Making most of international travel

Academic travel isn’t just about giving a talk and flying back. For me, it’s an investment of time, energy, and opportunity—and I prepare accordingly. Whether I’m traveling to a conference, a research meeting, or a university visit, my preparation goes well beyond printing slides and booking flights. Perhaps my approach of preparing and setting goals make me sound cold and calculated; but for me it is a matter of efficiency.

Over the years, I’ve learned that the return on travel is highest when every element is intentional. This means planning who I want to meet, setting clear goals, and ensuring I create space for both spontaneous and scheduled conversations. And now, in my new role where I advise on research and internationalization, the scope of each trip has only expanded. Today, I’m not just representing my work, but also my institution and our broader goals for collaboration.

So how do I prepare for travel—especially international travel? Let’s walk through it.

My Travel Preparation Checklist

Here’s a behind-the-scenes look at what I do in the weeks (and days) before stepping on a plane:

• Set goals for the trip
  I never travel “just to present.” I outline what I want to achieve from each trip in a list of clear goals: this could be meeting specific researchers, getting feedback on results, strengthening collaborations, or making connections for future funding. This kind of planning has been part of my routine for years.
• Make a contact list
  I identify the people I want to meet—some of whom I already know, and others I reach out to beforehand. This includes academics in my field, potential collaborators, former colleagues, and even early-career researchers whose work I’ve recently read.
• Schedule the sidelines
  Beyond the conference agenda, I book lunches, coffees, and dinners. I see these informal moments as the heart of academic exchange. I often learn more in a 30-minute coffee than in a Q&A session.
• Prepare an elevator pitch for each purpose
  Whether I’m discussing my latest research findings or the internationalization strategy of my university, I prepare short, clear ways to describe what I do and what I’m looking for.
• Research local institutions
  With my vice dean hat on, I now also explore universities in the region of the conference. Are there researchers working on overlapping topics? Can we start a conversation? I look into recent publications, centers of excellence, or joint programs that might be aligned with ours.
• Bring materials for visibility
  Depending on the type of trip, I may bring brochures or flyers highlighting our research programs, funding opportunities, or doctoral training offerings. It’s about planting seeds for future partnerships.
• Pack intentionally
  I keep my travel wardrobe centered around colors that match. I don’t pack particularly light and I plan my outfits in advance. I also pack a “travel toolkit” with chargers, adapters, protein snacks, and a printed agenda of meetings and contacts or a printout of my university presentation.
• Adjust sleep and energy expectations
  I don’t expect to sleep much. Instead, I aim to stay energized with short breaks, strong coffee, and deep motivation. Being tired is temporary—connections and ideas are long-term gains.

Rounding Off: Travel as a Strategic Act

For me, academic travel is a strategic act. It’s an opportunity to learn, share, and grow—not only as a researcher but also as a representative of my university and a builder of academic bridges.

It would be easy to attend a session, give a talk, and disappear. But I go for impact. Every trip is a chance to make progress—on a paper, on a collaboration, or on building an international partnership. That mindset helps me return home with more than frequent flyer miles: I come back with ideas, feedback, and new directions.

And perhaps most importantly, I return with renewed purpose. Being surrounded by curious minds in new places always reminds me why I do this work. Even when it’s exhausting, I wouldn’t trade it for anything.