Language Travel Pro Toolkit
A complete toolkit for established language travel agencies, including a study-abroad enrollment agreement and an in-depth end-of-program completion review
Get started with PocperA complete toolkit for established language travel agencies, including a study-abroad enrollment agreement and an in-depth end-of-program completion review
Get started with PocperThis briefing confirms flights, accommodation, insurance, communications, emergency contacts, and packing — all set up before the student leaves home.
Departure date:
Arrival date:
Return date:
Total nights:
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
Airline:
Flight number:
Departure airport:
Departure time:
Arrival airport:
Arrival time:
Layovers — list each stop with city and connection time:
Baggage allowance:
E-ticket received
Provider:
Policy number:
Coverage start:
Coverage end:
Coverage amount:
24h emergency hotline:
Policy includes:
Medical
Repatriation
Personal liability
Lost luggage
Trip cancellation
Policy document received
Accommodation type:
Host family
Dorm
Apartment
Hotel
Full address:
Host or dorm contact name:
Phone:
Email:
Check-in window:
Backup contact:
Key pickup arrangement:
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:
Travel SIM activated
eSIM activated
International roaming enabled
International debit card activated
Credit card overseas use enabled
Forex cash prepared — amount:
Multi-currency wallet set up
Banking app installed and tested
Agency 24h hotline:
Parent / guardian back home:
Embassy or consulate phone:
School emergency contact:
Host family backup:
Insurance emergency:
Topics covered with the student:
Cultural orientation
Safety briefing
Public transport
Health and medical
Money management
Homesickness
Academic expectations
Accommodation rules
Weekly check-in cadence — frequency:
Harassment and bullying reporting channels introduced
Consent for emergency medical treatment explained
Tick once packed, then add a remark if needed.
Passport — remarks:
Visa printout — remarks:
School letters — remarks:
Insurance card — remarks:
Prescription medication and doctor's note — remarks:
Power adapter — remarks:
Weather-appropriate clothing — remarks:
Toiletries — remarks:
Photocopies stored separately from originals — remarks:
Photos of important documents in cloud storage — remarks:
Student signature:
Parent / guardian signature (if minor):
Counselor signature:
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.
The Pre-Departure Briefing & Travel Setup template is a ready-to-use form from Pocper's Language Travel Pro Toolkit pack. Customize the fields to match your workflow, then share a link so clients can complete it and upload documents in real time.