Just as good as getting a deal, you’ll reduce the inevitable stress that accompanies traveling by preparing yourself as thoroughly as possible. As DivaCFO says, Be Prepared Not Scared!

Tip: If you decide at the last minute that you can fit in a week skiing during January break afterall, look into last-minute travel deals offered by some airlines, travel agents, and travel websites. You usually can book them only a few days in advance of your departure, and your choice of destinations are still pretty good. These last-minute trips are usually a bargain because airlines, hotels, and tour groups are trying to sell their unreserved spaces but what do you care? You will save money and maybe go to a place you could not otherwise afford!

The hotel will hold your reservation until midnight instead of canceling it if you don’t arrive by late afternoon or early evening. However, you must cancel your reservation if you decide not to come at all; otherwise, the hotel may bill your credit card for one night’s stay and cancel the rest of your reservation, if any. If you pay for your trip with a credit card, you may also receive free travel insurance, such as travel assistance, baggage protection, and/or travel accident insurance.

Tip: Even if you use a credit card to pay for much of your trip, you’ll want to carry some cash with you. For instance, in Europe, credit cards are not as widely accepted as they are here, so you may find that some restaurants, stores, and hotels don’t accept them at all. You should take a small amount of foreign currency for each country you plan on visiting. You may want to pay for a cab, a phone call, or a meal before you have a chance to find an open bank or exchange desk.

Since the cancellation policies vary widely, make sure you understand how and when you will be charged if you cancel. Some companies offer optional trip-cancellation insurance that costs approximately 5 to 7 percent of the cost of the trip. These policies reimburse you if you have paid for a trip and then can’t go due to illness, natural disaster, or accident or for another reason out of your control (e.g., the tour operator went out of business or your grandma died).

NOTE:  The Iphone 4 does not work overseas but the Iphone 5 does. Even with the IPhone 5 your cell provider may have to set you up with the service before you depart. Bring along the provider’s overseas emergency number to call if the phone does not work when you arrive to avoid separation panic attacks!

Creating a budget is easy. It simply means deciding how much you can spend each day, but it can also mean breaking down how much you want to spend on certain items on your trip.

Budgeting is particularly important if you are traveling overseas, especially if you are about to embark on  a Semester Abroad. You may underestimate how much you will spend overseas because food, and other items often cost more than you are used to paying in the United States. If you’re on a student “package” tour, you may be in better shape than someone traveling solo. However, you need to make sure you understand what your student package covers and what it does not. Sometimes only 2 of your 3 meals a day are included.  It’s a good idea to use a guidebook as a reference to determine about how much you can expect to spend for necessary items overseas. This will ensure that you aren’t skipping meals or running up huge debts on your parents’ credit card that you didn’t anticipate. Everyone will be happier with the outcome if you plan ahead!

You’ll also need two recent identical photographs 2″ by 2″ (your head may take up most of the photograph, and the image size must be between 1″ and 1 3/8″) and proof of identity, such as a driver’s license or government identification card. You can get these done at many places, including CVS. Be sure to look your best since your passport is good for 10 years!!!

For more information on passports, see the U.S. State Department website at www.state.gov.

Tip: Before appearing in person to apply for a passport, contact the post office or agency you are going to for additional requirements. For instance, most accept personal checks, but some may not. To visit some countries, you’ll also need a visa, which is an endorsement or stamp placed in your passport by a foreign government. The visa is for a specific purpose (e.g., tourism) and length of time (e.g., three months). Apply directly to the embassy or consulate of the country that you plan to visit. Depending on the country involved, this could be a lengthy process, so plan ahead. And if a visa is needed for a Study Abroad program, don’t assume the school will do this legwork for you. They may help, but it’s up to you! Our summer intern Carrie found this out the hard way and had to take 2 days off to complete the paperwork, and just in time before she headed off to LSE!

If you travel outside the United States

If you are traveling overseas, especially for a Study Abroad program, your health insurance may not cover you at all but then again it may. You just don’t know until you ask. And in many cases your program may encourage or even require separate health insurance coverage while you are in a foreign country for an extended period of time.  And keep in mind that even if your policy does cover you overseas, it may not provide the same benefits overseas as it does in the United States. It’s in your parent’s best interest to check the limitations of the policy carefully, and call the claims department of your insurance company to ask. Some policies will cover personal travel but some only if you stay overseas for a short period of time. Some policies cover only emergency medical care, while others will reimburse you or the medical provider for only a percentage of the total cost of treatment.  A little homework will make a big difference if you do get sick or hurt!

If you find that your health insurance policy won’t cover you adequately overseas, you will want to ask your school about a short-term supplemental policy which is commonly available for Study Abroad programs. These policies normally offer either accident or sickness coverage and some cover the cost of medical evacuation back to the United States, which is something most basic health insurance policies won’t cover. However, since coverage and terms vary from policy to policy, make sure you understand what’s covered and what’s not before purchasing a supplemental medical policy.

