The Lesson Plan for Travel Educational Tours Inc. 1-800-654-4560
Index Purpose of travel...1 Choosing your travel company...2 Choice of destinations & gaining support...3 Costs of travel...4 Fund raising...5 Booster Support...6 Director roles...7 Chaperone roles...7 Student roles...8 Educational Tours, Inc. roles...9 Transportation company roles...10 The trip... 11 Traveling home...13 Notes...14 i
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PURPOSE OF TRAVEL Many groups travel to enrich their music program by experiencing performance opportunities outside of the local community. First and foremost, performance or competition goals can inspire all involved to raise the bar; be it musical groups, dance groups or drama groups. Travel is an important influence and allows students to begin experiencing the professional side of music education. They can begin to discover the variety of ways in which one can build a career in music. Furthermore, the experience of travel, in close quarters with your peers, is an education in itself. A group experience can enhance the ability of the students to work together. Travel experiences allow students to build a strong sense of pride in themselves and their local community by demonstrating their talents while performing for the enjoyment of others. Other groups travel for educational purposes to visit some of the fine museums, theaters, historical sites and science centers across the country. Honor Societies often travel for incentive and reward purposes. Travel allows students to practice and sometimes experience for the first time many important skills independent young adults need, such as: packing efficiently, navigating airports or acclimating to motor coach travel, learning to check in and out of hotels, being solely responsible for their personal needs and budgeting their money just to name a few! These personal achievements are very important, and the group grows closer as students are challenged to show consideration for others by putting their individual preferences aside to benefit the whole. Group travel provides many enriching opportunities for all students and, for some, is their only chance for such experiences. Travel is fun as well as educational. Experiencing new things, places, and joyful times will leave everyone with memories that will last a lifetime. 1
CHOOSING YOUR TRAVEL COMPANY Educational Tours, Inc. (www.tours-eti.com) has specialized in student travel since 1983, providing tens of thousands of students with enjoyable, worry free experiences. The variety of resources at our disposal will aid in the planning and ensure the success of your trip. Check our website for a list of references available for you to confirm that our service and quality are of the highest level and the best value. Educational Tours is a supporting member of SYTA, the STUDENT & YOUTH TRAVEL ASSOCIATION of North America, whose purpose is to set standards and to help students and young people experience the social, cultural and educational value of travel. This non-profit professional association is part of our team to represent the best interests of student and youth travel. We are proud to be one of Disney s top-30 student travel providers, and enjoy a special relationship with the Disney Staff. Because of this, we benefit from special consideration in regards to the performance opportunities and educational needs of our clients at both the Florida and California locations. The #1 objective of Educational Tours, Inc. is the safety and protection of your group. Our liability coverage and consumer protection plan puts your mind at ease where insurance, financial protection and safety come into play. We also provide private nighttime security personnel at every destination to ensure the safety of every individual. Our experienced staff will work for you every step of the way. Your own individual Trip Coordinator will guide you through the paper process and arrange your performances to complete your travel plans. Our on site Tour Manager will see to your needs throughout the duration of the trip. 2
CHOICE OF DESTINATIONS & GAINING SUPPORT An experienced Travel Consultant will assist you in selecting the perfect destination for your group depending on your preference for: the type of performance venue; competition; clinic or educational experience; specific theater or symphonic opportunities; amusement activities; and even a climate preference. Next, choosing your travel dates and determining your budget will complete the picture. Once your Travel Consultant is familiar with your needs, they will be able to customize a trip specifically for your group and determine what destinations will give you and your students what you are looking for. Determining the interest of your students is very important. Now that you have appropriate destinations in mind, it s time to get your students and administration on board. To simplify the process and ensure an enthusiastic majority, we strongly recommend giving them no more than two choices. After determining your destination, getting approval from the principal and/or school board should be your next step. 3
We will assist you in gaining the support of your administration by providing detailed information about your destination and activities. Your Travel Consultant will be happy to speak with any administrator who has questions regarding the trip. COSTS OF TRAVEL 40% Transportation 15% Activities 15% Meals 30% Accommodations How much is a trip? This question is very similar to asking How much is the blue car?. What you choose to have included will determine the cost of your trip, just like ordering an automobile with your choice of included accessories will determine that price. Your mode of transportation, type of hotel, meals (most directors prefer breakfast and dinner), festivals, clinics, equipment requirements, theater, and sightseeing all make up the cost of your trip. We present you with a package price based on negotiated and confidential rates that we have with our suppliers. These negotiated rates enable us to offer you a quality trip experience at a value you would be unable to secure on your own, so leave the planning to us! Our Accounting Department will be flexible with your payment schedule to help work around your fund raising 4
