Turn “someone will meet me” into a written plan
Agree the airport, terminal, flight number, meeting point, contact number and destination address. Decide what happens if the flight changes, baggage is delayed or your phone has no connection. Keep an offline copy and share it with the student and family. Where you book our arrival service, confirm the named contact and arrangements before departure. A university may also offer arrival support; compare dates and coverage instead of assuming a service operates for every flight.
What should stay in my hand luggage?
Keep travel and immigration information, university contacts, accommodation instructions, essential medication and relevant prescriptions, chargers and a way to pay accessible. Use the university’s current pre-arrival checklist and official travel requirements for your circumstances. Carry enough essentials to manage a delayed suitcase. Avoid packing original documents only in checked baggage. If travelling with medication, check the rules for the destination and any transit country rather than assuming a prescription alone answers every question.
What happens after we meet?
The agreed service can include a transfer to your accommodation or campus, help with check-in and a practical orientation. Confirm whether the room is accessible at your arrival time and what happens if it is not. Airport transport, late-night waiting and temporary accommodation should be priced and agreed rather than discovered on arrival. The immediate priorities are simple: get into the correct room, confirm you have arrived safely, eat, rest and know how to reach help.
Which registrations happen in the first week?
Use your university’s instructions for enrolment, identity or immigration checks, student ID and IT access. Make a separate list for local healthcare registration, banking and any other steps relevant to your circumstances. Requirements differ, so avoid copying a checklist from a student who arrived several years ago. Concierge support can help you navigate the process, but the university, bank and other organisations make their own decisions and may need the student to attend or provide information directly.
How do I settle in without doing everything at once?
Plan three small anchors for the first few days: find your teaching location, establish a food and transport routine, and attend one organised introduction or society activity. Leave room to rest. Feeling tired or uncertain after travel does not mean the decision was wrong. Agree a family check-in that is reassuring without becoming a continuous progress report. It is easier to ask a specific question—“Where do I collect my ID?”—than to feel you must solve a whole new life immediately.
What should we confirm with VT Study?
Tell us the city, intended arrival date, age, accommodation status and any assistance needs. Before booking, agree the service scope, fees, contact hours and contingency arrangements. Arrival support and ongoing curator support are different services. If the family would like help beyond the first week, discuss that separately so the student knows exactly who remains available and how to contact them.
Let’s make this personal.
Bring your questions, priorities and circumstances. We’ll help you understand what to explore next.
Discuss this with an adviserSources & further reading
Reviewed on 1 October 2026. General planning guidance; individual course, contract and immigration requirements must be checked for your circumstances. VT Study service descriptions reflect the proposed scope and are confirmed before engagement.