Study in Sweden pre-departure event On this page we have collected information on pre-departure events for international students who have been admitted to a Swedish university.
The Swedish institute (SI) gives support to a selected number of prioritized foreign missions for pre-departure events based on SI:s and Swedish universities’ strategies for international student recruitment.
The countries eligible for funding to hold a pre-departure event is: Brazil, China, Colombia, India, Indonesia, Japan, Kazakhstan, Korea, Mexico, Taiwan, Thailand, Türkiye, UK, USA, Vietnam.
What is a pre-departure event? A pre-departure event is an event aimed at international students admitted to a programme in Sweden. The goal is to make the students feel excited about starting their studies in Sweden, accept their study place, and help them prepare for the move.
The event should be held sometime between mid-April and mid-May as admissions are out in March and the students must accept their place and pay the admissions fee sometime in May/June (depending on university).
Financial support We are offering financial support up to 25 000 SEK for foreign missions who wants to hold a pre-departure event. We expect expenses to be lower for cities that do not have a substantial number of admitted students/expected participants.
The financial support is intended to cover costs of the event such as renting a venue and arranging any food, coffee, snacks, printing costs, nametags, gifts to alumni volunteers etc.
Deadline to apply for funding is 12 February.
Register and apply for funding here
We will get back to the contact person as soon as we can after the deadline to finalise the funding agreement. Please note that applications submitted after the deadline will be dismissed.
What should the event include? The events should focus on two main aspects:
What it’s like to study and live in Sweden – using our pre-departure presentation with speaker notes How to apply for a residence permit for studies in Sweden – using our residence permit presentation with speaker notes
What is required of Swedish foreign missions? You are responsible for hosting the pre-departure event. This means that your staff should moderate the event, hold all presentations, and answer questions from students. SI staff will not be able to join the event.
You should also organise for a staff member, who works with residence permits, to speak about the residence permit application process as well as answer questions from students.
Staff that will participate need to take part in the online training about Study in Sweden. Watch this pre-recorded video and read our Study in Sweden brand guide:
An introduction to using the Study in Sweden brand.
Brand guide Download brand guide (PPTX 30 MB) Study in Sweden brand guide
Invite students and communicate your event The Study in Sweden team at SI will receive lists of all admitted student by the end of March 2024. As GDPR regulations prevent us from sharing admitted students’ contact details with you, invitations will be sent from Study in Sweden’s official email. We will help you with this.
Please send information about your event to linnea.lindgren@si.se no later than 15 March and we’ll put together an invitation email to students in your country. Please include:
You can find more information about how this works in our handbook (slide 49).
All other communication and marketing is your responsibility. Be sure to always use our brand guide and ready-made materials that can be found in the Study in Sweden toolkit when communicating Sweden as a study destination.
Handbook, guide and toolkit Download the handbook (PDF 5 MB) Study in Sweden Handbook Download brand guide (PPTX 30 MB) Study in Sweden brand guide
Pre-departure printing materials Download fact sheet office print (PDF 44 KB) Fact sheet for printing at the office Download fact sheet for professional printing (PDF 34 KB) Fact sheet for professional printing (3 mm) Download printing materials (ZIP 33 MB) Printing materials for pre-departure events We have prepared printing materials for pre-departure events that you can print locally.
The fact sheet is about work in Sweden. It is available in two versions: one for printing at the office and one for professional printing.
The ZIP folder contains print files for:
T-shirts for Study in Sweden volunteers It is advised that pins be used for environmental reasons. If T-shirts are made, we strongly advise that they be made sustainably and kept so that they can be worn again at future events. Designs and measurements are included in the folder.
Pins for Study in Sweden volunteers There are two pin designs to choose from. The pins are 5.5cm while the design artwork file is 7cm for printing. Space has been provided on the pins so that volunteers can write down their names above the Study in Sweden logo.
Tote bags as giveaways To be more environmentally friendly, we do not strongly recommend the use of tote bags as giveaways. But if it’s a very important element to include as giveaways in your local context, we advise the use of sustainable cotton and that the bags are manufactured sustainably.
Selfie frame A1 KT board This is an interactive element for your pre-departure event. They are selfie frames printed on KT boards and should be used by students to take photos in front of a Study in Sweden backdrop. Please see example photos attached from our previous events. The inner white square (as seen on the selfie frame PDF-file) is to be cut-out to achieve the intended result. You are free to choose which ones to print that work best in your local country.
Quiz We have also included a quiz that can be used as a pre-departure event activity. Feel free to create a digital version of this quiz through platforms such as Kahoot.
Useful tips and tricks Always include alumni. If you do not have contact details to local alumni already and need help from universities, please reach out to the unis at least two months in advance. You can also ask the Alumni Relations Team at SI for help, contact them at alumni@si.se After the pre-departure event, we encourage you to also hold a send-off event for the students that have accepted their place and are actually moving to Sweden. You can apply for financial support from SI for this. Start by emailing to alumni@si.se Read up on the pre-departure Powerpoint presentation so that you are ready to answer any questions the students might have. You can also print the slides to hand out to students and you are free to translate the content to your local language. If university representatives join your event, make sure they get enough time to meet the students. Include these elements in your event: a presentation, panel discussion/Q&A with alumni, and a mingle. It’s also recommended to include a social activity and live/virtual chats with universities who cannot attend physically. You find more tips and sample programmes in or handbook.
