What to Prepare Before Your Exchange Student Arrives
Hosting an exchange student can be one of the most rewarding things a family does. You get a new perspective, a new family member, and a chance to share your everyday life with someone from another part of the world. But before any of that happens, there’s a whole lot of “before-they-get-here” stuff that’s worth thinking through. Some of it’s practical, some emotional, and some just things you might not realize until you're standing in front of a confused teenager trying to explain how your shower works.
This guide breaks down everything host families should consider before their student arrives. Whether it’s your first time hosting or you’ve done it before and want a better start, this covers way more than just making the bed.
Think About the First 72 Hours
The first few days are probably the most important—and the most unpredictable. Your exchange student might arrive full of energy, or completely exhausted. They might be chatty, or just quietly trying to take everything in. Either way, having a plan for those first 72 hours helps ease the transition, both for them and for you.
Starting with the arrival day, airport pickups can be emotional and overwhelming. If possible, bring the whole family to greet them—it sends a strong signal that you’re excited to meet them. A small welcome sign or even just a smile and hug can help break the ice after a long flight. If they’re arriving late at night or after a long layover, keep the first evening low-key: a warm meal, a quick house tour, and maybe just enough time to unpack and shower before crashing.
A common mistake is trying to “show them everything” right away. But for your student, those first few days are a mental blur. Between time zone changes, language adjustments, and new faces, it’s a lot. So instead of planning packed days of sightseeing or meet-the-family events, stick to a calm rhythm. Give them space to nap, unpack slowly, and get familiar with the basics—like how to use the washing machine or where to find snacks. After they’ve had a good night’s sleep, ask if they’d like to do something—like exploring the town, checking out their high school, or doing a few relaxed family activities together. It’s important to give them enough time to adjust, but also not leave them completely on their own. Finding the right balance and keeping communication open is key during those first few days.
Check in With the School
Before your exchange student even arrives, there’s some background coordination worth doing with their program and school. Most organizations handle a lot of the logistics, but it’s still helpful to double-check a few details so you’re not scrambling once school starts.
Start by reaching out to the student’s coordinator or local program representative. Do they need any documents turned in ahead of time? Will your student need to bring proof of vaccines, a copy of their passport, or emergency contact forms to the school office? It’s much less stressful to handle that ahead of time rather than in the middle of the first school week.
Also ask:
· Is there a school orientation, and who is supposed to attend—just the student, or also the host family?
· Do they need a specific dress code or uniform?
· Will they choose classes right away, or has it already been done through the program?
· Look into school supplies and fees
Some students arrive with only the basics in their luggage—maybe a notebook or two, but usually not much more. It’s a good idea to wait and shop for school supplies with them after they arrive. That way, you’ll know exactly what they need, and it gives you a chance to do something normal together, like a Target or stationery store run.
If your school uses things like Chromebooks, IDs, or lockers, find out how and when your student will receive them. And if there are any fees for sports, clubs, or class materials, ask who covers what—sometimes programs include a stipend for those, but not always.
If it’s possible, arrange to walk through the school building with your student before the first day. Even just seeing where the front office is, how to find their locker, or which hallway leads to the cafeteria helps reduce that “first day of school” anxiety. If a tour isn’t available, a drive-by or walkthrough of the school grounds still helps them picture what to expect.
Preparing the Student's Room
Let’s be honest—preparing the room can feel like the easiest checkbox to tick. Bed? Check. Closet? Check. But for your exchange student, this room is way more than just a place to sleep. It’s the one space that’ll feel familiar when everything else feels new and overwhelming. So it’s worth putting in a little extra thought.
If the room has been used for storage or hasn’t been occupied in a while, give yourself a few days to declutter. Try to avoid leaving too much of your own stuff in there—even if it’s just a few drawers, give them ownership of the space. Coming in and seeing “reserved” spaces already full can make them feel like a guest instead of a family member.
It also helps to think about comfort. Is the mattress decent? Do the blinds actually block light? Is there a fan if your summers get hot, or extra blankets for winter? These little things often go unnoticed until your student’s too shy to ask—but they make a difference in whether someone feels cared for.
Lastly, think about adding a few simple touches to make the room feel homier—not fancy or expensive, just thoughtful. A small string of fairy lights, a cozy blanket on the bed, or even a framed photo of the exchange student’s family (if you have one) can instantly make the space feel more welcoming. If you don’t know their style, keep it neutral and leave some room for them to personalize later. It’s those small details that can help the room feel less like a guest space and more like their space
Bathroom Setup: Avoid Awkward First Moments
This is one of those things you don’t think about until it becomes super awkward for everyone. Every family does bathrooms differently—some are all about privacy and locked doors, others treat it like a revolving door. Your student won’t know your system unless you explain it clearly (ideally before day one).
Start by showing them exactly where towels are stored, which ones are for them, and where to put used ones. If the bathroom is shared, even something as small as giving them a hook or labeled shelf can go a long way. It signals, “This space includes you.”
If there are quirks—like a shower that only gets hot if you turn it just right, or a toilet that needs an extra jiggle—point those out early. It’s better to over-explain than have your student panic alone about a flooded bathroom or freezing shower.
