secret guide to student travel
DESCRIPTION
The Secret Guide to Student TravelTRANSCRIPT
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Discover Student AdventuresYour Friends in the Student Tour Business
Student Adventures is committed to providing an exceptional educational travel experience that is safe, fun, and affordable!
We love helping teachers create life-changing experiences for their students. Our services are specifi-cally designed to make trip planning and organization a breeze!
We prepared the Secret Guide to Student Travel to help Trip Leaders navigate their way through their trip planning process. This guide walks you through every stage of planning the perfect student trip.
Throughout this document you will notice our commitment to safety and our teacher-friendly services. We welcome your feedback and thank you for making the decision to travel with Student Adventures as your student tour provider.
Visit us online: www.StudentAdventuresUSA.com
Charting the CoursePlanning the Perfect Student Trip
• Ten Easy Steps to Student Travel • Working with a Tour Consultant • Tips for Presenting to the Board of Education • Chaperone Training FAQ • Educational Support
Buried TreasureFundraising, Scholarships & Grants
• Tips for Fundraising • Fundraising Resources • Scholarships & Grants
Easy Track Online Tour Management™The ultimate service for trip registration, individual billing, online tracking and trip management
• The Ease of “Online Enrollment” • The Beauty of “Participant Billing” • The Simplicity of “One-Click Tracking” • The Power of the “Teacher’s Control Panel”
On the Road to Discovery
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Money MattersEvery matter related to money • How the Payment Process Works • The Protectors™ • Price Protector™ • Cancellation Protector™ • Protected Trust Account™ • Substitutions & Drop Polices • Trip Price & Fixed Costs • School Invoicing Options • Reconciliation Invoices
All AboardSecrets for Successfully Promoting Your Trip
• Ten Tips for Promoting Your Trip • Parent Meeting Tips • Promotional Parent Letters • Promotional Posters
Life on the RoadYour Student Tour in Action • Emergency Name Badge & 24 Hour Hotline • Packing Tips for your Trip • Your Tour Director • The Motorcoach, Driver & Bus List • Travel Groups & Bus List • Lodging & Rooming List • Nighttime Security • Restaurants & Attractions • Air Travel • Accident & Illness Insurance
It’s a WrapAfter the trip returns
• Teacher to Teacher Referral Rewards • Faces & Places Photo Contest
Teacher’s ToolboxHelpful forms and teacher tools
• Student Health Form • Musical Instrument List for Air Transportation • Worksheet for Hotel Rooming List – Students • Worksheet for Hotel Rooming List – Adults • 55 Passenger Motorcoach
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10 Easy Steps to Student Travel 1. Get Board of Education and/or Administrative approval
2. Sign and return the Student Adventures “Booking Agreement”
3. Plan Fundraising Activities
4. Plan and Conduct a Parent Orientation Meeting
5. Distribute Trip Information and Enrollment Materials
6. Create a Trip Promotion Plan
7. Make Scheduled Trip Payments
8. Select and Train Chaperones
9. Prepare Motorcoach Lists, Hotel Rooming Lists and Air Manifests
10. Conduct a Pre-Trip Orientation Meeting
Your Tour Consultant can provide more detailed information on each step. orking with a Tour Consultant
Student Adventures Tour Consultants are expert tour planners. They have experience in designing itineraries that are educationally focused and fun, and run smoothly.
Your Tour Consultant will provide a free trip consultation. You learn about Student Adventures’ services and have the opportunity to discuss your educational and travel goals. Following the consultation, your Tour Consultant will create a travel plan within your budget that meets your educational goals.
Upon request, your Tour Consultant will provide suggestions for the preparation of a proposal to gain approval to travel from the Board of Education and/or an Administrator.
Once the enrollment process begins, your Tour Consultant will be available to answer questions, tweak the itinerary if necessary, and assist you with any issues that might arise.
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Once you have made the deci- sion to travel, selected tentative dates and prepared an itinerary with a Student Adventures Tour Consultant, the Trip Leader should receive permission to travel from the Board of Education. We recommend including the following in your proposal:
• The Educational Value of the TripUse the proposed itinerary to prepare a list of edu-cational connections to topics that are taught in the classroom. The most common subject areas with educational tie-ins to museums and other venues are American History, US Government, English Literature, Science, and the Arts. Don’t forget to include the additional benefits that the students will receive, such as exposure, to the arts and different cultures, and performance opportu-nities, if applicable.
• The Safety Procedures for the TripAttach a list of the Student Adventures Safety First™ commitment to student safety so that the Board members will see that safety is the number- one priority for the group.
• The Accident & Illness Insurance CoverageInclude information on the Student Adventures coverage for any accident or illness that occurs during the trip.
• Price Protector™Include information on the pricing guarantee program provided exclusively through Student Adventures.
• Cancellation Protector™Include information on Cancellation Protector™ (Included free on all trips) and Cancellation Super Protector™ (optional coverage with an additional fee).
• The Protected Trust Account™Include information on the Protected Trust Ac-count™ that guarantees that all payments are safe.
• The Trip Payment ProcessDescribe the process students and parents will use to make trip payments (including cancellation fees that might occur).
• Organizational Procedures List the student and parent meetings that will be held to disseminate information. Also include information about the teachers and adult chaper-ones that will participate in the trip and the “buddy system” that will be used throughout the tour to ensure the safety of students.
In addition to the areas noted above, trip leaders may elect to include additional information on top-ics such as:
• School rules and participant eligibility require-ments applicable to the trip.
• School fundraising projects and the payment guidelines that will be used to finance the trip.
Upon request and availability, a Student Adven-tures Tour Consultant may be able to accompany the trip leader to the Board meeting to answer questions regarding company programs and poli-cies.
T ips for Presenting to the Board of Education
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electing & Training Chaperones
Because the majority of student trips are a classes or special groups (e.g. band or chorus), it makes sense for trip leaders to select teachers to serve as chap-erones. Not only are they familiar with the school behavioral expectations and policies, but they will also help ensure that safety remains the top prior-ity throughout the trip.
