AFS will provide in-person or on-call support during your travels. A day or two prior to departure, students will be added to a WhatsApp group with AFS staff and/or volunteers and any participants departing from the same international gateway airport. This group chat will be used to communicate flight updates, arrival and/or transit instructions, and any domestic travel delays (e.g. traffic, flight delay). Your Travel Notification will have instructions on how to confirm your WhatsApp cell phone number.
If you experience a domestic travel delay, it’s important that you let AFS know. Please share this information in your WhatsApp group. If you do not receive a prompt response, the staff or volunteers may be assisting other participants. You should reach out to the AFS Travel & Logistics Department or duty officer (if it is outside of business hours).
- During business hours (9am – 6pm EST): +1 800-AFS-INFO (237-4636) ext. 6
- Outside of business hours: +1 800-AFS-INFO (237-4636) ext. 9
Flight Chaperones
AFS’ 2-week programs will depart as a group from one gateway airport and are led by program leaders, who will remain with you for the duration of your program. They will meet you at the international departure airport and help you check in. The meet-up details will be shared on your Dashboard and in your WhatsApp group.
AFS’ 4+ week summer programs will depart as a group from one gateway airport and will travel with a flight chaperone. They will meet you at the international departure airport and help you check in. The meet-up details will be shared on your Dashboard and in your WhatsApp group.
Most year and semester programs do not have flight chaperones as students may travel in smaller groups or individually.
Domestic to International Transits
If you plan to fly to the international gateway airport, you should consult the Takeoff Bulletin in your Travel Notification and the International & Domestic Travel Planning article before booking your flight.
If you purchase a domestic flight on the same airline as your international flight, you may be able to check your luggage through to your final, international destination when you check-in for your domestic flight. This is called interlining your bag. This is sometimes possible, however it is up to the discretion of the check-in agent. You should check the checked bag receipt/sticker to see to which airport your bag is tagged. If you are able to interline your luggage, you may be able to transit to your next gate without exiting security. In this case, you should send a message in your WhatsApp group so that the staff and/or volunteers know that you will meet up with any other participants on the same flight and the flight chaperone (if applicable) at the gate.
If you are unable to check your luggage through to your final destination, you will need to collect your luggage from baggage claim and proceed to the check-in counter for your international flight.
Drop Offs at the International Gateway Airport
If you will be driven to the international gateway airport, you should plan to arrive 4 hours prior to your departure. If you have been informed you will be meeting a program leader, flight chaperone, or other AFS staff and/or volunteers at the airport, you should check the WhatsApp group for your exact meet-up location.
In some instances, we are able to arrange students’ flights from an international airport close to their home but that is not part of our group of primary gateways (e.g. EWR, JFK, ORD, LAX, MIA). This may mean there will not be AFS staff and/or volunteers present to assist with check-in. They will, however, be able to provide assistance via the WhatsApp group or if you contact the AFS-USA emergency numbers. In this case, whoever is dropping you off should help you check in and then send you through security. They should remain in the area in case of a flight cancellation.
International to International Transits
Some AFS students have brief layovers before they reach their final destination. Each airport has its own policies for transiting travelers, but here are some general notes:
- You may be required to go through a security check in order to get to your next gate.
- You should check the departures board for your next gate and to ensure your flight is on time. Even if it is printed on your boarding pass, sometimes the gate and/or departure time will change.
- You should not exit security unless required to do so by airport personnel.
- AFS is able to provide Meet & Assist service in select airports (e.g. Frankfurt, Munich). If this is applicable to you, we will include a note in your Travel Notification and on your Dashboard. You will be met at your arrival gate by airport staff holding a sign with your name and “AFS” on it and will be escorted to your next gate.
If you have any questions or concerns during your layover, please reach out to the AFS emergency contact numbers of your host country. They can be found in your Travel Notification and on your Dashboard.