Comprehensive starter guide for teachers leading educational tours
Good planning is quintessential to a successful group trip, especially when accompanying students on a life-changing experience. At Prométour, each trip is carefully elaborated with the group leader to comply with the school’s and schoolboard’s expectations, keeping both the safety of the students and the educational experience top-of-mind. In this section teachers and administrators will find important information and advice, templates and documentation to help along the way.
The success and overall enjoyment of the tour lies in the hands of your Prométour Tour Director (guide) and you as Group Leader. Now that you plan the right itinerary for your students, it’s time to think of promoting it, and soon it will be time to prepare everyone in your group for the trip. While at destination, you will need to make sure everyone is on their best behavior or provide assistance in difficult situations.
The success and overall enjoyment of the tour is in the hands of your Prométour Tour Director (guide) and you as Group Leader. We strongly believe that the greater the communication and interaction you have with your Prométour Tour Director, the smoother the tour will run. As Group Leader, you already provide supervision and counselling to your students. You achieve this by assuming basic responsibility for the following: preparing the group for the trip, providing supervision, educational leadership and discipline on the trip, and handling emergency situations.
Our priority is to take care of every single detail to make your trip a success. Your role is to supervise behaviour, ensure the well-being of participants and set an example for the group. That means giving your participants daily cues on how to react to their new environment and learn from it. Although frustrating experiences sometimes occur while travelling, they need not prevent your group members from having the time of their lives. By putting a positive spin on things and meeting frustration with humour, you can turn minor delays and mishaps into unforgettable experiences.
This is a school trip and school rules apply. Discipline is not the Prométour Tour Director’s job. You are the disciplinarian for your participants. Your Prométour Tour Director will report any infractions to you and will intervene in case of an emergency. However, as Group Leader, you are the one directly responsible for your group.
Most importantly, enjoy the adventure!
Promoting the trip is crucial and should be an ongoing process. The more people who know about the trip, the easier & more likely that you’ll be able to succeed!
1) Review your itinerary to ensure that it is consistent with your quote.
2) Familiarize yourself with the payment schedule.
1) In order to complete your online registration. Follow the instructions provided by your Tour Consultant. The instructions include a login and password unique to your group.
2) Be sure to select the Group Leader icon.
3) Share the enrollment instructions with your official chaperones.
4) Official Chaperones can register at this time by selecting the Official Chaperone icon.
2) Promote your trip and get everyone excited!
3) Plan an information meeting and begin the enrollment process for your group.
When preparing for your Information Meeting, make sure to call your Prométour Tour Consultant beforehand to go over what should be covered. You should also ensure that all interested participants have access to the Trip Brochure Hyperlink.
Make sure to print the attendance sheet so that you can keep track of who was there and who you will need to follow up with. You should also have a couple of extra copies of the trip brochure.
An important aspect not to be overlooked is to get everyone excited about the meeting! Consider decorating your meeting space so that it matches the destination. Bring cultural trinkets, play music, and bring snacks. Make sure to get your students involved in this part!
Now that everyone is informed and excited, use this momentum and immediately send them the registration link.
Find the terms and conditions and valuable information regarding travel documents, changes and cancellation policies, suppliers’ responsibilities, insurance claims, etc.
Important information before you travel
How to apply for a US passport
How to apply for a Canadian passport
We recommend that participants create 2 photocopies of their passport before departure. One for themselves in case of theft or loss, and the other for their Group Leader.
Canadians travelling to the US
Americans travelling to Canada
Indicating the exact spelling of the participants’ full name, gender and date of birth as it appears or will appear on their passport is vital. A mistake may result in additional fees.
It is the responsibility of each participant to find out whether or not they need a visa for the country they are visiting depending on their citizenship.
A visa is an official document, usually stamped or glued inside a passport, giving permission from a foreign authority for you to enter a country.
Get tips on what to pack for your next trip and what is the tipping etiquette during tours.
Everything an adult should know when joining a student tour.
