Arranging Flights
Duke-Administered Programs
For most Duke-Administered programs, you are required to arrange your own transportation to and from the program site. The Duke program director or GEO program manager will let you know the time, dates, and location of your expected arrival so that you can make travel plans.
Some Duke-Administered programs may designate certain flights as “group flights” to facilitate togetherness through group travel. Designated group flights are usually met by program representatives in the host country airport and transportation is provided to the group’s lodging. You are still responsible for making your own travel arrangements in conjunction with a designated travel agent, even for designated group flights.
Students who decide to arrive earlier or depart later than the announced dates of their program will need to make separate lodging and accommodation arrangements. Most program centers do not have space for student luggage and our staff and host families are not prepared to deal with students outside of the official program dates. Student travel before and/or after official program dates will be viewed as entirely personal in nature and unsupported by Duke staff and Duke resources.
Each Duke-Administered program has different policies regarding personal travel during the program. You must check with the program manager or faculty director regarding these policies and refrain from purchasing tickets before the final itinerary is provided.
Duke-Approved Programs
Students should follow Duke-Approved program guidance regarding booking travel to and from the program site.
GEO Can Help
If you need help navigating any of the details mentioned in this section, please reach out to your GEO Program Manager, who will be happy to walk through these details with you to make sure you have the information you need.
Registering your Travel
In order to ensure safe and successful travel to and from your program:
- Register your travel information in MyExperiential Ed under “Travel Registry” For Duke-Administered and Duke-Approved programs (Required)
- Complete the “Travel Itinerary“ Questionnaire ” in MyExperiential Ed for Duke-Administered programs (Required)
Follow the instructions in your MyExperientialEd application portal to register your travel with Duke in the Duke Travel Registry. This is required for both Duke-In and Duke-Approved programs. Please complete this as soon as possible, to ensure your safety and success getting to and from the program.
Additionally, if you’re attending a Duke-Administered program, be sure to submit your flight/travel information in the MyExperientialEd Travel Itinerary Questionnaire. Please complete this as early as possible to ensure your safety and success in getting to and from the program.
Packing
- Pack lightly – use this packing list general packing list
- Pack medications in original containers in your carry-on
- Know airline and program bag and weight limits
- Know airline safety guidelines for packing sharp/restricted items
- Heavy bags are burdensome. You can often get by with just the bare essentials. Some Duke summer programs have limits on the number and size of luggage you can bring due to in-country ground transportation.
Pack a day’s worth of clothes and toiletries in your carry-on, in the event of delay or lost luggage. Be sure to carry medications in your carry-on (in their original containers with doctors information) and pack any sharp items with checked luggage. Please review the general packing list, while keeping in mind that what you need to bring will vary depending on your destination. Current regulations for U.S. airlines limit the amount of liquids/gels that can be carried on board to 3 oz. containers, which must fit in a 1-quart size plastic bag. Check ahead to see if any of your flights have carry-on liquid restrictions. Many airlines charge per bag for checked luggage. Check your airline’s policies and compare to shipping costs or purchasing items locally. Airlines also have limits on the number and weight of your pieces of luggage; research this information before you begin packing. Note that luggage limits within a country or region may vary considerably. Fees for overweight and oversized bags can be high. Please note that most programs cannot store luggage shipped prior to your arrival.
Luggage storage
If you are travelling before the program starts or after it ends, you may be able to rent a storage locker or check it into consignment at major airports and train stations. Storing luggage at a program site is generally not possible. Depending on the amount of time, it may be cheaper to ship your items to your final destination.
Immigration and Customs Inspection
Upon entry to a foreign country, you must show your passport, visa (if required), and proof of any required immunizations. You may be required to show additional documents, depending on the country. At an airport, this usually occurs just after you deplane, but before you recover your luggage, so be sure to have the necessary documents with you. Remember that admission to the country is entirely at the discretion of the immigration officer, who will determine the length of stay to be authorized and stamped into your passport. They will normally ask you about the purpose of your visit, how long you plan to remain in the country, and where you will be staying.
After your passport has been stamped and you have collected your luggage, you will pass through a customs inspection. You will probably receive a customs declaration form to be filled out on your plane (or train), and customs officials will examine it when they look at your luggage. Your bags may be very carefully examined, and you may be detained or asked to pay duties if there are any irregularities or violations of customs regulations. You may also be waved through with no special attention whatsoever.
Check customs information for your host country prior to departure to learn more about what is allowed and what is prohibited at points of entry.
