Do not overload them with information irrelevant to their specific requests and needs. First preparatory meeting about logistical questions and presentation of the trip's programme. Second preparatory meeting about the issues to be studied in the visiting country and the follow-up to be done after the tour. However, there are many different possibilities for preparatory work, and you will find the preparatory programme that is best for your delegation. Do not panic if there are problems at the last minute, such as cancellations, changes in delegates' availability for travel, etc.
All business trips are subject to change and variations, and study tours are no exception.
Make sure that all delegates have visas if needed, and have access to relevant information to get them - passports, etc. Inform the delegation about the required immunizations for the visited country. Make sure that all participants receive their travel tickets on time and that they confirm receipt of their tickets. The programme of the visit should be designed in collaboration with the international and UN organizations and local NGOs in the visited country, at all times using the 'win-win' approach, ensuring that all meetings, visits, interviews, etc., provide both visitor and host with the best opportunities to publicize, discuss and promote their work. Visits to institutions, health centres and health projects should be arranged in collaboration with the local NGO or relevant government ministry.