Timeline Interested in holding a pre-departure event? This is what the timeline looks like:
Read up on what it means to hold a pre-departure event so that you know what is expected. Join our digital meeting on 6 February Apply for funding (if you need financial support) via the toolkit application link no later than 12 February. If you want to hold a pre-departure event but do not need funding, please let us know as we can support you in other ways. After the application deadline, we’ll share a list of the planned pre-departure events with the Swedish universities. But we encourage you to get in touch with the universities to let them know about your event, see contact details below. Send invitation information to us no later than 15 March so that we can prepare your invitations in time to be sent our as soon as we get contact details to the students. Hold you event sometime between mid-April and mid-May Send in an event report to SI. Contact details to Swedish universities' representatives
If you have any questions, please reach out to Linnéa at linnea.lindgren@si.se
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"children": "The Study in Sweden team at SI will receive lists of all admitted student by the end of March 2024. As GDPR regulations prevent us from sharing admitted students’ contact details with you, invitations will be sent from Study in Sweden’s official email. We will help you with this."
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"children": "Please send information about your event to <a href=\"mailto:linnea.lindgren@si.se\">linnea.lindgren@si.se</a> no later than 15 March and we’ll put together an invitation email to students in your country. Please include:<br>• When and where your event will be<br>• Programme<br>• How to register (e.g. via Microsoft forms, for you to know many will attend approx.)"
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"children": "This is an interactive element for your pre-departure event. They are selfie frames printed on KT boards and should be used by students to take photos in front of a Study in Sweden backdrop. Please see example photos attached from our previous events. The inner white square (as seen on the selfie frame PDF-file) is to be cut-out to achieve the intended result. You are free to choose which ones to print that work best in your local country."
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"html": "<ul><li>Always include alumni. If you do not have contact details to local alumni already and need help from universities, please reach out to the unis at least two months in advance. You can also ask the Alumni Relations Team at SI for help, contact them at <a href=\"mailto:alumni@si.se\">alumni@si.se</a></li><li>After the pre-departure event, we encourage you to also hold a send-off event for the students that have accepted their place and are actually moving to Sweden. You can apply for financial support from SI for this. Start by emailing to <a href=\"mailto:alumni@si.se\">alumni@si.se</a></li><li>Read up on the pre-departure Powerpoint presentation so that you are ready to answer any questions the students might have. You can also print the slides to hand out to students and you are free to translate the content to your local language.</li><li>If university representatives join your event, make sure they get enough time to meet the students.</li><li>Include these elements in your event: a presentation, panel discussion/Q&A with alumni, and a mingle. It’s also recommended to include a social activity and live/virtual chats with universities who cannot attend physically.</li></ul>"
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"html": "<ol><li>Read up on what it means to hold a pre-departure event so that you know what is expected.</li><li>Join our digital meeting on 6 February</li><li>Apply for funding (if you need financial support) via the toolkit application link no later than 12 February. If you want to hold a pre-departure event but do not need funding, please let us know as we can support you in other ways.</li><li>After the application deadline, we’ll share a list of the planned pre-departure events with the Swedish universities. But we encourage you to get in touch with the universities to let them know about your event, see contact details below.</li><li>Send invitation information to us no later than 15 March so that we can prepare your invitations in time to be sent our as soon as we get contact details to the students.</li><li>Hold you event sometime between mid-April and mid-May</li><li>Send in an event report to SI.</li></ol>"
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"children": "The Study in Sweden team at SI will receive lists of all admitted student by the end of March 2024. As GDPR regulations prevent us from sharing admitted students’ contact details with you, invitations will be sent from Study in Sweden’s official email. We will help you with this."
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"children": "It is advised that pins be used for environmental reasons. If T-shirts are made, we strongly advise that they be made sustainably and kept so that they can be worn again at future events. Designs and measurements are included in the folder."
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"children": "This is an interactive element for your pre-departure event. They are selfie frames printed on KT boards and should be used by students to take photos in front of a Study in Sweden backdrop. Please see example photos attached from our previous events. The inner white square (as seen on the selfie frame PDF-file) is to be cut-out to achieve the intended result. You are free to choose which ones to print that work best in your local country."
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"html": "<ul><li>Always include alumni. If you do not have contact details to local alumni already and need help from universities, please reach out to the unis at least two months in advance. You can also ask the Alumni Relations Team at SI for help, contact them at <a href=\"mailto:alumni@si.se\">alumni@si.se</a></li><li>After the pre-departure event, we encourage you to also hold a send-off event for the students that have accepted their place and are actually moving to Sweden. You can apply for financial support from SI for this. Start by emailing to <a href=\"mailto:alumni@si.se\">alumni@si.se</a></li><li>Read up on the pre-departure Powerpoint presentation so that you are ready to answer any questions the students might have. You can also print the slides to hand out to students and you are free to translate the content to your local language.</li><li>If university representatives join your event, make sure they get enough time to meet the students.</li><li>Include these elements in your event: a presentation, panel discussion/Q&A with alumni, and a mingle. It’s also recommended to include a social activity and live/virtual chats with universities who cannot attend physically.</li></ul>"
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"content": "The Study in Sweden team at SI will receive lists of all admitted student by the end of March 2024. As GDPR regulations prevent us from sharing admitted students’ contact details with you, invitations will be sent from Study in Sweden’s official email. We will help you with this.",
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