A Trip Leader can easily determine the number of chaperones needed for the trip by organizing the students into travel groups. Student Adventures recommends using the Buddy System to organize your group. The Buddy System is based on the premise that friends will want to travel together, ride on the same motorcoach and stay in the same hotel room.
Since students are assigned to hotel rooms in groups of four, Trip Leaders should begin the orga-nization process by pairing two students together as a travel group, and then putting two travel groups together to form a room.
The next step is to create a chaperone group. The most common alignment is to pair eight students (two rooms) with one chaperone. The chaperone will be responsible for his/her group throughout the trip, ensuring that the students remain togeth-er while touring museums and other venues.
Therefore, based on this organizational example, if you had 40 students going on the trip you would need five chaperones. To take the example one step further if your group was from a middle school or high school, you would select teachers from the daily schedule of classes that the stu-dents attended.
The final step in the organization process is to as-sign travel groups and their chaperones to a mo-torcoach. The most common motorcoach holds
55 passengers. Based on the example above, 46 individuals would be assigned to the motorcoach (40 students, five chaperones and the trip leader).
Note: To achieve maximum trip value, the trip lead-er should encourage an additional eight students and a chaperone to register for the trip, resulting in a tour group consisting of 48 students, six chaper-ones, and the trip leader.
haperone Training FAQ
Q: Why do teacher chaper- ones need training?
A: The main reason is be- cause a student trip oftentakes the teacher out of his/her comfort zone. Classroom teachers are responsible for deliver-ing the curriculum and creating a positive learning environment. They may have no experience with supervising students on a motorcoach, in a hotel, or during the tour of a museum. They also typical-ly do not have experience handling minor medical issues or dispensing medication.
Q: When should chaperone training take place?
A: Get the group together several days prior to departure. The closer you are to the actual event, the more meaningful the training. Trip leaders frequently schedule the chaperone training ses-sion to coincide with a student and parent pre-trip orientation meeting.
Q: What topics should be included in a training session?
A: The purpose of chaperone training is to review the itinerary, trip rules, and chaperone expecta-tions. A secondary purpose is to discuss health
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and safety procedures and the communication system that will be in place during the trip.
• Reviewing the Itinerary: The trip leader should walk the group through the itinerary, taking time to discuss travel rest stops, the hotel check-in process, room supervision, curfew times/wake-up calls, and meal procedures.
• Trip Rules: Because this is an extended field trip, all of the daily school rules and behavioral ex-pectations are applicable. There is one major ex-ception. The trip leader should meet with a school administrator to establish the consequences for a serious behavioral violation (e.g. theft, alcohol, drugs). Most schools notify the parent(s) and have them pay for the student(s) to return home immediately.
• Chaperone Expectations: The top prior-ity for a chaperon is the safety of his/her group. That means the chaperone and the student group must remain together during the tour of a mu-seum or similar venue. In addition, the chaperone must conduct a hotel room check each night and make sure that the students follow the established schedule the next morning.
Chaperones are responsible for enforcing the trip rules. This expectation is a normal extension of the teacher’s daily classroom behavior and should occur naturally.
Chaperones are responsible for dispensing pre-scription medications to any student(s) in their groups. To assist the chaperone, parents are told to pack the medication(s) in a zip-lock baggie with a daily schedule and to print the student’s name on the outside of the bag.
Finally, chaperones are expected to follow the school field trip rules and to refrain from using pro-fanity, smoking or drinking alcohol during the trip.
• Health and Safety Procedures: All of the school health procedures for field trips should be followed. Schools normally have their own health forms that can be distributed to parents prior to the trip. In the event that your school does not have a health form, Student Adventures has a generic health form for your use.
If a student becomes ill during the trip, the chaper-one will contact the student’s parent for guidance and, if necessary, use the medical coverage infor-mation on the health form to receive treatment at a clinic or hospital.
During the trip all of the participants are protected from an unforeseen accident and/or injury by theAmerican Income Life Insurence Company.
• Trip Communications: As part of Student Adventures’, Safety First™ program, every trip participant will have a lanyard and name badge that includes a 24-hour emergency toll-free num-ber. Chaperones should distribute the badges to their groups as soon as the trip departs and in-struct the students to add the emergency number to their cell phones.
Your Tour Director will have a cell phone, emer-gency numbers, and the contact information for every stop on the itinerary.
Prior to the trip, the trip leader should prepare a telephone fan-out system that is similar to the in-clement weather system used to contact parents. The fan-out system should be used to inform par-ents about any changes in the itinerary as well as the time when the group will return to school.
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Q: Does Student Adventures have any special travel recommendations or tips for chaperones and trip leaders?
A: Yes! We recommend the following:
• We strongly recommend adding nighttime secu-rity service for your trip. This optional service will ensure the safety of the students and allow chap-erones and other adults to get a good night’s rest.
• Appointing one chaperone to serve as the bus leader on each motorcoach used for your trip. These individuals will serve as the main contact with the Tour Director and will disseminate impor-tant information to fellow chaperones.
• Developing a simple motorcoach attendance system that will allow a chaperone to quickly iden-tify each student and speed up departure times. The most common one is counting heads while walking from the rear to the front of the motor-coach.
• Taking an emergency first-aid kit on each mo-torcoach that is stocked with items such as band-aids, gauze, tape, Aspirin, and sunscreen.
• Allocating funds to purchase cases of water that can be stored beneath the motorcoach and distrubuted at rest stops. Proper hydration is extremely important especially during warmer weather.
• Reminding students and chaperones that the group may encounter street vendors and pan-handlers while touring major destinations such
as Washington, DC, New York City, and Chicago. They need to know that many of the street ven-dors are unlicensed and are selling cheap imita-tion jewelry, sunglasses, clothing, etc.
ducational Support for your Trip
Student Adventures recom- mends visiting the websites of the museums and venues that you will be touring to access their on-line teacher resources. There are a wide variety of educational tools available to prepare your students for the trip.
www.StudentAdventuresUSA.com contains a list of many sites organized by destination.
For groups traveling to Washington DC, your school will receive:
We’ve developed these exclusive lesson plans specifically to enhance the educational value of your tour of Washington DC.
