Arrange an event to motivate admitted students to accept their study place. Photo: Oskar Omne/Study in Sweden. About this toolkit A pre-departure event is aimed at international students admitted to a study programme at a Swedish university. 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. Not all students who are admitted to a Swedish university go to Sweden, and these events play a crucial role in their decision-making process.
Target audience International students who have been admitted to a Swedish university.
Timeline The event should take place in April or early May.
Contact person Linnéa Lindgren, linnea.lindgren@si.se
Financial support for 2025 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. Read more below.
How to use pre-departure events 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).
A pre-departure event should focus on three 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 Opportunities for life after studies in Sweden – promotional material on Sweden as a career destination. To ensure a qualitative event, use most of the material in this toolkit with information about residence permits and what it's like to study and live in Sweden. Please also include alumni and a mingling session to develop a sense of community among students.
Financial support 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, Egypt, India, Indonesia, Japan, Korea, Mexico, Spain, Sri Lanka, Taiwan, Thailand, Türkiye, UK, USA, Vietnam.
Foreign missions who wants to hold a pre-departure event can apply for financial support. The sum we can grant depends on the country but we expect it to be in relation to the number of admitted students from the year before as well as in relation to the number of expected guests.
The financial support is intended to cover costs of the event such as renting a venue and arranging any food, coffee, snacks, printing of materials such as fact sheets and nametags, gifts to alumni volunteers etc.
Deadline for applications for pre-departure events is 28 February.
Material for pre-departure events
Material on Sweden as a career destination
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.
IMPORTANT: Please 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. Questions about residence permits are often the most asked ones. If you are located in a country where scholarships are available, please also read up on the scholarships offered and what’s required.
Staff that will participate need to read the Study in Sweden brand guide and handbook:
Invite students and communicate your event The Study in Sweden team at SI will receive lists of all admitted students by the end of March. 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:
When and where your event will be Programme How to register (e.g. via Microsoft forms, Eventbrite or similar) You can find more information about how this works in our handbook (slide 49).
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. Be prepared for questions about scholarships and residence permits. 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 can find more tips and sample programmes in our handbook.
Important dates Interested in holding a pre-departure event? This is what the timeline looks like:
Apply for funding (if you need financial support) via the toolkit application link no later than 28 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. Send invitation information to SI no later than 15 March so that we can prepare your invitations in time to be sent out as soon as we get contact details to the students. Hold you event sometime between mid-April and mid-May Want to reach out to Swedish universities? Here’s a list of contact details: Contact details to Swedish universities' representatives
If you have any questions, please contact Linnéa at linnea.lindgren@si.se
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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."
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"children": "Want to reach out to Swedish universities? Here’s a list of contact details: <a href=\"https://chalmersuniversity.app.box.com/s/z9g349xs2hycyqkil5n67sow0b40lcmm?utm_source=Sugar&utm_medium=email&utm_campaign=Pre-departure+information\">Contact details to Swedish universities' representatives</a>"
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"children": "The Study in Sweden team at SI will receive lists of all admitted students by the end of March. 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."
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