Keys to a Successful Trip

Pre-Trip Planning:

1. Plan early. Start your planning in the Spring of the school year before you wish to travel.
   
   
   1. Set your parent meetings early.
   2. As well as calendaring meetings, e-mail meeting reminders (Use the list function in your e-mail).
2. Determine how the trip will complement your teaching goals:
   
   
   1. Research what highlights you want to include (See destination highlights)
   2. Determine your essential stops and what is optional
3. Consider help from your Booster club or a parent organizer.
4. Select several destinations and alternate dates.
5. Get board approval and other approvals necessary in concept, then in detail.
6. Set Parent meetings early.
7. Invite parents and possibly other students/classes/schools:
   
   
   1. Know your required chaperone ratio (Usually 1:10, 1:7 for certain tours)
8. Know your budget, keeping in mind that travel carriers prices may be different than the last time you traveled.
9. Organizational hints:
   
   
   1. Keep your Travel Specialist’s phone number and e-mail in your e-mail address book
   2. Key your Travel Specialist’s phone number in your cell phone
   3. Get an accordion file, (with bottom, sides and closeable top) for all of your trip paperwork. Mark it brightly so you can spot it easily
   4. Use your e-mail contact list feature to save all parent & students contact information
   5. Mark a calendar with relevant dates for your trip, (payments due, applications due, parent meetings, board meetings etc)
10. Select your travel mode – air or motorcoach; although air tends to be more expensive, the additional cost can far outweigh the increased travel time motorcoaching entails.
11. Start fundraising early:
    
    
    1. Fundraising ideas and links
12. Keep the students involved with periodic updates:
    
    
    1. Have a certain amount of class-work that pertains to your destination
    2. Select and rehearse special music that relates to your destination (Performing groups)
13. Monitor enrollment and payment closely:
    
    
    1. Should a student become late in payments, address it early. See if they need payment accommodations and what can be done to keep them on track.
14. Communicate regularly with your trip organizer.
15. Communicate often:
    
    
    1. E-mail parents in addition to meeting with them
    2. Use your group function in your e-mail, then just e-mail the group
16. If you have chosen and international destination, your Travel Specialist will work with you early to be sure all travelers have the appropriate documentation.
17. Work with your Travel Specialist to solve any problems that may arise at this stage.

Almost Ready to Go:

1. You will receive a packet with items you need to travel:
   
   
   1. Any tickets you may need
   2. Name badges and lanyards
   3. An itinerary with contact numbers; copy and give to parents (electronic copy available on request)
   4. A suggested packing list
   5. Student Behavior guidelines
   6. Bottom of last page needs to be signed and returned, gather & send in
   7. Medical release forms
   8. Need to be completed and brought with you on trip
   9. Chaperone guidelines
2. Your assigned trip leader will contact you to go over your trip and begin your acquaintance.
3. Review the Student Behavior Guidelines with your students and parents.
4. Your Travel Specialist will be in touch regularly to address your needs.
5. Be aware of weather conditions that may affect your travel; your Travel Specialist will be monitoring this also.
6. Be sure your transportation to your departure point is organized and confirmed (for your return as well).
7. Call the day before and confirm your flights; your Travel Specialist will confirm this also.
8. Allow extra time at your departure airport.
9. Be sure all participants are advised again of departure and meet times.
10. Keep all of your paperwork with you as you travel, especially tickets and medical release forms.
11. Hand out Name Badges after meeting to depart but before departing.
12. Make sure everyone has some sort of travel snack with them.
13. Review carry-on rules for airlines. (Link to FAA list)
14. Your Travel Specialist will give you any last minute tips for your group.

On Your Trip :

1. Your Trip Leader will work with you to execute a well planned coordinated trip.
   
   
2. What you can expect from your Trip Leader:
   
   
   1. Confirmation of all stops on your trip
   2. Organization of your group
      
      
      1. Set meet times
      2. Set wake up times
      3. Be sure chaperones know their roles
      4. Work out group logistics
      5. Inventory group
      6. Suggest dress for the next day
   3. Narrative about your destination
   4. Manage any tickets you may need for entrances to stops
   5. Interface with vendors to ensure quality performance
   6. Handle all unexpected occurrences
   7. Knowledge of emergency services in your destination
   8. Someone you can rely on in any situation
   9. Keep your group on track
   10. Consult with you should there be a need or desire to change your itinerary
   11. Make decisions with you for your variable trip details
   12. Although our trip leaders are knowledgeable and fun, their first priority is a safe, well organized trip, so they may lower their fun quotient to increase your safety quotient
3. Be aware of students’ demeanors. You know your students and can spot and correct something before it becomes an issue.

Enjoy!