Gettysburg • Government • Museums • Memorials & Monuments
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T r av e l Dyn a m ics
Lesson Plans for Student Travel
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Tips for Fundraising
Fundraising is a common prac-tice used to help parents and students reduce the out-of-pock- et cost of a school trip.
The following tips should be considered for Trip Leaders interested in fundraising:
• Start Early:Once you have determined when your student group will be traveling you should immediately develop a fundraising plan. It’s quite common for schools to begin these projects seven or eight months prior to the event. Getting a jump-start on fundraising gives everyone the opportunity to be successful.
• Set a Goal:Always set a fundraising goal that matches your financial needs. For example, if you want to offset 50% of the price of the trip for each trip partici-pant, you can easily compute the total amount you will need to fundraise.
• Do What Works:Stick with a program that works for you. Whether it’s donations by local businesses in coupon books and/or discount cards, or working with a traditional fundraising company, select the pro-
gram that you’re comfortable with.
If you decide to use a fundraising company we recommend selecting one that does not require upfront fees and gives you at least a 75% return on the dollar.
• Communicate with Parents:Long before the fundraiser gets started, the trip leader needs to notify the parents about the upcoming activity. Send a letter home explaining the project and how the funds will be used to pay for the trip. It’s also a good idea to get parental permission for student participation in the activity.
Send a letter to parents following the fundraiser to explain the dollar amount that was raised and the amount that each participant is receiving.
• Use Prizes to Motivate:Building excitement with the students and parents about your fundraising project is the key to suc-cess! Many fundraising companies offer prizes to the top sellers. We recommend displaying them in a showcase for everyone to see.
Our website contains information on fundraising and links to popular sites, including Green Fund-raising options.
www.StudentAdventuresUSA.com
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cholarships & Grants
SYF “Road” Scholarship: The SYTA Youth Foundation (SYF)established the SYF “Road” Schol-arship program in 2002 to award funds to students who, for various
reasons, are unable to afford the cost of their group’s travel. Based on the belief that travel is essential to a complete education, it is the SYF’s goal to make a positive difference, through travel, in the young lives of our global citizens. Each year the SYF awards 30 or more scholarships to deserving students. Scholarships are awarded based on circumstances and need as document-ed in the completed application form, which is available on their website.
Nomination and Eligibility Rules:The application must be submitted by a teacher, adult group leader, school administrator, parent, or other adult familiar with the student and the scheduled trip. Students cannot apply directly for a SYF Road Scholarship. Only one SYF “Road” Scholarship will be awarded to a single trip. The scholarship will not exceed $1,000.00 (U.S.D. or equivalent) per recipient.
Applicants: • Students and youth aged 25 and under
• Must be participating in some form of student/youth group travel
• Must demonstrate need or circumstances that prohibit them from affording the cost of their group’s travel program
• Must not be a relative of a SYTA member or SYF Trustee
• Must not be a relative of a Association Manage-ment Group owners or employees.
Application Deadlines:There are three application deadlines for Road Scholarships and applications will only be accepted online:
• Applications for the September 1st deadline will be accepted August 1-31. The scholarships will be announced on October 15th.
•Applications for the December 1st deadline will be accepted November 1-30. The scholarships will be announced on January 15th.
• Applications for the April 1st deadline will be ac-cepted March 1-31. The scholarships will be an-nounced on May 15th.
For further information go to:www.sytayouthfoundation.org
rants Trip Leaders that are dedi- cated to raising monies to offset trip costs should as- sign an individual(s) to seek grant funds and other dona-tions. It takes time and research, as well as grant writing experience, to find donors and grantees to support your trip.
One approach is for the Trip Leader to write a let-ter describing the trip and the educational value. Volunteers then distribute the letter to local busi-nesses, churches, and organizations.
Consider local foundations when applying for a grant. The close ties of the foundation to the travel group can be a powerful influence on the decision.
We also recommend searching the web for grants offered on a state or national level.
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Buried Treasure
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Easy Track™ is not quite Magic, but trip leaders think it comes pretty close!
• Easy Track Online Tour Management™ is the ultimate service that features participant trip registration, individual billing, online tracking, and tour management.
• The Ease of “Online Enrollment”Every trip participant receives a username and password to enroll for the tour online. No forms to fill out or spread sheets to create. It’s green and easy!
• The Beauty of “Participant Billing”Student Adventures will bill and collect monies directly from each trip participant. The days of teachers collecting and tracking payments are long gone. This service is truly beautiful.
• The Simplicity of “One-Click Tracking”Every trip leader has tour information at their fingertips 24 hours a day, seven days a week! With a click of a button, the details of enrollment, itineraries, rooming lists, and payment information are available in real time! It’s so simple an 80 year old could do it (with a little help from a six-year-old).
• The Power of the “Teacher’s Control Panel”Trip leaders have the power not only to access information, but to control important aspects of trip plan-ning, such as making changes to motorcoach and rooming lists, assigning hotel rooms, and communi-cating with participant via email either individually or in groups. Trip Leaders at Student Adventures are given powerful tools to help manage trip planning.
• The Easy Track Online Tour Management™ service is offered exclusively for customers of Student Adventures.
Just like magic, the lives of trip leaders have become a lot easier!
Once you book your trip, you will receive a username and password to access EasyTrack ™. Your Tour Consultant will assist you if you have any questions about using this service.
Online Tour Management
Easy Track Online Tour Management™
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ow the Payment Process Works
Student Adventures will create a payment schedule for your group. A typical schedule will include an
initial deposit, plus two to three payment dates. The payment schedule can be flexible depend-ing on the specific needs of the group. Please discuss your payment expectations with your Tour Consultant.
Guidelines:
• Student Adventures provides “Individualized Billing” as part of the Easy Track Online Tour Man-agement™ service. Participants will register and make all payments online for the convenience of the Trip Leader and the group.
• In most cases, the initial payment will be due 60 days from the date on your “Booking Agreement.”
• The remaining payments will be evenly distrib-uted throughout the payment period.
• The final payment is due 60 days prior to depar-ture.
