Host Resources

  • Please bookmark this page and use it as a reference and resource.
  • We encourage all hosts to contribute their thoughts, ideas, and suggestions via the links below.
  • Reference this site for questions you may have prior to contacting the travel office.

Get Signed Up

3 to 4 months prior to departure

  • Read, sign and return to the travel office, Carolina Alumni Host Responsibilities and Expectations
  • Complete and submit your host reservation form. Copy the travel office when you send your completed form to the tour operator.
  • If applicable, complete and submit companion reservation form. Copy the travel office when you send the completed companion form to the tour operator.
  • Read/review host manual

Before Your Trip

2 months to 2 weeks prior to departure

  • Prepare and send your bio and photo to the travel office.
  • Carefully read confirmation documents provided by the tour operator.
  • Review traveler information provided by travel office.
  • Thoroughly read destination and itinerary materials provided by the tour operator.
  • Email travelers 2 – 3 weeks before you leave with a message of welcome, flight details and how to reach you.

During Your Trip

  • Welcome travelers as you meet them
  • Introduce yourself as the host to the travel director. Use the partnership documents for land or cruise tours to learn more about working with the tour director.
    • Be sure they understand your role as a working-host
  • Take photos of the group with the flag. Feel free to take other photos of travelers too.
    • Be sure to have the Smugmug links for uploading and viewing photos
    • Travel director may have photo recommendations
  • Communicate with Carolina Alumni Travel Office any situations or problems they should be aware of.
  • Complete an incident report for any incidents that requires a doctor or police.
  • Ask travelers to complete survey upon return

After Your Trip

  • Complete your host report (link to online host report)
  • Inform travel office of your safe return and general success of the tour
  • Send welcome back message to travelers
  • Send traveler contact updates to the travel office
  • Return host materials to the George Watt Hill Alumni Center. You may leave at front desk if no one is in the travel office
  • Submit any reimbursement requests within two weeks of returning

Contact Us

Catherine Nichols – 919.962.3574 (o);

Doug Payne – 919.962.0313 (o);

Catherine Nichols '89
Senior Coordinator of Faculty Relations and Travel
read my bio

Catherine joined the Carolina Alumni staff in Sept. 2016. She loves connecting faculty with alumni and the community. As an alumna of UNC and native of Chapel Hill, she’s thrilled to represent UNC and the alumni community through her work. Catherine enjoys spending time on campus with her family and traveling at any opportunity. She also enjoys movies, biking and reading.

Douglass Payne '04 ('06 MAT)
Senior Coordinator of Alumni Education and Travel
read my bio

Douglass has served as senior coordinator of alumni education and travel since 2013. She enjoys playing her cello, traveling internationally, knitting and running in her free time. At home, Douglass excels as a gluten-free baker and at showering her daughter Millie and son Henry with love.