What is a counsellor fly-in, and why is it useful?

In the ever-evolving landscape of college admissions and student support, the counsellor fly-in has emerged as an effective and strategic tool. These programmes, typically sponsored by colleges and universities, invite high school counsellors to visit campuses, meet admissions staff and gain first-hand experience of the institutions they recommend to students. 

As our roles continue to expand in scope and complexity, having accurate, up-to-date information is vital in advising students on their best-fit university options. Fly-ins help meet that need in a practical, engaging and resource-efficient way.

Why first-hand experience matters

As every counsellor knows, the most effective way to determine whether a university is the right fit for a student is to experience it in person: walk around the campus, explore the surrounding city and test the travel route from your home country.

However, such opportunities are not always within reach, particularly when counselling departments must work within budgetary constraints. This is where counsellor fly-ins become especially valuable, offering immersive insight at little or no cost to the school.

What is a counsellor fly-in?

A counsellor fly-in is a professional-development opportunity that allows counsellors to visit university campuses through programmes organised and sponsored by higher-education institutions. They often include:

• Fully or partially funded travel and accommodation
• Campus tours and presentations
• Faculty and student interaction
• Q&A sessions with admissions officers (counsellors are sometimes asked to send in their questions ahead of time)
• Opportunities for networking with other counsellors

Some fly-ins are tied to broader higher education conferences or themed around access, equity or geographic focus, while others are more general in nature.

Types of counsellor fly-in

Fly-ins vary widely in structure and purpose. Here are some common formats:

Group-sponsored events: multiple universities coordinate a joint itinerary for counsellors.

Individual university events: a single institution hosts its own fly-in and invites selected counsellors.

Regionally targeted programmes: universities may focus on specific countries or regions and invite counsellors accordingly.

Conference tag-ons: events may coincide with conferences, such as those organised by IACAC, Cobis or Ucas, offering added value for those attending.

Counsellor tours: organised trips, such as the DUC Counsellor Tour in the Netherlands or Study in Prague University Tours, provide exposure to several institutions in one trip.

Agent-organised visits: country representatives or education agents may host counsellors at institutions they represent because they recognise the value of counsellors being well informed.

Global networking and professional development events: BMI/THE invites counsellors to its international schools forum and workshops, which include CAP training, networking, meetings with university representatives and visits to universities.

What expenses are covered?

The level of financial support offered by institutions varies by policy and budget. Some of the expenses that may be covered include:

Flights: fully funded or partially reimbursed post-event

Accommodation: often arranged in student residences, campus hotels or local hotels

Local transportation: train and bus fares to and from the university or airport

Meals: Some or all meals may be provided, often including formal dinners or networking events

Most fly-ins are limited to one counsellor per school, although additional counsellors can be added to a waitlist or attend at their own expense. Always check with the event organiser if you’re interested in sending more than one representative. Also, keep an eye out for notifications about early registration or expressions of interest, which often determine availability.

How to find out about fly-ins

Information about these opportunities is often shared through informal and professional networks. Some of the best ways to stay in the loop include:

Word of mouth: your network of global counselling colleagues is an invaluable resource.

Social media: Facebook groups related to international admissions and regional counselling communities (for example, Netherlands or the Czech Republic) are excellent sources.

University newsletters: many institutions share fly-in announcements through their counsellor mailing lists – subscribe and stay updated.

Making the most of a fly-in

To fully capitalise on the opportunity, consider these tips:

Ask: if you want a particular topic to be covered, such as visas or scholarships, let the organisers know ahead of time and they will usually try to fit specific sessions into the programme if possible.

Take detailed notes: document key takeaways and insights for future reference.

Gather contact information: build your professional network by collecting details of university staff and fellow counsellors.

Engage fully: attend all events, including optional networking dinners, where informal conversations can lead to lasting connections.

Stay curious: use the opportunity to explore institutions you may not have previously considered recommending – every campus visit expands your professional lens and could be useful in the future.

Counsellor fly-ins are more than just a chance to travel – they are a valuable investment in your professional development. And, more importantly, they are an investment in your students’ futures. By gaining first-hand knowledge and forging personal connections with institutions, you enhance the quality of your guidance and advocacy. 

In a time when access to reliable information is essential but not always equitable, fly-ins help bridge that gap – ensuring that you can advise with confidence and clarity.

If you are yet to participate in a fly-in, consider setting this as a professional goal. The insights you gain and the relationships you build will serve your counselling practice – and your students – for years to come.