Arrivals day is often when everything starts to feel real. For parents, it can bring a mix of pride, excitement, and nerves as your child begins their Immerse experience. That is why the day is designed to feel calm, structured, and welcoming, whether your child arrives with you or travels independently.

Parents do not need to attend arrivals day, and many participants travel without a parent or guardian. However, if you are attending, this parent’s guide to arrivals day, we’ll discuss arrival times, registration, room check-in, family tours, airport transfers, and support contacts.

Here’s what to expect.

Key Takeaways

  • Arrivals day is a gentle, supported start to the Immerse programme, helping participants register, settle in, meet the team, and prepare for classes.
  • Parents do not need to attend arrivals day. Many participants travel without a parent or guardian, and Immerse staff are ready to support them when they arrive.
  • Participants should aim to arrive between 14:00 and 18:00 on the first day of the programme, whether they travel with family or independently.
  • Immerse staff are available from 12:00 onwards, but participants usually cannot access their rooms until 14:00.
  • On arrival, participants should go to Main Reception at their assigned university accommodation, where Immerse staff will direct them to registration.
  • Most parents leave before the evening programme begins, when participants join dinner, a welcome talk, relaxed activities, and time with their Mentor and Mentor family.

What Is Arrivals Day At Immerse?

Arrivals day is the official first day of your child’s Immerse programme. It is when participants arrive at their assigned university accommodation, meet the Immerse team, complete registration, and begin settling into their new surroundings.

Rather than a full academic start, the day is designed as a gentle introduction. Participants are welcomed, shown where to go, and guided through each step so they can begin the programme feeling more confident, comfortable, and supported.

Do Parents Attend Arrivals Day?

You are welcome to attend arrivals day, but you do not need to be there. Many participants travel independently, and Immerse staff are ready to support your child when they arrive.

If your child arrives without you, they will still be guided through the first steps of the programme. This helps them settle in safely and confidently from the start.

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How Can Participants Travel To The Accommodation?

Once your child’s university accommodation has been confirmed, you and your child can plan the best route for arrivals day. This may mean travelling together, or your child may travel independently with support from Immerse when they arrive.

Immerse will share the exact accommodation details a few weeks before the programme begins. Once you receive them, use these details as your main reference when arranging travel. Depending on your plans, there are a few common ways to reach the accommodation:

  • By car: Some families choose to drive to the accommodation with their child and luggage. Please note that parking may not be available at the accommodation itself, so it is worth checking nearby parking options in advance once your location has been confirmed.
  • By public transport: Many Immerse locations are accessible by local public transport. Once you have the confirmed accommodation address, check the most suitable train, subway, bus, or local transport route for your arrival time.
  • From the airport: If your child is flying in, you can arrange your own onward travel from the airport, book a private transfer, or use the optional shared airport transfer service where available. Shared transfers must be booked in advance and are for participants only, so parents and other adults cannot travel on them.

If your child is travelling as an unaccompanied minor, check the airline’s requirements before they fly. Some airlines may require a named person to meet your child at arrivals, and you should contact Immerse in advance if this needs to be arranged.

What Should Parents Know About Airport Transfers?

Shared airport transfers are available on arrival Sunday where offered and must be booked in advance. These transfers usually depart at 11:00, 14:00, and 17:00, travelling directly to the programme location. 

They are for participants only, so parents, guardians, and other adults cannot travel on them. Transfer costs are separate from the programme fee. Once bookings have closed and been confirmed, Immerse will share meeting points and coordinator contact details.

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What Time Should You Arrive?

Participants should aim to arrive between 14:00 and 18:00 on the first day of the programme. This gives them enough time to register, collect their room key, unpack, and join the first evening activities without feeling rushed.

If your child arrives earlier, our team will be available from 12:00 onwards. They will not be able to access their room before 14:00, but they can leave their luggage with us while they wait.

If your child needs to arrive later in the evening, arrivals are possible until 21:30. Please let the College Manager know in advance so the team can make sure someone is ready to help your child register and settle in.