• Tours must be paid in full within 45 days of de-parture or will be in jeopardy of canceling.
Who are the The Protectors™ ?The Protectors™ work in tandem to protect your investment in student travel in three ways:
• Price Protectors ™• Cancellation Protector ™• Protected Trust Account ™
All customers of Student Adventures are auto-matically enrolled in the Price Protector™ pro-gram at no charge.
What is Price Protector™?Price Protector™ is a pricing guarantee program. It protects your group from price increases that may be charged by hotels, restaurants and desti-nation attractions after you book your trip.*
Simply stated, once you return a signed Booking Agreement, Student Adventures will secure your quoted rate and protect your group from inflat-ing prices. Now please keep in mind that after booking, if you change dates, alter inclusions, or change the number of trip participants, your price will need to be adjusted accordingly.
With Price Protector™ in your corner, it pays to rebook your trip early each year to ensure that your group will travel with the lowest possible price.
* Price Protector™ excludes fuel surcharges and fluctuations in the exchange rate for foreign travel.
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Cancellation Protector™Student Adventures believes that it is important to protect families from unforeseen circumstances that would require a person to cancel his/her tour reservation. For this reason, we provide every trip participant with options to protect the investment they make in educational student travel.
Every tour participant that registers for a Student Adventures Tour is automatically covered by Can-cellation Protector™ at no charge, and for a small fee, trip participants may upgrade their level of protection to Cancellation Super Protector™.
Cancellation Super Protector ™ (Available for a small fee)Cancel for any reason up to 24 Hours prior to departure and receive a full refund less the cost of protection. This protection excludes non-refund-able airfare if purchased on your behalf.
This service is offered at the time of enrollment only. Pricing does vary based on your group’s trip itinerary. This offer will be clearly defined during your enrollment.
Cancellation Protector ™(Included at no charge)Student Adventures will happily refund the trip participant the amount paid less the non-refund-able registration fee and cost of airline ticket (if purchased) if the trip participant cancels due to the following:
A: The trip participant incurs an injury that would be aggravated by travel or would prevent him/her from participating in scheduled tour activities.
Written documentation by a physician is required.
B: The trip participant develops an illness that would prevent him/her from traveling or would be contagious to other trip participants. Written documentation by a physician is required.
C: Death of trip participant or an immediate family member up to the time of departure. Certificate of death required.
D: The trip participant is required to serve on a jury, or subpoenaed as a witness in a legal action during the scheduled time of the tour. Documentation required.
E: The trip participant is directly involved in a traf-fic accident while en route to the point of departure which prevents his/her from traveling. Documentation required.
F: The trip participant’s home becomes uninhabitable by any natural disaster including flood, fire, hurricane or earthquake. Documentation required.
If the trip participant or an immediate family mem-ber becomes seriously ill, or there is a death of an immediate family member during the trip, any missed travel arrangements which were part of the tour will be refunded for that student. If the entire trip cancels within 60 days of booking, the non-refundable fee for Cancellation Super Protec-tor™ will also be refunded!
With Cancellation Protector™ in your corner, your investment in educational student travel is pro-tected for the most common cancellation reasons and Cancellation Super Protector™ provides the additional peace of mind knowing that you can cancel for any reason, no questions asked.
Group Cancellation Protector™(Included at no charge)Group Cancellation Protector™ will protect your group against the arch enemy of student tour planning: Low Enrollment.
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As a Trip Leader, you may cancel your tour up to 60 days after booking for any reason. Your group will receive a full refund less any non-refundable deposits to vendors made to secure tickets and reservations. Please note that Students Adven-tures has excellent relationships with vendors and will work hard to recover any payments made on your behalf.
If your group cancels more than 60 days after booking, your group will receive a full refund less any non-refundable deposits to vendors made on your behalf and the $25 individual non-refundable registration fees paid by individuals.
If the group cancels within 90 days of the sched-uled departure, there will be a service charge of 10% to cover the administrative and operational costs incurred. The good news is that we will apply this fee as a payment on a future trip if it departs within 12 months of the original departure date.
Please Note: Student Adventures will make ven-dor payments on your behalf to secure the best pricing and availability for items like airfare and show tickets. Non-refundable vendor payments are typically made soon after your initial deposit
is made. Some vendors, such as hotels, may charge penalties for cancellation within 90 days of departure. Each vendor has different polices.
Protected Trust Account ™As part of our protectors program, a Protected Trust Account™ is provided for all our customers.
As an added peace of mind, you’ll be pleased to hear that every dollar that we collect for your tour will be deposited directly into a Protected Trust Ac-count™. These monies may only be used to make vendor payments for your trip. This added level of protection ensures that your money is safe and your tour is secure.
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Protected trust account ™
ubstitutions & Drop Policies
Trip Leaders may make a substitution of one student for another up until the trip date. The new participant must pay in full before a refund is made to the dropped partici-pant. The dropped participant forfeits the $25 non-refundable deposit. There will be additional charges if the change results in additional room charges. There will be a form the Trip Leader must sign to provide authorization of this change.
After alerting the trip leader, Student Adventures may drop participants who have not submitted pay-ments after the 2nd payment date. Student Adventures will create a wait list and allow Trip Leaders to select participants from this list at their sole discretion to fill vacancy spots.
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chool Invoicing Options
Student Adventures offers two invoicing options:
1. Individual Billing (recommended)
Our Easy Track Online Tour Management™ service allows each participant to register online. Student Adventures will bill and collect monies directly from each trip participant. This one-click tracking feature allows Trip Leaders to monitor payments, and it assists Student Adventures in collecting payments. 2. School Billing Student Adventures will send invoices to the Trip Leader or an other individual designated to col-lect and track student payments. Whole group payments will be made directly to Student Adven-tures according to the installment schedule in the Booking Agreement.
Fundraising Disbursements Regardless of the invoicing program, the Trip Leader must determine how the fundraising mon-
ies are to be applied to each participant’saccount.
After the fundraising activity has concluded, the Trip Leader should prepare an alphabetical list of those individuals receiving monies and send it to Student Adventures with a school check or money order.
