WHAT TO KNOW BEFORE YOU GO

PRE-TOUR PLANNING
Jessica Taylor, Experienced Group Leader

WWW.THEWELLTRAVELEDTEACHER.COM

MY STORY

WWW.THEWELLTRAVELEDTEACHER.COM

YOUR ROLE BEFORE TOUR

RECRUIT

COMMUNICATE

PREPARE

RECRUIT
START AS EARLY AS POSSIBLE

Families need time to plan and save

Encourage students to ask for financial support for birthdays/holidays
Possible travelers can take advantage of early enrollment incentives.

IDEAS TO RECRUIT:

Nomination Letter
EF posters in hallways
Video on school news
Advertisement in school newsletter/newspaper
Decorate an empty trophy case or display
Set up a table at open house
Print business cards with trip info
Word of mouth is the #1 recruiting tool!

RECRUIT

RECRUIT
RECRUITMENT RESOURCES

Your GL website (through www.eftours.com)

Enrollment materials mailed by your TC
Steal everything from my website (www.thewelltraveledteacher.com)

IDEAL GROUP SIZE

Set a goal for number of travelers in your group...fill that bus!

Use the "plus 3" rule (this will put you in the safe zone with your free spots

KNOW YOUR DEADLINES

To-do list and reminders on your GL website!
Your TC will remind you too!

RECRUIT
DECIDE ON YOUR POLICY FOR CHAPERONES/FREE SPOTS
RECRUIT ONLY QUALITY CHAPERONES!
Travel experience is helpful
Problem solvers
Kid-centered
Positive, upbeat
Time conscious
Follow directions well

HAVE A CHAPERONE ORIENTATION

Make sure you are all on the same page
Explain physical demands of travel
Explain duties and responsibilities
Set your "non-negotiables"

FUNDRAISING
PARENT COMMITTEE

Have the parents plan and execute fundraisers

Parents need to handle and distribute all funds
My official role is to communicate to everyone about the fundraiser
Students can sign up on our group website

FAIR (AND ORGANIZED) SYSTEM

Decide how funds will be distributed

Make sure that you are organized and transparent
Keep a paper trail!

FUNDRAISER IDEAS

Do what works!
Steal ideas from www.thewelltraveledteacher.com

ORGANIZATION
U S E Y O U R GL W E B S I T E A T E F T O U R S . C O M
Contact information for all your travelers
Group Status Report: payment details, insurance, optionals

BINDER FOR PAPERWORK

I use a binder to stay organized, and have one divider per traveler
I keep a copy of:
Copy of passport
Behavior Agreement
Medical Information
Emergency Contact Info

COMMUNICATE
CONTACT YOUR GROUP REGULARLY WITH REMINDERS

Remind them about passports, checking balance, fundraisers, upcoming meetings

Stay in touch, to keep them enrolled!

ELECTRONIC RESOURCES

Group email newsletter

Create a group website (check mine out at: www.raiderworldtraveler.weebly.com)
GroupMe app
Remind Text Message Service (formerly Remind101)

TWO WEEKS BEFORE TOUR: YOUR TD

Watch for an email from your TD before your tour.

Communicate his/her info to the group before departure

COMMUNICATE
GROUP MEETINGS TO PREPARE FOR TRAVEL
Meeting #1 = Life on Tour: What to Expect
-Icebreaker, learn names
-Handout all paperwork (return at next meeting)
-Serve a European style breakfast

Meeting #2 = Safety
-Pick roommates (rooming list templates on my website!)
-Money/currency
Meeting #3 = Packing
-Turn in all tip money
-Pack a bag, and unpack during meeting show show helpful techniques
-Boys/girls/adults mini meetings
Meeting #4 = One week until departure!
-TD Info
-handout backpacks
-Handout parent packets (hotel/flight/emergency contacts/copy of passport)

EDUCATIONAL CONTENT
HAVE STUDENTS RESEARCH TOUR DESTINATIONS
Suggested reading or films, or guide books
Learning assignments/google image search/1 minute report
Accreditation (ask your TC about this)
Project WeShare (ask your TC about this)

MAKE THE TOUR DESTINATION COME ALIVE

I have a short ppt presentation and language lesson at each meeting

Show short youtube videos
I give away prizes to the student who can answer questions about our
destination(s).

PREPARE
PAINT THE PICTURE" FOR YOUR TRAVELERS

"

Tell them what the day-to-day was like on your FITT

Think about all of the things that seemed new and unfamiliar to you

REITERATE THE FLEXIBLE NATURE OF GROUP TRAVEL

Tour/date changes
Inclement weather
Flight delays/transportation issues

PREPARE THEM FOR CULTURAL DIFFERENCES

language challenges I give them little "cheat sheets"
hotel rooms smaller, possibly no elevator
food smaller portions, and new things
SET THE EXPECTATIONS WITH ADULTS

PREPARE

ITEMS TO COLLECT

Copies of Passport
Tip Money
Medical Authorization Form
Copy of Insurance Info (if not purchasing EF Insurance)
Behavior Agreement

WHAT TO TAKE WITH YOU

Medical form(s)
Copy of each passport
Parent contact numbers
Small first aid kit with OTC pain relievers/upset stomach medication.
Extra converters and adapters
Trash bags (to cover luggage in rain)
Duct tape
Pens (for customs declaration)
Expo marker (I write reminders on the mirror each night)

DEPARTURE DAY
My group meets at the school several hours before departure.
Travelers go through a "pre-check in check in."
Chaperone's help with bags and passing out information.
1. Weigh and tape bags
2. Check carry-ons for possible security issues
3. Passout Hotel Cards, Copies of Passport
4. Practice our "Pairs 'n' Squares"
5. Passport Check
6. "Huddle" to go over last minute details
7. Load the shuttle to the airport.

You must be at the airport 3

hours before departure!

DON'T FORGET IT IS YOUR JOB TO...

RECRUIT

COMMUNICATE

PREPARE

Stay in contact with your TC during the "pre tour" time period.
Setting expectations pre-tour will make things run smoothly on-tour.
Remember: Its an adventure! Stay positive!