Tip: When you’re traveling, make sure that you carry your insurance card and a claim form in case an emergency arises. In addition, carry with you a letter from your doctor explaining any medical condition and any prescription medication you are taking. If you take a prescription overseas, make sure you carry it in its original container to avoid trouble at customs. And remember that not all medications are available overseas so be sure to bring along an adequate supply!

Consular officers can also contact your parents or friends and relatives in the United States in an emergency and give you travel safety information. However, they cannot provide certain services. For instance, they cannot cash checks or exchange money for you, and they cannot act as travel agents, lawyers, or interpreters. They can, however, help you find assistance with these matters.  Even if you are not concerned, Google the location upon your arrival and keep it on hand. Go introduce yourself. It’s fun to see our Stars and Stripes flying in the center of Paris or Budapest, especially when you are feeling homesick! Who knows, you might get invited to the next Embassy party!

Make sure your parents have a copy of your REAL itinerary

Ok so we can’t help but bring up the movie TAKEN. Even if you don’t think that could ever happen to you since “you are smarter than that”, it may have a momentary lapse of judgment and find yourself in need of help so be honest about your plans. Make sure your parents and a trusted friend have a copy of your itinerary in case of an emergency and an idea of how you can be reached. Also, you might want to arrange to call or Facetime home once or twice a week to make sure that no emergency has arisen in your absence and to let someone back home know you’re OK. Your parents and siblings will miss you more than you know!

Make copies of your important documents

Before you go on your trip, copy all your important documents, including your driver’s license, student id card, your medical card, your credit cards, and your passport. Give a copy to your parents in case your wallet or identification is stolen. Keep with you a copy of your passport hidden in a safe spot and don’t forget to use our app, DivaDocs, to keep a copy of all of these documents in the cloud and accessible on your Iphone too. Go to www.divadocsapp.com to learn more!

Contact the U.S. Department of State – Safety First!

We know you have been waiting all your life to visit Uzbekistan but find out first if that’s smart idea.  The U.S. Department of State issues travel warnings and public announcements, recommending which countries Americans should avoid because of civil unrest, terrorist actions, or other dangerous conditions. The Department of State also publishes information sheets and pamphlets on many topics related to travel that can be useful to you when planning a state trip. To view many of these publications, contact the Department of State’s website at www.state.gov.

• Trip cancellation or interruption insurance protects you if your trip is canceled or interrupted because of some unforeseen event, such as the financial failure of the cruise line, airline, or travel agency; bad weather; illness; or death.
• Temporary health policies provide short-term supplemental health insurance coverage. This type of coverage may be helpful when you’re traveling abroad, since some health insurance providers do not cover you while traveling overseas, or they may provide only limited coverage.
• Baggage insurance reimburses you if your personal belongings are permanently or temporarily lost, stolen, or damaged while you are traveling.
• Accidental death and dismemberment (AD&D) insurance compensates you if you lose a limb or an eye, or compensates your beneficiary if you die in an accident. You can purchase this coverage as a separate policy, as a rider to an existing policy, or as part of a travel insurance policy.

You may want to consider purchasing some form of travel insurance if the financial benefit and peace of mind outweigh the premium cost. For instance, if your trip were canceled or the tour operator went out of business, could you afford to lose the money you paid for the trip? If you got sick while vacationing in a foreign country, would your health insurance cover you? If not, could you afford to pay for your medical expenses? If your luggage were lost, could you afford to purchase everything you would need to continue your trip? These are important questions for you and your parents to consider when deciding whether or not to purchase travel insurance for Spring Break or Study Abroad.

• Pack an adequate supply of prescription drugs in your carry-on luggage. This is a GOLDEN rule in travel so the sooner you learn this the better off you will be for life.
• If you are traveling overseas, find out how you can refill prescriptions while you’re there, and take prescription drugs in their original containers to avoid trouble at customs
• If you are traveling to a country where English is not widely spoken, have your doc’s instructions translated, especially if you have a serious medical condition or drug that is not commonly prescribed in the foreign country. This will help avoid treatment mix-ups.
• Consider purchasing trip cancellation/interruption insurance that will reimburse you for any nonrefundable deposits you pay in case you can’t go or must leave early–check policy exclusions first (some policies won’t cover pre-existing health conditions)

Purchasing baggage insurance may be appropriate when you want 24-hour protection, not just protection after your bags are checked in with an airline. Baggage insurance may also offer higher liability limits than those offered by an airline. However, check the policy’s fine print. If you carry expensive items like your new MacBookPro, you may not be fully reimbursed if it’s lost or stolen, because benefit limits may apply to certain items like electronics and your favorite jewelry.