Arranging Flights
Duke-Administered Programs
For most Duke-Administered programs, you are required to arrange transportation to and from the program site on your own. The Duke program director or GEO program manager will let you know the time, date, and location of your expected arrival. You will also be informed of the end date of your program so that you can make return transportation plans.
Some Duke-Administered programs may designate certain flights as “group flights” to aid students in finding each other for group travel. Designated group flights are usually met by program representatives in the host country airport and transportation is provided by the program to the group’s lodging. Please note, however, that students are still responsible for making their own travel arrangements, 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 for extra nights, and should not plan to store luggage at program facilities. 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.
Duke-Approved Programs
Students should follow guidance given to them by the Duke-Approved program they are attending regarding booking travel to and from the program site.
GEO Can Help
If you don’t have experience booking flights, understanding airlines’ baggage policies, or need help navigating any of the details mentioned in this section, please reach out to your GEO Program Manager or Advisor – we are more than happy to walk through these details with you to make sure you have the information you need to get started.
Register your Travel
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.
Additionally, if you’re attending a Duke-In program, be sure to submit your flight information in the MyExperientialEd Travel Itinerary Questionnaire.
Packing your Bags
Our most important packing advice is a resounding, “PACK LIGHTLY!” Heavy bags are burdensome and you will be surprised at how easily you can get by with only the bare essentials. Some Duke summer programs have limits on the number and size of luggage you can bring due to in-country transportation. Be sure to carry medications with you on your carry-on 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 typically limit the amount of liquids and/or gels that can be carried on board to 3 oz. containers, all of which must fit in a 1-quart size plastic bag. Check ahead to see if any of your flights have carry-on liquid restrictions so that preparations can be made before you leave.
Many airlines charge per bag for checked luggage. Check your airline’s policies and prices and compare to shipping costs or purchasing necessary items onsite. Airlines also have limits on the number and weight of your pieces of luggage; research this information before you begin packing. If you plan to travel prior to arriving at your study abroad site, note that luggage limits within a country or region may vary considerably. If you are over these limits, you will be required to pay an excess baggage fee. Fees for overweight and oversized bags can be high, so you should check with your airline ahead of time if you plan to bring excess baggage. While excess luggage fees may seem high, this is generally a cheaper option than shipping these items. Please note that most programs cannot store luggage shipped prior to your arrival.
Luggage storage
If you wish to store your luggage in order to travel 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 how long you plan to travel, 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.
