The Teacher’s 10-Step Guide to Planning The Perfect Educational Tour

If you’re thinking about leading your first student trip, the planning process might seem overwhelming. Where do you start? What information do you need to know before you start calling student tour agencies?

If you’ve been wondering what to do first, then read this article and bookmark it so you can follow the steps. As long as you choose the right tour company, it will be so easy to travel with your students that you’ll wonder why you hadn’t done it before!

1) When do you want to travel?

Start by making a rough estimation of your dates. Are you working within a set school vacation? Are your dates flexible? Pick your first, second and third choices of dates so that a tour consultant can show you how to maximize your budget or suggest the best times of year to visit a particular destination.

2) Where do you want to go?

Speaking of destination, do you have one in mind? Often teachers know what country or countries they want to travel to; if instead, you have a definite list of educational objectives for your tour that might be satisfied in a variety of locations, you can also ask your tour consultant to suggest the best destinations to cover them.

3) How many students are you travelling with?

Estimate the size of your group. Will you have 5 or 50 travelers? How many chaperones do you want to bring along? It’s perfectly normal to not know how many students will sign up. This number can change, but it’s good to know whether you will be a small or large group.

4) What do you want to see?

Know your must-sees. If you’ve been dreaming of visiting Paris’ catacombs, then make sure you mention it when talking to your tour consultant. His or her job is to build the perfect itinerary for your group. It will likely be a balance of well-known sites and and local favorites that only your tour director can show you.

5) Do your homework on tour companies

Research student tour companies. Once you know your travel requirements and constraints, start looking at student travel agencies to see which one fits the bill. Visit their websites, read their blogs and understand their travel philosophies. If you know other teachers who travel, ask them about their experiences.

6) Talk to an expert

Talk to a Tour Consultant: Now’s the time to call a few companies to make further inquiries about your trip. Build an itinerary. Get a price quote. Choose one student travel agency and set up an online account for your tour so students will be able to register when the time comes.

7) Get school board approval

Get school board approval. You’ll need to talk to your school’s principal and school board in order to obtain their approval for your trip. The student travel agency that you’ve chosen should be able to help you and provide any documents that you might need.

8) Create the buzz

Promote your trip. Start spreading the good news: you’re going to travel! Get students excited about your trip by explaining what you’ll see and do. Hang destination posters in your classroom, build a presentation for students or ask one of our consultants for an interactive poster to hand out to your students.

9) Organize a parent meeting

This step is crucial! Prepare for a variety of different questions as parents will want to be fully informed on every aspect of their child’s trip. A tour consultant should provide you with all the appropriate materials and information you need to be ready for your meeting. It’s important that you let students and parents know what to expect on the trip, as well as how to access any online payment platforms. This is your opportunity to direct interested students to register online and start making payments toward their tour.

10) Check out recommendations on that destination

Now that you’re all set, it’s time to pack and prep! We have destination guides that have all the info and tips you need before takeoff. From what to pack, how the weather is by season and even the best sites; you won’t be unprepared with these guides.

It’s as easy as that! Once you’ve chosen a student tour company and are set up to travel, your tour consultant will take care of the rest. Keep his or her phone number and email within arm’s reach for any questions or concerns that come up along the way.

In the meantime, keep the theme of travel alive in your classroom. Plan fundraisers to help with the cost of your trip and to keep the momentum building.  You and your students are on your way to a great adventure!

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Choosing an Educational Tour Company

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