Special Information for Administrators

Simple Trip Budgeting and Planning for Administrators

During a student tour, administrators must ensure quality learning, student safety, effective communication, tight trip budgeting and dozens of other considerations. The potential repercussions for a negative event on a student trip are enormous and picking the right student travel company significantly minimizes that risk. For most administrators, the knowledge of traveling with students is limited, and most do not know the questions to ask or where to find the answers. Use the following list to see the most important questions to ask and where you can find the answers.

Planning

Never allow a teacher or a school employee to plan a trip or a tour

Never allow a teacher or a school employee to plan a trip or a tour. This may sound harsh, but in the event of a severe accident, a disaster or a serious student injury, everyone involved in planning that trip will be named in a lawsuit that could end your career and change your life forever. In our litigious society, it takes very little for an angry parent to bring a lawsuit down upon the school, the district, the administrator and the teacher or employee who planned the trip. Don’t risk your career on a task that is best left to professionals who carry all of the right insurance and safety requirements. The chance to save a few dollars is simply not worth the risk of self-planning a trip for students.

NEVER ALLOW A SELF-PLANNED TRIP. Call the Student and Youth Travel Association, the National Tour Association or the American Bus Association and speak to a professional concerning this matter. All will advise against the practice of “Do It Yourself” trip planning.

Safety

Make sure the company your group leader chooses follows all the proper safety requirements and is accredited by the local government, the government where they are based and any other appropriate trade organizations.

Make sure the company your group leader chooses follows all the proper safety requirements and is accredited by the local government, the government where they are based and any other appropriate trade organizations. Ensure that all guides have had appropriate background checks and hotels are in safe areas. A low-cost hotel in a bad area of your destination is a disaster waiting to happen. Insist on quality accommodations, transportation and tour guides.

Educational

It’s easy to ensure that every aspect of the trip has an educational component.

It’s easy to ensure that every aspect of the trip has an educational component. Not every day has to be filled with learning objectives and testing, but students can take some lasting knowledge from each experience. The key is that there is much to learn through travel, and every trip should give students some eye-opening lessons as well as immediate fun. Trust a tour company with experience incorporating this educational component into trips.

Reputation

Check to see how long the operator has been in business.

Check to see how long the operator has been in business. Many youth groups choose to travel with start-ups or companies that are new to the industry because they offer the lowest prices, but you could end up paying a lot more in the end. Many of these new companies go out of business after taking payment from students, leaving the group with nothing. Even when trips from inexperienced companies do take place, they are often plagued with so many errors and mistakes that students have a terrible experience.

A strong reputation and solid track record is important. You can check with national organizations like the Student and Youth Travel Association (SYTA) to see if the tour operator you are considering is a member in good standing. SYTA is the national voice for student travel and membership requirements are strict, ensuring a quality experience for students.

Financial

There should be complete transparency when it comes to collecting money from students.

There should be complete transparency when it comes to collecting money from students. Insist on open record availability and look for secure online payment opportunities. Fewer payments made by cash or check means fewer opportunities for fraud.

Testimonials

Don’t take the travel company’s word on service quality.

Don’t take the travel company’s word on service quality. Talk to others to find out about the quality of the student travel company. A good tour operator should be able to help put you in touch with administrators who have taken similar trips and will be honest with you about their experience.

Questions Frequently Asked By Administrators

Is there a liability waiver that parents must sign?

Our liability waiver form is located in your account area of our website. Each traveler must agree to the conditions of the waiver in order to be included in the trip. 

 

Category: Liability

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