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Travel Logistics

Booking Your Flight

Wait for Program Instructions

Important: Do not book any flights before you are officially admitted to your study abroad program. Once admitted, wait for your program's specific travel instructions. Different programs have different requirements:

If you're participating in Northwestern programs, GESI, or Journalism Residency programs abroad, you'll receive details about suggested flight itineraries and required arrival times after confirming your participation. Don't book anything before getting this information.

For exchange and partner programs, check your host institution's materials for appropriate arrival and departure dates.

Get a Good Deal

Timing is crucial when booking international flights. Here's what you need to know:

  • Mid-week flights typically offer better prices than weekend flights.
  • International flights are typically cheapest 2-3 months before departure, but start monitoring prices early to understand typical costs for your route.
  • You can look for flights directly on airline companies' websites, or on third party vendor websites.
  • Consider using price tracking tools to get notifications when fares drop below your target price.

Smart Booking Tips

When selecting your flight, consider more than just the price tag. A cheaper flight with multiple connections might end up costing you more in stress, time, and potential issues. Here's what to keep in mind:

  • Ticket flexibility: Check the rules about changes, refunds, and validity periods before booking.
  • For year-long programs, you might need to book two one-way tickets since many airlines limit how far in advance you can book return flights.
  • Book connecting flights on a single itinerary rather than separately. This protects you if delays cause you to miss a connection, as the airline will be responsible for getting you to your final destination.

Need additional support?

If you are a student with high financial need, you may be eligible for assistance with airfare through the Bridge Builder program.

Packing Essentials

Documents First

Keep these essential documents easily accessible in your carry-on:

  • Passport and copies of it
  • Visa documentation (if required)
  • Program acceptance letter
  • International Health Insurance card
  • List of emergency contacts and addresses

Make copies and take photos of all these documents and pack them in your checked bag as a backup. This ensures you'll have access to important information even if your carry-on is lost or stolen.

Luggage Guidelines

Most airlines allow one free checked bag for international flights, but always verify weight limits and fees on your airline's website. Most students travel with:

  • One main suitcase
  • One carry-on bag with essentials and a change of clothes (in case your checked bag is delayed)
  • One personal item (usually a small backpack or a purse)

Pro tip: Keep all valuables with you. Pack electronics, important documents, medications, and anything valuable or irreplaceable in your carry-on bag. Don't carry large amounts of cash: ATMs are widely available abroad, and most places accept credit cards.

Packing Strategy

Pack light! Choose versatile clothing that can be layered and mixed-and-matched.

Comfortable, broken-in walking shoes are essential as you'll likely walk more abroad than you do at home.

Smart packing tips:

  • Pack carry-on liquids (3.4 oz or less each) in a clear, quart-sized bag.
  • Pack travel-size toiletries. You can buy full-size items at your destination.
  • Check your host country's typical weather and cultural expectations to pack appropriately.
  • You can bring one nice outfit for special occasions, but don't overpack formal wear.
  • Roll clothes instead of folding to save space.
  • Consider using packing cubes or compression bags to organize and maximize space.

Pro tip: if you're debating whether to pack something, leave it behind. Most items can be purchased abroad if you really need them.

Medications and Toiletries

Bring enough prescription medications to last your entire stay, along with copies of prescriptions. Pack basic over-the-counter medicines like pain relievers and stomach medicines. For toiletries, bring travel-size items for your first few days; you can buy full-size items at your destination unless you have specific products you can't live without that might not be available abroad.

Navigating the Airport

The Basics

For international flights, plan to arrive at the airport 3 hours before departure. Large airports have multiple terminals, so check your ticket or airline app to know which terminal you need (getting to the wrong one could mean a long walk or even a shuttle ride to the correct one). Once at the right terminal, follow the signs for "Departures" or "Check-in." Look for your airline's name, as each airline has its own check-in area.

Check-in Process

Checking in means getting your boarding pass (the document that lets you get on the plane). This is also where you'll drop off any checked bags.

You can check in three ways:

  • Online (typically 24 hours before your flight) - fastest option
  • At airport kiosks (self-service machines near the airline's check-in area)
  • At the airline counter (speaking with airline staff)

If you checked in online but have bags to check, you'll still need to visit the airline counter or bag drop area. Keep your passport and boarding pass easily accessible, as you'll need them multiple times.

Security Checkpoint

Security lines can be long, especially during peak travel times; this is one reason why arriving early is so important. Have your boarding pass and passport ready before entering security.

Security practices vary, but most U.S. airports require you to place these items in bins:

  • Shoes
  • Large electronics (laptops, tablets)
  • Metal items (belts, keys, phones...)
  • Liquids (3.4 oz or less) in a clear, quart-sized bag
  • Heavy jackets or sweaters

Pro tip: Wear easily removable shoes and keep electronics easily accessible in your carry-on.

Finding Your Gate

After security, your first priority is finding your gate: terminals can be huge, and gates can be much further away than expected. Look for the large flight information screens to verify your gate number, as it can change.

Once you've located your gate, note the time and then you can safely explore nearby shops or restaurants. Don't venture too far, and return to your gate on time to board (usually 45-60 minutes before departure for international flights).

Airport Tips

  • Check your airline's app or website regularly for updates about your flight.
  • Empty your water bottle before security, then refill it at water fountains after.
  • Listen for announcements at your gate; they might contain important information about your flight.
  • Don't be afraid to ask for help if you're lost or confused; airports can be overwhelming even for experienced travelers.

If Something Goes Wrong

Flight Delays:

  • Check your airline's app or website for updated departure times.
  • Sign up for text/email alerts about your flight status if offered.
  • Follow the airline instructions.
  • If your delay might cause you to miss a connecting flight, talk to the airline staff right away; they will ensure you get to your destination.

Missed or Cancelled Flights:

  • Stay calm: airlines deal with this situation all the time.
  • If before security: Go directly to your airline's ticket counter.
  • If past security: Go to any gate staffed by your airline.
  • Some airlines will rebook you automatically through their app.
  • If multiple flights are cancelled (like during bad weather), consider calling the airline's support number while also waiting in line.

Arrival and Immigration

Welcome to Your Destination

After landing, follow the crowd to immigration control: you'll need to go through this process before you can collect your luggage or leave the airport. Phones are typically not allowed to be used in the immigration area.

Immigration Process

The immigration hall will have different lines for different types of travelers. Look for signs directing you to the correct line:

  • Host country nationals
  • Visitors/Non-immigrants (usually your line in host country)
  • Sometimes separate lines for diplomatic or military personnel

Have these documents ready:

  • Passport
  • Visa documentation (if required)
  • Program acceptance letter
  • Immigration forms (often given to you on the plane)

Immigration Questions

Stay calm and answer questions clearly and directly. Common questions include:

  • Why are you visiting? (Study abroad at ...)
  • How long are you staying? (Your program length)
  • Where will you be staying? (Have your housing address ready)
  • What program are you attending? (Have acceptance letter accessible)

Getting Your Bags

After immigration, follow signs to baggage claim to collect your checked luggage. If your bags don't appear, go directly to your airline's lost baggage office to file a report. Don't leave the airport without doing this.

Going Through Customs

Customs comes after baggage claim. This is where you:

  • Submit your customs declaration form (often filled out on the plane).
  • Declare any items if required.
  • Might have your bags inspected (random selection).
  • Finally exit into the public area of the airport.

Pro tip: Keep all important documents easily accessible until you're completely through the arrival process and out of the airport.

Know Your Rights

  • It is important that you are aware of your rights during travel, in airports and at ports of entry, regardless of your immigration status.