1. Start the planning process early. Depending on the distance and cost, it is recommended to start planning one to two years out. Also, ask for student feedback, giving them options to choose where they would like to go. This leads to more student participation and establishes a stake in making the trip a reality. Be sure to keep your administration and parent organization in the loop from the very beginning. You do not want them caught off guard.
2. Contact an Educational Tour Planner. That’s where we come into the picture. The ARTS Festivals and Travel will customize your group trip to fit every need. Also, communicate frequently with your planner to make any adjustments to your trip during the front end of the planning process. This makes everything so much smoother than waiting until later. Always request a quote for fewer student participants with large groups. If more students decide to attend, the individual price will likely remain the same or even decrease a bit. However, a drastic change in trip participants and air or ground transportation could affect the individual group pricing with an increase.
3. Prepare parents, students, and administration for the trip details. Most school systems or entities will require you to get approval to take a trip. Be prepared to fill out any necessary approval documents well in advance.
4. Incorporate a portion of your trip into your curriculum. A festival performance, clinic, or college tour are just a few examples.
5. Make sure that everyone attending the trip knows the rules.
6. Begin assigning chaperones and volunteers. Design a plan for each to be responsible for a certain smaller group of students. They will function as your “support staff” throughout the trip.
7. Be prepared! Compile student medical release forms, emergency contacts, tour planner contacts, etc.