It’s not uncommon for a second payment to occur at a later date. It’s important to remember, howev-er, that all fundraising payments must be received no later than 60 days prior to trip departure.
econciliation Invoices
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R After your trip returns, you will receive a Reconcilia-tion Invoice if there are any unpaid balances on individ-ual accounts or there were
changes that occurred during the trip that affected the total cost of the trip.
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Money Mattersrip Price & Fixed Costs
Fixed costs are trip expenses that remain unchanged regardless of the number of trip participants. Fixed Costs may include nonrefundable tickets such as theater tickets and airfare, motor coach, nighttime security guards, and guide services. If the trip count falls below the original budgeted counts set by the Trip Leader, the school will be responsible for covering the fixed expenses as outlined in the Booking Agreement. If fixed costs become an issue, your Tour Consultant will discuss solutions. Some
options for covering fixed costs include:
A: Adding an additional fundraiser
B: Adjusting the trip itinerary
C: Recruiting additional participants
D: Increasing the final payment amount for each participant
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All Aboard
T en Tips for Promoting your Trip
Trip promotion is one of the most important stages of preparing for a successful student travel experience. Initially, a well pro-moted trip will create excitement, resulting in increased student participation. A promotional drive will also sustain parent and student interest over time primarily due to the continuous flow of information being distributed. Consider the follow-ing ideas for your promotional drive:
1. The most popular promotional device is using the school website to announce trip information. The site typically contains the trip itinerary, enroll-ment and payment details, fundraising informa-tion, contact information for the trip leader(s), and a link to Student Adventures: www.StudentAdven-turesUSA.com
2. Use the school newspaper to provide bi-weekly or monthly trip updates to parents. This is a good forum to announce special trip meetings and re-minders about important deadlines.
3. Prepare posters and fliers for classroom bulle-tin boards that will serve as constant reminders of the big event and keep excitement high.
4. Select a prominent hallway showcase to adver-tise the trip. Include pictures from previous trips and information brochures from venues the group will be touring. It’s a good idea to use the show-case to promote your fundraising project and to display any prizes that students can win.
5. Hold an informational parent meeting to kick-start an important stage in the trip process (e.g. Trip Enrollment & Fundraising).
6. Hold class and/or grade level assemblies to keep the students actively involved in the trip pro-
cess. These sessions can be used to distribute forms and to hand out letters and/or permission slips.
7. Teach pre-trip lessons and classroom activi-ties that focus on particular aspects of the trip. The use of educational connections will increase student interest and establish a basic educational focus. If you are travelling to Washington, DC, please use Travel Dynamics ™: Lesson Plans for Student Travel – Washington, DC Edition, provided exclusivily to customers of Student Adventures.
8. Prepare a student trip journal that is divided into itinerary segments and contains focus ques-tions on important museums and venues.
9. Use the Student Adventures website to access valuable information and links to fundraising tips and educational support.
10. Continually update all information and fre-quently communicate with parents!
arent Meeting Tips
Parent meetings are effective communication techniques and an easy format for the Trip Lead- er to dispense vital information. A Trip Leader should plan on conducting at least two parent meetings to ensure a successful trip.
The following tips are effective for any parent meeting:
• Designate a large group area for the meeting such as a school cafeteria or gymnasium. Re-member that the size of the group may require a PA system.
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P• Schedule the meeting in the evening to accom-modate working parents.
• Prepare handouts and/or information packets for distribution to parents.
The initial parent meeting should coincide with the start of a fundraising project and the enrollment period. Consider:
• Including these items in the parent packet: the trip itinerary, enrollment procedures, the individual cancellation policy, accident & illness insurance information, and fundraising procedures.
• Preparing a PowerPoint presentation that in-cludes curricular tie-ins with museums and ven-ues on the itinerary, pre and post trip learning activities, and photos and testimonials from previ-ous trips.
The second parent meeting should be held ap-proximately one week prior to the trip. Consider:
• Including these items in the parent packet: up-dated itinerary, trip rules and behavioral expecta-tions, chaperone groups, motorcoach and room lists, a health form, name tags and emergency contact information, and a suggested packing list.
• Providing copies of any educational activities for the trip (e.g. journal questions, scavenger hunts).
• Providing trip check-in information and motor-coach guidelines for food and drink.
• Providing an informal opportunity for parents and students to meet with their chaperone(s).
All Aboard
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arent Letters
Student Adventures will help you promote your school trip by creating a customized parent let-ter that you can send home with each student.
Each letter will contain specific information about the trip including:
* Destination & Touring Dates* Itinerary Inclusions & Highlights* Trip Cost & Payment Schedule* Information about Student Adventures* Trip Registration Information: Including a User Name and Password* Enrollment Deadline* Trip Leader: Contact Information
Your personalized Parent Letter will be provided after you book your trip.
romotional Posters
Customized posters are avail-able for many of the most popu-lar student destinations. These posters will include your trip dates and the contact informa-
tion for the Trip Leader. You can display them throughout the building to provide trip information and create excitement.
To learn if posters are available for your tour des-tination, please contact your Tour Consultant.
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mergency Name Badge & 24-Hour Hotline
We provide each trip participant with a lanyard and name badge that includes a 24-hour emergency toll-free phone number. As an additional safety precaution we encourage each participant to add this emergency number to his/her cell phone.
Trip Leaders are encouraged to distribute name tags at the onset of the trip. Nor-mally this can take place on the motorcoach while the rules (e.g. No gum chewing
allowed, no glass containers allowed, all passengers must remain seated while the coach is moving, etc.) are being reviewed.
Students should be advised to never leave the tour group without permission from a chaperone. They should also be advised to tour museums and other venues with their roommates.
If anyone becomes separated from the group they should immediately go to the main entrance or simi-lar location that was designated by a chaperone as a group meeting point.
If a student does not make contact with a chaperone or other group members within the expected meeting time, they should be instructed to remain where they are and call the emergency toll-free number. A Student Adventures representative will assist them in reuniting with the group.
acking Tips for your Trip
Before you begin to pack for your trip, remember that all participants are allowed one suitcase and one carry-on bag for both motorcoach and airline travel. Student Adven-tures recommends using a lightweight suitcase with wheels. This will make it easier to move throughout the airport and hotel. Carry-on bags must be small enough to fit under a seat on an airplane or in the overhead bin of the motorcoach.
