel day procedures, please reach out to our staff members and we will work with you to put your travel nerves at ease. We hope all of our travelers are getting ready and excited for their summer adventure abroad!