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"Blessed are the flexible

for they shall not be bent out of shape!"

Bill Briggs D6220

Key Points

Read this information 5-7 days prior to departure!

Print this page using the button below and take it with you

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Short Term Departure Information
(Print this out and take it with you)

Read this information 5-7 days prior to departure so you won't be doing everything at the last minute. And you'll have enough time to e-mail us with questions on items you don't understand!

Night Before Leaving Home

  • Reconfirm Seats, Space, Departure Times and Baggage online [see Airline Info]. (Remember, all dates are expressed DDMMMYY ie 08AUG11 on the the itinerary you receive from IYWT).
  • Airlines sometimes change the scheduled departure times, so double check.
  • If you pay for your baggage charges on-line, some airlines offer a discount. Just print out the receipt at the end and give it to the airlines the next day. You will have to pay all baggage charges-even if you are in a 'One Fee' District. You can avoid extra bag charges by shipping 'surface' items you don't need immediately (ie host family gifts, winter clothes, sports equipment, etc)-and it's usually cheaper by surface than as excess baggage at the airport. (in your Yellow Pages, find 'Freight Forwards' and tell them the items are 'household good'-shipping time is usually 4-6 weeks by boat and truck).
  • Label you checked bag(s) with your Host Family's address and phone number and take a picture of each bag and make a list of the contents. Do not put the pictures of your checked bag(s) in a checked bag. Either leave it in your phone, and email the picture to yourself or print the pictures and put them in your hand carry bag.
  • Reconfirm with your Hosting Rotarians/Host Family the date and time (on the 24 hour clock) of your arrival at your final destination airport in their country and where they will meet you at your destination airport.
  • Also go online to www.TSA.gov to find out about any restrictions for your hand carry items and what you can carry on your person.
  • Print out your itinerary with confirmation codes and ticket numbers.
  • Be sure your Parent's Permission Form is stapled to the last page of your passport.

Day of Flight

  • Before leaving home, be sure you have:
    1. Your passport, with Parent's Permission Form attached-- you should have a black and white laminated photocopy in your billfold.

    2. Any money

    3. A 5 day supply of any prescription drugs--in pharmacy bottles (the balance of any prescription medicine should be in your hand carry bag with appropriate documentation from your doctor and pharmacy).

    4. The pictures of your bag(s)

    5. Phone numbers for your Sponsoring Rotarians, Hosting Rotarians, your Host Family and your mom and dad.

    6. Also be sure you have your itinerary

    7. A print out of this page on your person.

  • Now put on your Rotary Blazer or Polo or T-Shirt-so other Rotary students can recognize you enroute.
  • Arrive at the ticket counter at least 3 hours before scheduled departure. In most cases, you have E-Tickets so give the counter person a copy of your itinerary and your passport.
  • Check your bag(s) to your final destination airport - be sure you receive the baggage claim check. Do not put the pictures of your checked bag(s) in a checked bag. Either leave it in your phone, and email the picture to yourself or print the pictures and put them in your hand carry bag.
  • If you have connections, ask if downline gates have been assigned and write them down.
  • Ask what time you need to be at the gate for boarding - if you are not available for boarding when they your row is called, you may be denied boarding and pay additional for a later flight.
  • Be careful with your passport, airports and airplanes are the easiest places to lose your passport.
  • Have your parents ask for a gate pass. Depending on the security level that day, they may be able to accompany you to the gate area.
  • Allow at least 45 minutes or more to clear security.
  • Although you are on legal connections and we have tried to provide sufficient connection times at airports, we cannot forecast weather or mechanical events that may cause a delay or misconnects while enroute to your host country. If events occur that prevent you from boarding because you arrived late for your connecting flights, please get in line with the airline representative and they will board you on the next available flight. If you arrived at your connecting airport as scheduled, you will just wait for the flight booked on your already long journey.
  • On arrival at connecting airports, make sure to check the departures board and re-confirm your next gate area for your next flight. If you don't know how to get to your connecting gates, ask any uniformed airline employee. (If you find yourself in an unlit gate area with no other people around, this should indicate to you that you are at the Wrong Gate!)
  • If the airline delays or cancels your flight, immediately go to the Customer Service counter. The lines will only get longer if you delay. The airlines will no longer let us re-book you or let IYWT or your parents or Rotarians call you. (and you wouldn't hear a page in the terminals anyway). When the airline reaccommodates you, have them print it out, then call your Sponsoring Outbound Chairman. They will relay the information to your Hosting Rotarians, Host Family and parents.