Prior to packing, check the weather forecast for your destination: www.weather.com
Tips for your Suitcase:You should pack personal items, clothing/accessories, and other items in your suitcase. A good rule of thumb is to lay out all of the things you are considering packing to make sure you don’t forget anything.
Personal Items: ○ Toiletries & Cosmetics ○ Medicines ○ Sun Glasses & Sun Block
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Clothing: ○ Underwear: Pack for each day of the trip plus one emergency pair ○ Shoes(3): A comfortable pair of shoes for walking, a nicer pair for a special evening occasion, and flip-flops for the hotel ○ Jeans ○ Shorts (Weather permitting) ○ Dress slacks ○ Skirt and top or dress for females ○ Dress shirt for males ○ T-shirts and/or collared shirts ○ Sweater, windbreaker, or sweatshirt ○ Lightweight Jacket ○ Pajamas ○ Bathing Suit
Other: ○ Travel Umbrella or Poncho
Tips for Your Carry-On Bag:Your carry-on bag should contain valuables, travel items, and an emergency change of clothing (Air Travel Only).
○ Camera: Don’t forget to enter the Faces & Places Photo Contest! ○ Identification (Passport, Birth Certificate or Photo ID) ○ Spending Money ○ Essential Toiletries (Remember the 3-1-1 rule for Air Travel) ○ Medications ○ Cell Phone and Charger ○ iPod and Charger ○ Glasses or Contact Lens ○ Reading Materials ○ Pen or Pencil
Additional Tips:
○ For motorcoach travel it’s a good idea to bring your own pillow.
○ Suitcases are stored under the motorcoach and not accessible during rest stops. Participants should be reminded that they will not have access to items in their suitcases until arrival at the hotel.
○ Participants should be reminded not to leave valuables in the hotel room while the group is touring. The only exception is to store them in a room safe (if available).
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our Tour Director
Student Adventures wants each of our groups to have a fun-filled, educational and safe experience. To assure that you will have a great experience we will assign a Tour Director to ac-company your group on your trip. The Tour Di-rector will oversee your trip and facilitate arrivals and departures from attractions, restaurants, and hotels.
A Tour Director is responsible for managing the trip and will also help make adjustments in the itinerary that might be necessary during the trip. The Tour Director has experience working with motorcoach drivers, local guides, and hotel opera-tors. He/she will call ahead to confirm reservations and arrival times. Your Tour Director will help make your trip a breeze and allow you to focus your at-tention on engaging with your students.
Even though Tour Directors are familiar with the destination and the sites you will be touring, it’s important to note that Tour Directors are not lo-cal guides and should not be expected, nor are allowed, to provide historical information and/or overviews of museums and attractions.
The majority of Student Adventures Tour Directors will meet you at your departure location and re-main with the group throughout the trip. For some of our tours, the Tour Director will join the group at the destination. Regardless of the arrangement, the Tour Director will contact the Trip Leader prior to the trip to introduce him/herself and exchange contact information.
otorcoach & Driver
Student Adventures only uses coaches from reputable and depend- able student transport- ation specialists. Coaches come in one size: 55 seats. They are equipped with a PA system, air-conditioning and a restroom. They have DVD players and monitors stationed throughout the seating area.
Student Adventures only hires and contracts student-friendly drivers with impeccable driving records. We provide a detailed copy of the trip itinerary and important contact numbers to each driver.
ravel Groups & the Bus List
The Trip Leader should orga- nize the students into travel groups. Student Adventures rec- ommends using the Buddy Sys- tem to organize your group. The Buddy System is based on the premise that friends will want to travel together, ride on the same motorcoach and stay in the same hotel room.
Since students are assigned to hotel rooms in groups of four, Trip Leaders should pair two students together as a travel group, and then place two travel groups together to form a room.
The final step is to assign travel groups and their chaperones to a motorcoach. The most common motorcoach has 55 or 57 seats.
Please use the seating chart for your group in the Teacher’s Toolbox, located toward the back of this guide, to prepare your bus list.
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odging & Rooming List
Student Adventures only uses well-known hotels that are student-friendly and have high safety standards. In order to provide the best value for your trip, students will be placed in
quad rooms and adults in double rooms. Addi-tional fees for singles, kings and queens, if avail-able, are the responsibility of each individual.
We ask that the student rooms do not contain mini bars, are non-smoking, or have connecting doors, and have windows that are secured. We also request that the student rooms are located on one floor and that pay TV and local/long distance telephone services are turned off.
Trip Leaders are responsible for preparing a rooming list that clearly delineates male rooms, female rooms, and chaperone rooms. We request the rooming list be clearly printed and include both the first and last name of each participant. Trip Leaders will be asked to submit the list to our office.
Approximately two weeks prior to arrival, the rooming list will be sent to the hotel. The hotel staff assigns rooms and prepares copies of the
master list for the Trip Leader and the chaperones. A worksheet is available in the Teacher’s Toolbox, located toward the back of this guide, to assist Trip Leaders in preparing a rooming list.
ighttime Hotel Security
Trip Leaders frequently se- lect private nighttime security as a tour package option. They want their chaperones to relax each night knowing that the students are safe and secure within their rooms.
When you select the nighttime security option, a local security company provides guards that are on duty throughout the night. They monitor all of the student rooms and will contact the trip leader if a problem arises.
The guards will also keep a Security Log during the shift so that the Trip Leader can conveniently deal with any minor room problems the next morning.
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estaurants & Attractions
Restaurants: Once you have made the decision to travel, you will need to determine the types
of restaurants and attractions that will be included in your itinerary. As the Trip Leader, you will make decisions regarding your trip meals, primarily which meals will be included in the overall price and which meals (if any) will be paid for individu-ally. The major variable in this decision is always staying within a desired budget. Student Adventures recommends selecting res-taurants that are student-friendly. One of the most common dining options for student groups is a food court. Located on major interstates, in shop-ping malls, and specialty shopping areas, food courts contain a wide variety of food types.
