Whether you are a band, choir, orchestra, senior class, specific club or even just a well put together group of students, our primary goal as a tour operator who specializes in student trips, is for each member of your group to be able to enjoy the benefits of travel. Efficiently funding a school trip requires understanding the critical role of early deposits, the allocation of payments to secure trip components, and the shared financial responsibility among all participants to ensure a successful and affordable travel experience.
Our work on your trip begins long before the initial contact. We continue to grow our knowledge of student friendly destinations by attending trade shows, conferences, and Familiarization trips. We keep informed of new and exciting attractions, restaurants, and hotels. Once we receive an inquiry from a parent, teacher, booster or even student we get to work on putting together an itinerary and proposal that highlights the best part of whatever destination you have chosen.
Before the first deposit is made, we are already booking some of the components such as hotel rooms, motorcoaches, or flights. Because the student market primarily travels in the springtime, things book up quickly. We urge trip leaders to plan and get out the information & cost on the trip as soon as possible, this way there is more time to come up with the funds. Planning early equals cheaper rates, most of the time. First deposits are used to hold the hotel, motorcoaches, and/or seats on a flight. Most parents do not understand that when they cancel the spot that was held for their traveler, the other travelers cover the cost of that unoccupied seat. Bus cost stays the same no matter how many are on it.
As deposits are made to your tour operator, they are in return made to the individual suppliers that the group will be visiting. Itineraries continue to change as all aspects of the trip are confirmed and put into place. Making on time and multiple payments keeps the traveler on track and ensures that there is not a large lump sum due close to the trip.
Fundraising, scholarships, and grants can be used to offset some of the costs of the trip. Travelers can even seek help in their community from businesses or family members. Working summer or after school jobs can take some of the burden off the family’s financial commitment.
The final payment date is crucial as we finalize participant counts to the suppliers and ensure the rooming list is correct. The trip itself is of course the highlight of all the planning on both sides. Even after the trip, the tour operator’s work is not complete, we continue to follow up with the group leader on any feedback and follow up with suppliers on any outstanding commitments. Then, conversations can start on next year’s trip!
Author: Amie Shuler, CSTP