On Arrival in Host Country

  • Double check your seating area for all items brought on board.
  • First you will clear Immigration. Put on your Rotary Blazer or Polo or T-Shirt again, and just follow the other passengers off the aircraft, as all doors will be locked-you'll have no choice but to go to immigration. Have your passport in hand. Be sure you choose the right line-by nationality. These lines only move as fast as the people in front of you. When you meet the immigration officer, answer all questions honestly-you have nothing to hide.
  • Proceed to Customs. Take your checked baggage off the carousel and put it on a cart (they're free in customs). IF YOUR BAGS DO NOT ARRIVE-tell Customs and immediately make a claim with the airline, using your checked baggage claim check and give them a photo of the bag(s). Ask Customs how your bag(s) will be cleared when they do arrive. Continue on to the customs tables-most countries use the 'green' light/'red' light system. As long as you see 'green' lights, keep pushing you bag cart. If you see a 'red' light, STOP, and follow the directions of the customs agent. Each country reserves the right to thoroughly inspect all of your baggage, your clothing and your person. Wearing your Rotary blazer, will in most circumstances avoid this. Again, answer any questions honestly. After Customs, GO OUT THE CUSTOMS DOOR.
  • If you have connecting flights, look for the 'on going' bag belt near the customs door. You can drop your checked bags with the employees there. (In some airports, you may have to take your bags to the ticket counter of the next airline to have them re-checked). Proceed to your connecting flights' gate. (Check the departures board if in doubt or ask an airline employee).
  • If you are being met after Customs or after your connecting flight-go to the pre-arranged 'meeting area' you agreed upon the night before.
  • If your Host Family is not there, STAY in the airport. Call your Outbound Chairman collect and they will solve the problem. This can be as simple as heavy airport/city traffic or a confusion about the arrival time. Do not leave the airport or try to find them, they will find you.
  • Collect your checked bag(s). IF YOUR BAGS DO NOT ARRIVE-immediately make a claim with the airline, using your checked baggage claim check, and give them a photo of the bag(s)-ask if they will deliver them when they do arrive.
  • On arrival at your host family's house, CALL YOUR PARENTS before you go to sleep-they've been worried ever since they said good bye to you.
  • LASTLY, be sure you go online, usually on the host family's computer or a Rotarian's computer to to register your new temporary residence with your home government. You will need to create an account one time, so remember your user name and password when you do this. This will help your government contact you if there is a family emergency back home, or if there is a crisis where you are traveling. This is suggested for all Short Term Rotary Youth Exchange students.

    For US Citizens - https://travelregistration.state.gov/ibrs/ui/ (In accordance with the Privacy Act, information on your welfare and whereabouts will not be released to others without your express authorization).

    For Canadian Citizens - https://www.voyage2.gc.ca/Registration_inscription/Register_Inscrire/Login_ouvrir-une-session-eng.aspx

Now stow your passport (unless Rotary is going to hold it)
in the zippered compartment of your suitcase and . . .

Have a great exchange ! ! !

Your parents, Rotary and It's Your World-Travel! have given you the tools to succeed!

So now we entrust the World into Your Hands ! ! !

Rotary Youth Exchange Day of Departure

It's Your World-Travel! will be here the entire time you are away. AND remember, any requests you may have of IYWT during your exchange, must FIRST BE CLEARED with your Hosting AND Sponsoring Rotarians before IYWT can take any action.


It's Your World - Travel!
1969 SW Hillcrest Road
Seattle, WA 98166

It's Your World Travel Inc, Travel Agencies & Bureaus, Burien, WA

Rotary Youth Exchange Travel
Over 30 Years Experience

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