events, but may need to call if funds are required to make deposit deadlines with our vendors or to purchase nonrefundable items such as theater tickets. There are some variables to consider when presenting the price of the trip. You may choose to increase the price somewhat to cover some expenses for your chaperones. Also pay special attention to how many people the trip is based on. A drop in numbers will leave you with empty bus seat charges, and increasing the price per person a few dollars at the beginning can avoid charging the additional cost later. In the end, if you have a surplus, you can always give it back as spending money or add something extra into the trip such as an additional meal. Remember, advanced planning allows for a higher percentage of participation. The earlier you plan the more confident students will be that they have time to attain their financial goals. FUND RAISING Professional fund-raisers would be more than happy to give you many suggestions for your group. Attending your local music educator s conference, where products are displayed and tested or tasted, is a good opportunity for you to become knowledgeable of the possibilities. Directors sometimes prefer to organize their own fundraisers. Some schools put on concerts and charge a small admission. Spaghetti dinners or pancake breakfasts are also popular fund-raisers. Another idea is to have the students sell their time by the hour for yard work in the fall or spring. Many directors have come up with unique ideas by brainstorming with their students to assess what the group will be enthusiastic about. Some local businesses may offer contributions if asked. 5
BOOSTER SUPPORT Booster organizations are a great asset to many programs. There are many ways for boosters to assist in your travel preparations, not to mention that you also have a ready source of reliable, dedicated chaperones. Some popular booster activities include record keeping for your fund raising, setting up phone trees for quick communication of departure and arrival times (which the top person of the phone tree can learn from our 24 hour 800 number), organizing and keeping track of student involvement in your activities, and assisting with organizing and packing your equipment for travel. ETI has learned in working with many directors experienced in travel that while booster involvement greatly enhances your program, the destination and activities of your trip should remain the decision of the director and students. After all, the trip is for the students, and as the director you understand the educational needs of your group. 6
DIRECTOR ROLES As a director you wear many hats! Having chosen Educational Tours, Inc. as your travel planner, the details can be left to us. If you are a performing group, your main job will be discussing the performance and clinic requirements with your Trip Coordinator. Sending us the necessary applications and audition materials and making sure the students are prepared for the event is your job. The travel planning is our role, but your role in seeing that we get a timely rooming list (60 days prior to departure) is crucial to us in finalizing the details of your trip. CHAPERONE ROLES We suggest one chaperone for every 10 students as a guideline. Some groups choose to charge chaperones the full price and others subsidize; this will be your decision. Although they will have an enjoyable experience and perhaps visit a destination they have not been to before, chaperones must realize that this is not their vacation. You will be depending on them to help supervise throughout the trip. Each chaperone should be responsible for a predetermined group of students. Give each chaperone a detailed list of their duties, which could include helping with counts on buses at departures, helping the day of performance with uniforms, and bed checks at night before the security guard takes over. One lead chaperone can be in charge of carrying the medical release forms in case of emergency. Also, a chaperone who is a nurse can be an additional asset to the group. Chaperones should be made aware of the importance of their responsibilities as soon as they are chosen and well in advance of the trip. 7
STUDENT ROLES Students should take part in choosing a destination that is educational as well as fun. If they are a performing group, being prepared should be the number one consideration. They also have a responsibility to participate fully in the fund raising and to make their agreed payments in a timely manner. Roommates should be chosen early to assist in the rooming list preparation. A posted sign-up sheet can be an aid. During travel, students should also be aware of their responsibilities: follow directions, be on time, care for their property, be thoughtful of others by acting in a safe and responsible manner, attend all activities listed on the itinerary and be proud representatives of their community. Though the trip is not a vacation it is a privilege and a time for them to grow closer, have fun, and make memories to last them a lifetime. 8
