Conference Call #4

Athletes, welcome to our last call before we all depart for Vienna. I wanted to spend this call
covering packing reminders and on site instructions, and end with giving you a chance to
answer questions.

As you all begin the process of discussing packing your luggage with your parents or guardian,
remember that packing light is very important! Both athletes and leaders must carry their own
luggage throughout the program. Before you depart, it is a good idea to try carrying your
luggage, including equipment around the block to get a sense of whether you have over
packed. You should try to keep well under weight limits and leave yourself room for any
souvenirs you may bring home.

Typically, each athlete is limited to a total of three pieces of luggage; one large suitcase, one
equipment bag, if necessary, and one regulation carry on size bag. The key sporting
equipment such as sports footwear and uniforms should be packed in your carry‐on bag in case
your luggage is lost or delayed.

Your suitcase and equipment bags should weigh no more than 45 pounds each and measure no
more than 54 inches (L+W+H). Your carryon bag should measure no more than 39 inches in
length, width or height and weigh 11 pounds or less. I would recommend bringing a back pack
as your carryon bag and using this as a day bag while you are on the program.

It is common for luggage to be lost or delayed when travelling internationally. In case this
occurs when we travel, each of you should pack a change of clothes, overnight necessities
including eyeglasses or contacts, and any medicines in your carry‐on bags in case of flight
delays or lost luggage.

If any bags go lost or missing, it will be your responsibility to purchase any necessary items. In
case this happens, make sure you have some spending money and that you haven’t packed this
in your checked in luggage. Parents, if you have kept the optional Delegate Protection Plan
insurance on your account, it can reimburse purchases that athletes might have to make if
their baggage is lost or delayed by submitting your claim to Berkley Care. Finally, in case your
checked bags are lost, remember to pack basic athletic equipment like your shoes and
uniforms in your carry‐on.

While this is a lot of information, one thing I would like you to especially note down is the 3‐1‐1
rule. When you are thinking about what to pack, remember that any liquids, gels, and aerosols
(like hairspray) that you pack in your carryon bag must be in 3oz containers packed in one
quart‐sized, clear, zip‐top plastic bag. Most drug stores like Walgreens or Target carry travel
sized shampoos and conditioners, and they often will carry the right size zip‐top bags for your
liquids in the same area.

Athletes, be aware of prohibited items when you are packing. Pocket knives, nail clippers,
scissors, and similar objects are prohibited in your carryon luggage and will be confiscated by
security at the Airport. You all have access to your flight itineraries on your Locker Room
website by now and can see which airline you are flying on. If you have specific concerns
regarding whether you can pack a certain item or parts of your sporting equipment, I would
advise you to check the restrictions with the airline you are flying on.

As security restrictions are frequently subject to change, it is important before traveling to
double check with both the Transportation Security Administration at tsa.gov to and your
airline to see whether any new security restrictions have been posted.
The next thing I would like to go over today is for any athletes who will be traveling with
prescription medication.

When you travel, any prescription medications you bring must be clearly labeled and remain
packed in their original containers. We just discussed that check‐in bags can go lost or missing,
so remember to carry any prescription medication in your carry‐on bag.

If you are bringing more than one prescription medication, remember never to mix different
medicines in the same container. Always carry an extra original prescription copy for all
necessary medications, contacts and eye glasses in case they need to be replaced during the
program.

Athletes if your medication requires you to carry any type of hypodermic needles or sharp
objects, you must have your parents or guardians contact the airline you are booked with to
make arrangements for you.

Remember, athletes who will travel with any medications must be self‐medicating while on
program. If any of you develops any new health condition not already noted on the health
form, it is important to contact the program office immediately. Also, if you have not
submitted your Health Form yet please do so immediately.

Next, I would like to explain the departure and arrival procedures on days of travel. You will be
contacted soon by the coach who will be escorting you on your international flight to Vienna.
When you meet your travel coach at the airport you will need to present him or her with your
Travel Sleeve. While we covered this last time I would like to remind you of the items which
should be in your travel sleeve:
1. Passport
2. Passport Copy
3. Two Passport Photos
4. Health Form
5. Success Contract
6. Optional – Copy of Insurance
When you arrive you should be wearing your navy blue travel tee that most of you have
received by now. Khaki pants, capris or walking shorts should be worn with your travel t‐shirts
on your departure and return travel days. Your leaders will be wearing their own People to
People maroon polo shirts and khaki pants.

Upon arrival overseas, all athletes will be taken to registration in Hollabrunn, Austria where
Athletic Directors will be waiting to checking you in.

You can review this same information regarding packing and travel days in your Sports Game
Plan found online in your Locker Room website.

Athletes should arrive at the airport at least three hours before departure. If anything is left
behind or if there is an issue, there will still be time to act. Remember; do not leave your house
without your passport and wallet! You will hand over your passport and travel sleeve to your
leader at the airport for safekeeping.

Due to increased security restrictions, family members are not allowed to come through
airport security without a special pass.

Some important reminders for your travel days:
• We need to express respectful behavior to our groups and to others both on the
airplane and at the airport.
• Be aware of others around you
• Keep your noise level down
• Stay in your assigned seats on the plane except to use the lavatory
• You should leave a good impression on people by showing respect and courtesy to
everyone.

When you arrive and check‐in in Hollabrunn, you will bring your things to your assigned
room. It is important to realize that your assigned roommate will most likely be travelling
on a different flight and may not be there when you arrive. Athletes will be arriving
throughout the day and into the evening.