Arrival after 23:00 is not possible, so we recommend allowing extra time for airport queues, traffic, or unexpected delays.

Where Should You Go When You Arrive?

On arrival, participants should head to the Main Reception at the university accommodation where they will be staying. Immerse will share the exact accommodation details a few weeks before the programme begins. This means you and your child will know the correct location before arrivals day.

At the Main Reception, members of the Immerse team will be there to welcome participants, answer immediate questions, and direct them to the registration area. This is the first formal step of the day, so participants do not need to search for their room or find a staff member separately.

Once your child has registered, they will receive their room key when rooms are ready, usually from 14:00. A member of staff will then show them to their room so they can unpack and begin settling in.

What Happens At Registration?

At registration, Immerse staff will guide your child through the check-in process, answer immediate questions, and make sure they know what to do next.

Your child will check in with a member of the Immerse team, receive their Wi-Fi access details, and collect their Immerse Arrival Pack. If they are not a citizen of the country where the programme is taking place, they should also have their passport or ID information available, as this may be needed during registration.

Room keys are usually available from 14:00. Once your child has received their key, a member of staff will show them to their room. They can then unpack, get comfortable, and begin settling in.

Who Supports Your Child On Arrivals Day?

Your child will be supported by several members of the Immerse team from the moment they arrive. This means they will have clear people to go to for practical questions, settling-in support, and any urgent concerns.

Here are the different people who may support your child on arrivals day and throughout the programme:

  • College Manager: Oversees the programme location, supports participant wellbeing, coordinates the on-site team, and acts as a key contact for parents and participants.
  • Mentors: Past or current university students who live on-site. They help participants settle in, answer everyday questions, and guide them through the programme routine.
  • Mentor Family: A small group of around 10 participants led by a Mentor. This gives your child a familiar group within the wider programme community.
  • Pastoral Support: Immerse staff are available to support participants’ individual needs and welfare throughout the programme, including during arrival and settling in.
  • Area Managers: Area Managers support College Managers and provide an important link between the on-site team and Head Office, especially for welfare or wellbeing matters that need additional support.
  • Emergency Contacts: Before arrival, Immerse will share key contact details, including the College Manager’s contact information and emergency contacts. A 24-hour emergency number will also be shared closer to the start of the programme.

For the contact details of this summer’s College Managers and Airport Transfer Coordinators, please visit the summer contact information information page.

What Does Arrivals Day Actually Feel Like?

Arrivals day is designed to feel like a gentle landing, not a full academic start. Your child may feel excited, nervous, quiet, chatty, or a mixture of all of these. That is completely normal, especially if this is their first time joining a residential programme.

The structure of the day helps make the unfamiliar feel more manageable. Your child will know where to go, who to speak to, when they can access their room, and what is happening next.

  • Morning: If you arrive early, the Immerse team will be available from 12:00 onwards. Your child will not be able to access their room before 14:00, but they can store their luggage with staff and spend time nearby while they wait.
  • Afternoon: This is when most families arrive. Your child can register, collect their Wi-Fi details and Arrival Pack, receive their room key once available, and join rolling accommodation tours between 14:00 and 17:00. Parents and families are welcome to join these tours.
  • Evening: Participants come together for dinner, attend a short welcome talk, and take part in relaxed activities to help them meet others. This is also when your child begins getting to know their Mentor and Mentor family.

When Do Parents Say Goodbye?

If you attend arrivals day, most parents leave before the evening programme begins. This usually happens after your child has registered, received their room key, seen their room, and joined the accommodation tour if you choose to attend.

From dinner onwards, the day becomes participant-focused. Your child will join the welcome talk, relaxed activities, and time with their Mentor and Mentor family, helping them start settling in independently.

What Happens After Parents Leave?

After most parents leave, participants join the first evening programme. This usually begins with dinner. Afterwards, there is a short welcome talk introducing the Immerse team and outlining what participants need to know.

The evening then moves into relaxed, low-pressure activities designed to help participants meet one another and feel more comfortable.