EDUCATIONAL TOURS, INC. ROLES We will customize an itinerary for the destination of your choice to include: 1. Performance arrangements 2. Transportation arrangements (air or motor coach) 3. Student friendly hotel services 4. Private nighttime security, chaperones can sleep and students are protected 5. Meals per your request 6. Sightseeing included per your preferences 7. Experienced company Tour Manager(s) will meet you upon arrival at the destination and be with you to make your travel plans run smoothly. Our Tour Managers are not local guides and will not give verbal commentary of the area. Their job is to handle all the logistics necessary for each event during your trip and to work with you in making any adjustments necessary for weather or traffic or other events that may occur. 8. The Educational Tours, Inc. 800 number is available to you 24 hours a day. You will also be given the cell phone number of the Tour Manager so that you can tell them of your arrival time and reconfirm your meeting point. 9
9. We will inform you, where applicable, of any necessary ID or paperwork requirements needed for participation on the trip. Some foreign exchange students may be required to have a visa in addition to a passport for International travel. 10. All sights and services are pre-inspected to ensure the quality we require as a company and to ensure you have an enjoyable travel experience. TRANSPORTATION COMPANY ROLES In today s world, airline companies have complete control over schedule changes and security measures, making travelers rights very limited. Flying is somewhat more expensive than motor coach travel, but in long distances, it is still the choice for comfort. Flying will save you from having to travel through the night on a motor coach but because of required early check in times and the possibility of delays, no scheduled activities can take place on the first day. Also, large groups may have to split up onto more than one flight. Airport security requires picture ID for all students18 and over and can be purchased at any Secretary of State office. Student ID is advised. Groups must arrive two or three hours prior to flight departure, depending on the time of day you travel, to clear security and check-in. Sometimes a group may have a parent who has connections and is able to secure the air transportation for the group. We have no problem with a group providing their own air transportation, but ask that you keep in mind that the number of passengers arriving and departing on flights should be kept to busloads of 50 55 passengers to ensure that extra costs are not necessary for transporting the group to and from airports. 10
Our motor coach companies meet specific requirements for insurance liability and safety. Our history with these companies tells us they are conscientious in employing student friendly drivers. It is the driver s responsibility to be familiar with your destination through their experience and /or local maps. Your itinerary takes into account the ICC rules for safety regarding the hours a driver may drive and be on duty. Changes that you may request while traveling that would increase hours beyond legal limits, such as staying at a destination later than planned or leaving earlier than planned, cannot be allowed for safety reasons. Educational Tours will always put safety first when developing your travel plans with the motor coach company. THE TRIP The planning is done and you are on the road! Students and chaperones should be assigned to a specific bus during the trip (if you have more than one) for easy verification that all are present. You may choose to have assigned seating for overnight trips or a boys bus and a girls bus, or half and half. Changing buses without permission could result in a student being left behind or a delay in accounting for everyone. A count or role call should take place each time you board the bus. We request that you contact us twice during travel, once to advise our 800 number service 11
of your departure time and second to advise your Tour Manager when you are two hours from arrival. The Tour Manager will advise our 800 number of your arrival time (for the parents or phone tree) and make any necessary adjustments in the event you are arriving late or early. If you or a chaperone are planning to have a cell phone with you, please give the number to your Trip Coordinator in case we need to contact you while in transit. The Tour Manager will request a short meeting with you and/ or the chaperones on the day of arrival to discuss details and thereafter as required. Some flexibility is built in for your performance or activities but some events that are preplanned cannot be changed. Our Tour Managers share their knowledge of the destination with the drivers upon your arrival and work as a team throughout the trip to preplan. Upon joining you, the Tour Manager will need to have the seat on the bus behind or across from the driver for the duration of the trip. Additional Tour Managers, needed for large groups, would also require the seat behind or across from the driver on their bus. The lead Tour Manager is to be on the coach with the director and will coordinate communications with any additional buses. Throughout the trip, our Tour Manager will work with vendors to ensure that the services we have contracted are delivered properly to your group. Also, they will work with you and the chaperones to keep the group aware of and on time for their scheduled events. 12
TRAVELING HOME Well it s over and everyone had a good time. The performance was successful and all are anxious to get home and share their experiences. Your Tour Manager will call our 800 number, 24 hour service and give them your departure time. Don t forget to call the 800 number when you are two hours from home so the parents can get that information from our service. Prior to departure you will receive a Report Card that we hope you will fill out and return to us after traveling. We want to hear your comments and we need your feedback to continue offering top quality services. 13
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