Another popular option for student groups is the one price, all you can eat buffet such as Golden Corral and Old Country Buffet. These restaurants provide a wide variety of dining options and can easily accommodate large groups.
Many Trip Leaders include a dinner and enter-tainment combination on their itinerary. These locations provide a meal followed by a theatrical production or a DJ and dance. Popular examples include a dinner theater or cruise on the Potomac in Washington DC, restaurants with live entertain-ment in New York City or Chicago, and theme restaurants in Florida.
Meal options will vary based on the destination, the group size, and your travel budget. Your Tour Consultant will work with you to include dining op-tions that best match your specific needs.
Attractions:Student Adventures recommends visiting attrac-tions that provide educational connections to
topics that are included in the school curriculum. For example, the Memorials and the Smithsonian Museums in Washington DC, as well as Gettys-burg, Historic Jamestown, and Williamsburg are excellent educational destinations to learn more about American History and government.
Most student destinations also have special educational programs available to visiting groups. For example, Chicago, New York City and Walt Disney World® Resort offer classes and clinics for bands, orchestras, choirs, and drama troupes. Special science programs are available in Florida, Boston, and at National Parks throughout the country.
After you have determined the attractions that best meet your goals, you should also consider whether the tour will include professional guides or docents. These individuals enhance the visit by providing historical information and reinforcing classroom instruction.
Many Trip Leaders include a theatrical produc-tion or a visit to a theme park or water park in the itinerary. These fun activities provide a break from the educational attractions and are appreciated by all of your group’s participants.
The cost of attractions varies greatly by type and destination. Many attractions in Washington DC offer free admission, while other popular muse-ums, aquariums, and zoos in major cities charge an admission fee. Your Tour Consultant will ar-range for a group discount if you are including these venues in your itinerary.
Every major destination offers student groups out-standing educational opportunities and fun activi-ties. Your Tour Consultant will review these op-tions with you and you in selecting the attractions that best mesh with the classroom curriculum and the tour budget.
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irline Travel
Student groups electing to travel by air should be reminded that since 9/11 many regulations have been enacted to ensure the safety of all air travelers. The follow-ing information will assist you in preparing for air travel.
Air Travel Basics
Identification: Adult passengers 18 and over are required to show a U.S. Federal or state-issued photo ID that contains: Name, date of birth, gender, expiration date, and a tamper-resistant feature. Ac-ceptable ID’s include a passport, driver’s license or other state photo ID issued by a Department of Motor Vehicles, “Trusted Traveler” cards (NEXUS, SENTRI, FAST), or a Permanent Resident Card. Passengers under 18 are required to have one of the following: Certified copy of their birth certificate, federal, state or local photo ID, or a passport.
Luggage: Each passenger is allowed one carry-on and one personal item. All other luggage must be checked. Carry-on luggage must meet airline size requirements. Personal items include purses, laptops, and briefcases. Checked luggage is subject to specific standards (weight and size). The majority of U.S. airlines also charge a luggage fee for each checked bag. Consult your airline regarding the fees and regulations.
Tip: In order to assure that you easily locate your luggage at baggage claim use a clearly identifiable name tag and/or other personal identification device such as a colorful strap. Student Adventures will provide luggage tags at your request.
3-1-1 for Carry-Ons: A limited quantity of liquids, aerosols and gels are allowed to be carried on the aircraft. Each passenger is allowed to bring as many of these items as long as they fit into a 1-quart clear, plastic zip-lock bag. Passengers must remove these items from their luggage at the se-curity check point so they can be sent through the x-ray machine.
Prohibited Items: All sharp objects, tools, sporting goods, guns and firearms, martial arts and self-defense items, and explosives and flammable materials are prohibited.
Musical Instruments: Passengers may bring musical instruments as either carry-ons or as checked baggage. Check with your airline to ensure that the musical instruments meet the size re-quirements for the aircraft. As a rule, brass instruments must be checked; stringed instruments, within carrier size limitations, may be carry-on items.
Tip: All checked instruments will be screened by security personnel. Please include a short set of writ-ten instructions for handling and repacking.
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The Airport:
• Your group should plan on arriving at the airport approximately two hours prior to departure. This will allow ample time for baggage check and passage through the security check point.
• Upon arrival, collect your group and proceed to the check-in counter for your airline. Ask the nearest ticket agent whether the group should use the general check-in line or a special group line.
• To expedite check-in, have the students line up alphabetically. Remind the group that the agent will ask for a photo ID and applicable baggage fees. Individuals are responsible for their personal baggage fees.
• Proceed to the nearest security check point. Remind the group that the TSA agent will ask for a photo ID and a boarding pass to pass through security.
• To expedite passage through the security check point, place the following items in the plastic contain-er provided by the airport: keys, coins, jewelry and other metal items, cell phone, coat or jacket, laptop computer, camera, briefcase, purse, shoes, and liquids, aerosols and gels.
• After passing through security immediately proceed to the departure gate. Make sure that everyone has his/her own boarding pass and remind the students that FAA regulations require all travelers to sit in their assigned seats.
Other Important Items:
Name Manifests: Approximately 45 days prior to departure you will be asked to provide a passen-ger manifest. Please list all passengers alphabetically by the proper name on their identification.
Name Changes: Once the manifest has been submitted the airline will charge a fee for any name changes (substitutions). These fees are the responsibility of the tour group. Prior to submitting a name change, please contact your Tour Consultant for assistance.
Cancellations: Cancellation policies are determined by each airline. Once a ticket has been pur-chased there are generally no refunds. If this occurs with your group, please contact your Tour Consul-tant for assistance.
Travel Delays or Cancellations: Travel delays or cancellations are determined by the FAA and the airline. Each airline has specific weather-related and/or mechanical policies, with the ultimate goal of getting all the passengers safely to their destination.
Student Adventures will not assume financial responsibility for delays and/or cancellations beyond the conditions specified in the Booking Agreement. We will assist the group by adjusting the itinerary as needed by contacting vendors to reschedule activities.
