Template library

Language Travel Agency

Initial consultation, program recommendation and quote, visa application checklist, pre-departure briefing, and mid-stay & wrap-up feedback for short-term language travel and study-abroad agencies

Get started with Pocper

app.pocper.com

Pre-Departure Briefing & Travel Setup

This briefing confirms flights, accommodation, insurance, communications, emergency contacts, and packing — all set up before the student leaves home.

Departure Plan

Departure date:

Arrival date:

Return date:

Total nights:

Outbound Flight

Airline:

Flight number:

Departure airport:

Departure time:

Arrival airport:

Arrival time:

Layovers — list each stop with city and connection time:

Baggage allowance:

Seat preference:

E-ticket received

Airport Pickup

Pickup arranged by:

School

Agency partner

Host family

Family member meeting student

Student travels independently

Pickup contact name:

Phone:

Meet-up location at the airport:

Sign or placard text the driver will hold:

Arrival notification protocol — who student calls first, second, third:

Sign-Off

Student signature:

Tap to sign

Draw your signature in the popup

Parent / guardian signature (if minor):

Tap to sign

Draw your signature in the popup

Counselor signature:

Tap to sign

Draw your signature in the popup

Briefing date:

I am ready to depart and have received all the support I need

Have a safe and rewarding trip. Reach out to the agency hotline any time — we are here to support you throughout your stay.

Use this template

About this template

The Pre-Departure Briefing & Travel Setup template is a ready-to-use form from Pocper's Language Travel Agency pack. Customize the fields to match your workflow, then share a link so clients can complete it and upload documents in real time.

What's in this template

Pre-Departure Briefing & Travel Setup
Departure Plan
Outbound Flight
Airport Pickup
Sign-Off

Frequently asked questions

What is the Pre-Departure Briefing & Travel Setup template for?

It's a structured form you send to clients to collect the information, documents, and signatures a language travel agency workflow needs — without the back-and-forth of email.

Can I edit this template?

Yes. Import it into your Pocper workspace, then add, remove, or reword any field before sharing it. Every template is fully editable.

How do clients fill it out?

Pre-Departure Briefing & Travel Setup

Departure Plan

Outbound Flight

Airport Pickup

Sign-Off

About this template

What's in this template

Frequently asked questions

More templates in Language Travel Agency