Also, you might want to have some extra supplies ready. It’s easy to forget that your student might arrive without essentials—especially if their suitcase gets delayed or they’re too shy to ask. Having a small “starter kit” with shampoo, soap, a toothbrush, and a towel can save them from having to admit they forgot.
What to Prepare Food Wise
Food can be one of the biggest adjustment points. You’re not just introducing someone to what your family eats—you’re introducing them to how you eat: when, where, how often, and with what expectations. And that can feel surprisingly unfamiliar.
Some students may be used to eating late dinners, big breakfasts, or a completely different meal structure (like a light lunch and large evening meal). Rather than trying to guess what will feel familiar, it helps to have a simple conversation early on:
“We usually eat dinner together around 6:30. If you’re ever hungry at other times, feel free to grab a snack or let us know. Is that similar to what you’re used to?”
Even the question “Do you usually eat breakfast?” can open the door to honest sharing. Some students come from cultures where breakfast isn’t a thing—or where it’s super important. If they don’t eat first thing in the morning, they’re not being rude—they’re just doing what’s normal for them.
In terms of shopping, start with a mix of basics: pasta, rice, bread, eggs, fruits, yogurt, and a few snack options. After the first few days, go to the grocery store together. Let them pick out something familiar or show you something from their country if available. It’s a small way to give them control in a totally unfamiliar environment.
One last tip: try to be open if they’re hesitant about certain foods at first. It’s not about rejecting your culture—it might just be that the flavors, spices, or textures are totally new. Give it time. Many students warm up to local foods after a few weeks of settling in.
Everyday Essentials to Get Them Oriented
You’d be surprised how much smoother everything goes when tech stuff is taken care of before the first night. One of the biggest stress points for new students (especially shy ones) is needing to text their family but not knowing how to ask for the Wi-Fi password—or being too polite to ask how to turn on the bedroom lights.
Make it easy for them.
Write down a little cheat sheet with:
· Wi-Fi name and password
· Your family’s phone numbers
· Emergency contacts
· Your home address (for forms, maps, and emergencies)
· Notes like: “Front door sticks—push hard!” or “Switch for your bedroom light is behind the curtain”
Leave it on their desk or nightstand. They’ll likely read it in the quiet of their room later when they’re nervous and trying to remember everything you told them in a jet-lagged blur.
It also helps to explain your family’s tech habits. Do you eat dinner phone-free? Do you expect devices off at a certain time? Is everyone using their phones in the living room while watching TV? None of these are “right” or “wrong”—they’re just habits. The clearer you are, the easier it is for your student to fit in without guessing.
Also: check with your student (or their coordinator) about phone plans. Some arrive with international data that works for the first few weeks, others don’t. If they need a local SIM card or prepaid plan, helping them get that sorted in the first few days is a huge relief for them.
Transportation: Know the Plan
One of the fastest ways for a student to feel lost—or totally dependent—is not knowing how they’ll get around. Even if school is a five-minute walk, it’s helpful to go over the routine step by step.
If they’ll be taking a bus, ride the route with them the first day or two. Show them where the stop is, how to pay, when to get off, and how to check if a bus is running late or canceled. It may feel basic, but for someone in a new country, even reading a bus map can be overwhelming.
Also walk through:
· What time they need to be ready in the morning
· What to do if they miss the bus
· How you want them to let you know if their plans change
If they’ll be biking, check out their route together to make sure it’s safe—and that they understand traffic rules. In some countries, students aren’t used to riding on the right-hand side or wearing helmets.
Even if you’re doing drop-offs, talk through your availability. Can they expect a ride every morning? Are there days you’ll need them to arrange something else? Be honest. It’s better to set realistic expectations early than to feel frustrated later.
House Rules: Write Them Down
This is a big one. You can be the most laid-back, welcoming host family ever—but if your student has no idea what your house rules are, they’re going to end up stepping on toes without meaning to. And chances are, they won’t feel comfortable asking about things that feel “obvious” to you.
So: write it down. It doesn’t have to be fancy. A simple page with headings like “Chores,” “Laundry,” “Meals,” and “Other Stuff to Know” is enough. Think of it like a cheat sheet for how your home works.
Be specific. Instead of “clean up after yourself,” try:
· Put your dishes in the dishwasher after meals
· Don’t eat food in bedrooms
· Everyone does their own laundry on weekends
· We take turns walking the dog
Also explain things like:
· Curfews (if you have them)
· Whether they need to ask before going out
· How to handle sick days from school
· Whether friends can visit or sleep over
You’re not creating a military rulebook—you’re giving them structure so they don’t feel lost. And don’t worry about sounding strict. Most students appreciate clear guidelines, even if they seem quiet at first.
Final Thoughts
Preparing for your exchange student’s arrival isn’t about having every little detail perfect. It’s about creating a space where they feel safe, welcomed, and part of something real. At the start, there might be some quiet moments, some awkward ones too—and that’s totally normal. They’re not just getting used to a new home, they’re adjusting to a new language, culture, school, and daily rhythm.
The best thing you can do is stay open, patient, and ready to learn together. Every exchange is a little different, and there’s no perfect formula—but when your student feels like they can ask questions, make mistakes, and be themselves around you, that’s when the good stuff starts to happen.
In a few months, the person who arrived as a stranger will start to feel like someone who belongs in your everyday life. And it all begins with how you welcome them at the start.