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Life on the Roadccident & Illness Coverage
Student Adventures protects all trip participants by providing an accident and ill-ness plan. Student Adventures covers 100% of the premiums for this coverage. There are no participant costs or deductibles. Student Adventures purchases this policy through American Income Life Insurance Company who is rated A+ Superior by A.M. American Income Life has been a SYTA associate member for over 10 years and has insured student travel companies for over 30 years.
A sample of the coverage contains:*
- Expenses incurred within 52 weeks of the date of Accident for Medical or Surgical Treatment, X-ray charges, Hospital Confinement, Ambulance Expense and Prescriptions.
- Dental expenses incurred within 52 weeks of the accident involving only Natural teeth.
- Medical and Hospital Expenses for Illness manifesting itself on the day or days this policy is in force.
- For Medical Expenses from a list of specific diseases listed on the Table of Benefits.
- For losses within 100 days of accident which result in loss of life.
- For losses within 100 days of accident which cause loss of both hands or both feet, or one hand and one foot or the total and irrecoverable loss of sight of both eyes.
- For losses within 100 days of accident which cause loss of one hand or one foot, or loss of sight of one eye.
Medical providers are paid directly, or can be reimbursed directly by families for bills they have already paid. Parents appreciate avoiding out-of-pocket medical expenses which can exceed the cost of an educational tour. Leaders and chaperones appreciate the peace of mind in knowing potential problems with parents or guardians have been avoided.
* The benefits listed above are provided by a third party. Each benefit is individually listed on a Table of Benefits. Some restrictions apply. Details of this coverage and benefits can be provided upon request. Student Adventures pays for the premiums of this policy on behalf of all trip participants but is not re-sponsible for claims.
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eacher-to-TeacherReferral Rewards
Teachers that travel with their students receive the greatest rewards a teacher can have: to see their students get excited about learning.
Teachers that haven’t taken an educational tour with their students are missing out on what their colleagues are experiencing. (The highest level of Maslow’s hierarchy of needs, “Self Actualiza-tion”)
We hope that every teacher who believes in the educational value of travel will spread the gospel to other educators. We ask that you will consider recommending Student Adventures if you’ve come to appreciate our staff and services.
As a way of thanking you for referrals, we’ve cre-ated the Teacher-to-Teacher Referral Rewards Program.
For every person that you refer to us that travels, we will provide you with a choice of three rewards based on your school’s policies and interests:
1: Cash is King Rewards: Student Adventures will provide you with $250 cash to use on your trip for your students or for classroom supplies.
2: Green Planet Rewards: Student Adventures will donate $300 in your name or the name of your school to an environ-mental charitable organization of your choice.
3: Educational Travel Scholarship: Student Adventures will provide a $350 travel scholarship for a student on any future Student Adventures tour.
Here’s the fine print: To be eligible for any of these rewards, your referral must be a teacher
who we have had no previous contact with. Re-wards are paid after the referred school pays in full and travels. These rewards are only valid for referrals who book overnight travel. Other restric-tions may apply. This offer may be revised or ended at any time at the sole discretion of Stu-dent Adventures. There is no limit to the number of referrals a person may receive. Student Adven-tures is grateful for each teacher you recommend and thanks you for your referral.
aces & Places photography contest
We’re encouraging everyone teachers, students and trip chaperones to let your creativity run wild.
1st Place: $200.002nd Place: $100.003rd: Place: $50.004th Place: $25.00
Honorable Mention:Sorry, no cash but we will mention your photo in a most honorable way!
The rules are simple:
1: Take a photo when you are traveling on a Student Adventures tour.
2: Please Include:* Photographer’s Name* Destination* School Name * Photo Description* Email Address
Your photo will be judged on:* Composition* Originality* Subject (destination attraction or people having fun)
Please visit www.StudentAdventuresUSA.com to submit your photo.
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Student Name: _________________________________________________________________________Street: _____________________________City: ____________________________ Zip: ______________
TO WHOM IT MAY CONCERN: I, the undersigned, being the parent, legal next of kin, or legal guardian of ___________________________, hereby authorize any necessary medical treatment for this person while participating in the___________________________________________ Trip. I guarantee payment for services rendered.
MEDICAL INSURANCE CARRIER: _________________________________________________________CONTRACT NUMBER: __________________________________________________________________
1. Allergies: ○ Food (please state specifics): __________________________ ○ Bee ○ Latex○ Medication ○ None ○ Other: ___________________________________
Do you carry Epinephrine? ○ Yes ○ No2. Asthma: ○ Yes ○ No Do you carry an inhaler? ○ Yes ○ No3. Diabetes: ○ Yes ○ No Attach instructions as needed.4. Special medical problems. (If none, please state)
__________________________________________________________________________________5. Does participant require medication that needs to be given during the course of the day?(If none, please state) ____________________________________________________________________6. Name of Family Physician or Healthcare Provider: ___________________________________________7. Office Address: _______________________________________________________________________ City: __________________________ State: _______Zip: ___________ Phone: ____________________
PLEASE PRINT
PARENT/GUARDIAN NAME: ____________________________________________________________PARENT (S) ADDRESS: ________________________________________________________________
FATHER: PHONE – Home: __________________ Work: __________________ Cell: _______________MOTHER: PHONE – Home: __________________ Work: ___________________ Cell: ______________
My son/daughter has my permission to be a part of this trip.It is understood that he/she will be subject to all rules, regulations, and supervision of the chaperones.
PARENT/GUARDIAN SIGNATURE: _____________________________________________________________________________________________
This form must be returned to your Trip Leader or Chaperone prior to trip departure.
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On the Road to Discovery
HEALTH INFORMATION
STUDENT HEALTH FORM
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Musical Instrum
ent List for Air Transportation
Trip Leader: ______________________
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e of School: ______________________
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hone: ______________________ N
ame of A
irline: ______________________
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Worksheet for a H
otel Room
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ooms
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55 Passenger MotorcoachNote: To provide the best student supervision, chaperones should be distributed evenly throughout the coach.
Driver
Restroom
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