How to Keep Summer Work Travel Participants Engaged Before They Arrive
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Hiring your BridgeUSA Summer Work Travel participants is an exciting step. And keeping in touch before they arrive helps build a connection with your team and sets the stage for a successful season together.
Staying in touch helps participants feel connected to your team, prepared for their program, and ready for what’s ahead. Think of it as the start of international employee onboarding, long before their first day.
And it doesn’t have to take much time. A simple communication plan can help you stay connected from the day you say “You’re hired!” until the day you welcome participants to your workplace.
Why Should Employers Stay Connected with International Hires Before Their Start Date?
For participants traveling to another country for work, there can be a lot to figure out before they arrive. Regular communication gives them a place to turn with questions and helps build trust with your team.
It also gives you a chance to share important updates, answer questions early, and clear up confusion before it becomes a problem.
You don’t need to communicate constantly. You just need to communicate consistently.
H2: What Should Employers Communicate Before Participants Arrive?
You don’t need to share everything at once. Space out information over several weeks or months so participants know what they need without feeling overwhelmed.
Depending on the timing, your messages could include:
- Workplace basics: What the job and workplace are like
- Your team: Introductions, photos, or a quick hello from future coworkers
- Housing: Where participants will live and what to expect (if applicable)
- Your community: Local transportation, stores, activities, and things to do
- What to bring: Clothing, work items, and other essentials
- Arrival details: Where to go, who to contact, and what happens when they arrive
- How to get help: Who participants should contact with questions and when they can expect a response
- First-day information: When to report, where to meet, and what orientation will cover
- Important updates: Any changes participants should know about before traveling
A weekly, biweekly, or monthly message makes it easier for participants to take in the information and easier for your team to share it.
Easy Ways to Keep Participants Engaged Before Their Start Date
You don’t need long emails or a lot of extra work to keep Summer Work Travel participants involved before they arrive. Try a few of these simple ideas.
1. Send a Monthly Welcome Email or Newsletter
Give participants something to look forward to in their inbox. Share workplace updates, introduce team members, highlight your community, or answer a common question.
Keep each message short and focused on one or two topics. You can even create a few emails ahead of time and schedule them throughout the months before arrival.
2. Invite Participants to Follow Your Social Media
Your social channels can give participants a better feel for your workplace and the people they’ll soon meet. Invite them to follow the accounts you regularly update so they can see what’s happening.
Posting team photos, workplace updates, or highlights from your area can offer a glimpse into what their time with you could look like.
3. Give Them Something to Share with Friends and Family
Remember, participants aren’t the only ones interested in their upcoming program. Give them something fun and easy to share with the people back home.
Try sending:
- A welcome graphic with your workplace or destination
- A map showing where they’ll be living and working
- Photos of the workplace or local area
- A countdown to their arrival or the start of the season
Small touches like these can make the experience feel more real as arrival gets closer.
4. Create a Group Chat
If you’re welcoming several Summer Work Travel participants, consider creating a group chat before they arrive. Participants can meet each other, ask simple questions, and start getting to know the people they may be living or working with.
Just be clear about how the group should be used and where participants should go with important employment or program questions.
5. Host a Virtual Welcome Event
Bring everyone together before the season starts. A short virtual event can introduce participants to managers and coworkers, show them around the workplace, and give them time to ask questions. (When choosing a time, remember that participants may be joining from several time zones.)
Keep it casual and fun. A quick team introduction or virtual workplace tour can go a long way.
6. Share a Local Insider Tip
Give participants something they can’t easily find in a basic online search. Ask your team to share favorite local restaurants, activities, places to visit, or other tips for enjoying the community.
You could feature one employee recommendation in each email. It’s an easy way to introduce your team while helping participants learn more about where they’ll be spending their summer.
A Sample Communication Plan from Hiring to Arrival
Not sure how often to reach out? Start with this simple plan and adjust the timing based on when you hire and when your Summer Work Travel participants arrive.
And consider choosing one person on your team to manage pre-arrival communication. This helps participants know who to contact and makes it easier to keep messages consistent.
Right After Hiring
Message: Welcome to the team!
Include:
- A warm welcome
- What happens next
- Who to contact with questions
3 Months Before Arrival
Message: Get to know your future workplace.
Include:
- Workplace and team photos
- Fun facts about your organization
- Links to your social media
- A quick look at what participants can expect at work
2 Months Before Arrival
Message: Get to know your new community.
Include:
- Things to see and do nearby
- Local transportation
- Typical weather
- Housing information
- Tips or recommendations from your team
1 Month Before Arrival
Message: It’s almost time!
Include:
- What to bring
- First-day expectations
- Orientation information
- Important contact information
1-2 Weeks Before Arrival
Message: We’re ready to welcome you!
Include:
- Arrival reminders
- Where to go and who to contact
- First-day details
- A personal note from a manager or team member
If you hired participants more than 3 months in advance, consider adding a short monthly check-in between these messages. It could be as simple as a team photo, local recommendation, workplace update, or quick hello.
How CIEE Helps Summer Work Travel Employers Prepare for Incoming International Employees
You don’t have to prepare your Summer Work Travel participants on your own. CIEE provides guidance for both you and your participants before and throughout the season.
As a CIEE host employer, you have access to our online Host Employer Resource Center, with dozens of tools and resources just for Summer Work Travel employers. Use it to find answers, prepare for participant arrivals, and get support throughout the program.
Your CIEE team is also available when questions come up, from participant preparation and arrival to health insurance, Social Security numbers, cultural adjustment, and more.
That means you can focus on welcoming participants to your team while CIEE helps with the bigger picture.
The First Welcome Happens Before Participants Arrive
The work you put in before participants arrive can make the start of your season easier. Clear, consistent communication can help everyone know what to expect before the season begins.
Keep it simple, use the ideas in this guide, and make pre-arrival communication part of your Summer Work Travel plan each year.