Your child will also begin getting to know their Mentor and Mentor family. Each Mentor family is a small group of around 10 participants. It is led by a Mentor who lives on-site and supports the group throughout the programme.

What If Your Child Is A Non-Residential Participant?

If your child is a non-residential participant, their fees do not include accommodation, but they can still join the activities planned throughout the programme.

We recommend they attend the college tour on the first day so they can familiarise themselves with the surroundings, meet the team, and understand the key meeting points.

How To Make The Goodbye Easier: A Final Checklist

If you attend arrivals day, a calm goodbye can help your child feel more confident as they begin the evening programme. Before you leave, check that they have their room key, know where their room is, and understand what is happening next.

A few final checks can make the goodbye feel calmer:

  • Your child has their room key and knows where their room is
  • They have all their essential belongings with them
  • They know where to go for dinner and the welcome talk
  • They know who their Mentor is, or where they will meet them
  • They have saved any important contact details
  • They know they can speak to Immerse staff if they feel unsure

A calm, confident goodbye can help your child feel ready to begin the evening programme, meet their Mentor family, and start settling into life at Immerse.

FAQs

What Should Parents Have Ready On Arrivals Day?

Parents should make sure their child has the confirmed university accommodation details, key contact information, and any travel documents easy to access. Immerse will share accommodation details a few weeks before the programme begins, so use this as your main arrival reference. 

Your child should also have their passport or ID information available if needed at registration. If they are using an airport transfer, keep the confirmed meeting point, transfer time, and coordinator contact details saved on your phone.

What If You Arrive The Day Before?

Immerse cannot accept arrivals before the official programme start date. If your child or family plans to arrive in the city the day before, you will need to arrange separate accommodation independently.

Parents should also note that participants under 18 must be accompanied by an adult if staying in a hotel. It is best to plan this in advance, especially during busy summer periods when hotels and transport options may be more limited.

Can Parents Stay On Arrivals Day?

Yes, parents can stay during the arrival process, but you do not need to attend arrivals day. Many participants arrive independently, and the Immerse team will guide them through registration, room check-in, and the first evening programme.

If you do attend, you can help your child arrive at the university accommodation, go to Main Reception, complete registration, and join the rolling accommodation tours between 14:00 and 17:00. Most parents leave before the evening programme begins, when participants move into dinner, the welcome talk, relaxed activities, and time with their Mentor and Mentor family.

What If Plans Change On Arrivals Day?

If plans change on arrivals day, contact the College Manager as soon as possible using the details shared before arrival. This is especially important if your child will arrive later than planned. 

Participants can arrive until 21:30, but late arrivals should be communicated in advance. Arrival after 23:00 is not possible. For urgent support, parents can contact the Immerse office on +44 (0)20 8123 6988, and a 24-hour emergency number will be shared closer to the programme start.

Can I Contact Or Talk To My Child During The Programme?

Yes, you can contact your child during the programme, but participants are encouraged to engage fully with the Immerse experience. Your child should bring a mobile phone, as Immerse uses a communication app to stay in touch with participants during the programme. 

It is helpful to agree sensible check-in times that do not clash with academic sessions, meals, activities, or curfew. If you have an urgent concern, use the contact details shared by Immerse before arrival.

What If You Have Another Question That Wasn’t Answered Here?

You can contact Immerse directly if you have another question about arrivals day or your child’s programme. For non-urgent questions, email student.services@immerse.education and the team will be able to help.

Before arrival, Immerse will also share key contact details, including the College Manager’s mobile number. If your question is urgent on arrivals day, contact the College Manager or use the emergency contact details shared before the programme begins.

Conclusion

Arrivals day is an important first step for your child, but it is not designed to feel overwhelming. From arrival to registration, the day is structured to help them settle in calmly.

You will know where to go, what happens next, and who will support your child once the programme begins.

We hope this parent’s guide to arrivals day at Immerse Education helps you feel prepared for the practical details and the emotional handover.

With the right information, you can feel calm, confident, and ready to support your child’s Immerse experience, whether they travel with you or independently.