In general, student tours have less leisure time and more scheduled activities than tours offered to adults. Teachers work with their Prométour Tour Consultants to design an itinerary in-line with their educational curriculum. Therefore, it is crucial to always be punctual whenever the Prométour Tour Director sets up meeting times. This way, students get to experience everything each activity and site has to offer.
Our tours typically include all breakfasts and dinners. Continental breakfasts are usually had at the hotel, however there are occasions where buffet breakfasts or breakfasts at special restaurants are offered. Dinners are authentic to the region, but also accommodate typical adolescent tastes, with a soft drink and dessert included. Additional purchases during dinner such as alcohol or other menu items must be paid for on site at the restaurant. Lunchtime is when participants can venture out into smaller groups according to their culinary preferences. Be sure to ask your Prométour Tour Director for their top-picks!
Students are automatically placed in multiple occupancy, whereas adults are automatically grouped into pairs with the other adults on tour. The less people to a room, the more expensive it is. Adults can opt for a single room supplement if they wish to room alone. If you are an adult who wishes to room with two other people (your spouse and child for example) please contact customer support to ensure your tour cost is adjusted accordingly.
Our student tours require adults pay supplemental fees to cover the extra cost of their insurance and activity/site fares.
Here are some packing list ideas to help you get ready before departure. These items are suggestions and can be mixed and matched depending on your destination, time of travel and length of the tour.
Pack light: You are headed on an adventure, don’t let your memorable moments be lugging a heavy bag!
Pack smart: Talk to your roommates and arrange to share some items.
Reminder: Don’t forget your Prométour Travel Pack! (If applicable in your package)
Normally Canadian winter months vary. There can be snow as early as November and it can start melting before or after April. Make sure to check the weather forecast before packing.
**Mittens, gloves and winter hats can be easily forgotten, make sure to pack more than one of each item
***Lined, waterproof boots with thermal insoles. No UGG® boots or running shoes.
Everything you need to know about tipping while on tour.
The group is encouraged to tip the Prométour Tour Director (s), bus driver (s) and local guides if they appreciate the service provided on tour. We recommend splitting the tips into daily denominations, calculated before the start of the tour.
Check your final itinerary, where it says ”guided tour” there will be a local guide. Each day will state whether there is a motor coach and therefore a bus driver for the group. A Prométour Tour Director will be with your group from the moment you arrive in your destination, until the day you depart.
Prométour Tour Director – $4.00 per day, per person
Motor Coach Drivers – $3.00 per day, per person
Local Activity Guides – $2.00 per activity, per person
Prométour Tour Director – $6.00 per day, per person
Motor Coach Drivers – $3.00 per day, per person
Local Activity Guides – $2.00 per activity, per person
Prométour Tour Director – $5.00 per day, per person
Motor Coach Drivers – $3.00 per day, per person
Local Activity Guides – $2.00 per activity, per person
Prométour Tour Director – $4.00 per day, per person
Motor Coach Drivers – $3.00 per day, per person
Local Activity Guides – $2.00 per activity, per person
Prométour Tour Director – $7.00 per day, per person
Motor Coach Drivers – $7.00 per day, per person
Prométour Tour Director – $5.00 per day, per person
Motor Coach Drivers – $3.00 per day, per person
Local Activity Guides – $2.00 per activity, per person
These suggested amounts are a general guideline based on industry standards. The amount that you decide to give at the end of your tour is completely at your discretion.
For over three decades, we’ve earned the trust of teachers, parents, and students by creating safe, meaningful travel experiences that educate, inspire, and connect communities across the world.
average rating from educators and parents
of groups say they would travel with us again
We never combine your students with other school trips. Your tour is exclusively for your group, which means you have our undivided guidance, attention and support.
Any payments made are securely held in a trust and is 100% refundable until you confirm the group for travel. Plan an unforgettable experience without worries.
With our own offices and dedicated teams in Montréal, Paris, and Málaga, you get on-site support from teams who are with the group and know the destinations.
Once your trip is confirmed, your dates are locked in, no matter the group size. One less thing to worry about when planning around your school calendar.
Explore our educational tours or tell us your ideas and we will bring your vision to life, built around your needs, your vision, and your budget.
