Anyone who’s ever organized a trip for their students know these adventures don’t just happen—they take hours of careful planning and a team of competent individuals ready, willing and able to assist. Whether it’s choosing a hotel, chartering a bus, selecting chaperones or mapping out a trip planning timelime, our editors chime in on how to keep your next student trip on track.
Negotiating with Hotels
If you are not working with a tour operator, you will need to negotiate directly with the hotel sales department to get the best deal for your group. You’ll rest more comfortably by following these tips:
- Provide the sales department with the approximate number of sleeping rooms needed, the types of rooms needed, and the dates you want
- Book early to ensure your preferred dates and save money, and avoid national holidays unless your trip is based around it
- Ask if free breakfast is included and whether it is continental, buffet or a full hot breakfast
- Inquire about the hotel’s comp policy—free rooms provided for x number of reservations
- Determine if the room rate includes all taxes, tips and hotel/resort fees
- Ask about free meeting/party rooms and welcome receptions
- Find out if there is free internet access
- Inquire if the hotel has been used by other student groups
- Use technology to your advantage; websites like grouptravel.hotelplanner.com allow you to post your group request and multiple hotels will bid on your business
- Know the deposit and final payment date
Before you sign on the dotted line, know the following:
- Be aware of the last day to cancel without losing money
- Find out if the hotel has an attrition clause on unused rooms
- Get everything in writing, from total price to number of rooms to the smallest promised service
- Research the safety of the neighborhood where the hotel is located using websites like spotcrime.com
- Investigate the distance from the central city or major attractions using sites like Walkscore.com
- Inquire about the hotel’s security program
- Inquire about airport/mall transportation – if you have long days on the bus, this will help out the driver immensely
Choosing Great Chaperones
Chaperones Should…
- Have experience working with adolescents
- Be willing to help plan and facilitate activities
- Be able to attend all pre-tour meetings
- Assist with documentation needs such as passports and visas
- Prepare to spend money on items not covered in tour
- Be able to chaperone small groups of students on flights or tours
- Follow all tour guidelines in respect to student expectations
On Tour Responsibilities Include…
- Being on call 24/7 in case of emergency
- Assisting with student disciplinary matters
- Responsibility for small groups of students throughout tour
- Helping facilitate curfews and room checks at night
- Staying behind if a student is too ill to participate in the day’s activities
- Accompanying a student home in case of severe illness
- Making sure students are ready at the proper time
- Monitoring activities during free time
- Willingness to accompany students on free day excursions
- Taking over the group if the lead teacher cannot complete the tour
Creating a Trip Planning Timeline
12-24 months prior
- Determine purpose of trip – academic or sightseeing
- Develop list of invitees
- Make a list of potential destinations – domestic and international
- Determine approximate length and dates of trip
- Have an approximate cost in mind
9-12 months prior
- Choose location and dates
- Choose tour operator or start making arrangements on own
- Finalize itinerary and set price
- Start chaperone selection process
- Announce tour and start promoting it – snail mail, email, social media and in-school
- Create fundraising plan
6-9 months prior
- Early participants should be signed up with deposits paid
- Create a list of reading materials or study exercises to prepare students
- If a passport or visa is required, now is the time to apply
- Promotion, promotion, promotion
3 months prior
- Contact students who have shown interest but not committed
- Final payments start becoming due
- Arrange group transportation to and from airport (if needed)
- Have students choose roommates for hotels
One month prior
- Schedule a final meeting to confirm trip details and packing lists
- Gather emergency contact, medical and allergy information
- For overseas trips, ensure participants have passports, adaptors for electronics and spending money in proper currency
Tips for Chartering a Bus
Before signing on the dotted line, ask these questions…
- How long has your company been in business?
- How many motorcoaches do you own?
- What is the average age of your fleet?
- What onboard amenities will the coach you charter have?
- Are food and beverages allowed onboard?
- When quoting rates, are taxes, tips, parking, tolls and driver’s hotel room included?
- What are the deposit, final payment and cancellation clauses and dates?
Safety and Financial Matters
- Motorcoach companies must have federal operating authority if they cross state or provincial lines and should be able to offer you that proof
- Ask for a current insurance certificate that provides a minimum of $5 million in liability coverage
- Ask for the US DOT number which allows you to view the carrier’s safety and insurance information
- Ask the company about safety and inspection policies
- Long or quick turn-around trips may require an extra driver to adhere to federal hours of service safety regulations
- Ask if the operator is a member of bus industry associations ABA or UMA
- For customer service ratings on bus companies, contact www.bbb.org
