How to Plan an Educational Tour
Tips for Planning a Successful International Field Trip
Nov 10, 2008
It may sound too good to be true: chaperone a group of students on a whirlwind trip through Europe in exchange for a free ticket to some of the world's most romantic cities. Most companies offer teachers travel at free or significantly reduced rates in exchange for organizing and leading a group of students, but before you dive head first into a three-week sojourn through London, Paris, and Rome, make sure you are fully prepared. Following some of the tips below is your first step to a successful tour.
Allow Time to Plan
You'll need lots of time to publicize your tour and enroll participants, hold meetings for travelers and their parents, ensure that all travelers have the appropriate documentation for the countries you plan to visit (e.g., passports and/or visas), and allow for travelers to raise the money needed to pay for the cost of the tour. It's a good idea to plan at least a year to a year and a half in advance so that you can take advantage of a full school year to prepare yourself and your students for the journey.
Choose the Appropriate Tour
Keep the needs of you and your fellow travelers in mind when choosing which tour you'll take, particularly when it comes to costs. Also, if you're planning your first tour, it's probably best not to opt for a 31-day grand tour of Europe no matter how enticing the itinerary sounds. Start small, with a tour that lasts no more than two weeks and takes in as few destinations as possible. A city break in London or Paris or a tour of Italy is a great way to get your feet wet, and you'll get a real flavor for your chosen destination this way.
Get Proper Approval
Most school districts require approval from your principal or school board for an international trip to avoid liability. You might also need to get approval for fundraising activities. Be sure to find out what your school district's policy is before publicizing your tour.
Be “Picky” in Your Selection Process
As you assemble your group of travelers, remember that you will be with these students twenty-four hours a day during the course of your tour. With that in mind, you probably won't want to spend every spare moment discipling a student when you could be enjoying the Tuscan landscape or admiring the Louvre's many masterpieces. It may be helpful to have a list of criteria in mind as you accept and/or recruit participants.
Set Clear Expectations
Outline your rules and expectations before your departure. Some students may think that because they are not in the classroom anything goes, but it is important to remember that you are still responsible for them. Most importantly, stick to the rules if they are broken and have a set of consequences in place.
Communicate With Parents
Make sure you keep parents informed about everything from the itinerary to your expectations while on the tour. Make yourself available so that parents can contact you with questions or concerns. This will probably be the first time that many of these parents have sent their children so far away from home, and it's natural for them to feel anxious or worried.
Be Flexible
No matter how meticulously you may plan your tour, there may still be the occasional “hiccup.” Last minute changes to the itinerary, in-country transportation issues, challenges with the local language: these are all minor inconveniences that you may encounter. Remember to go with the flow and, above all, have fun.
There are several tour companies that specialize in educational trips abroad – most notably, EF Tours, CHA Educational Tours, and Voyageur Educational Tours.
The personal and professional rewards of leading an educational tour can be invaluable, but the experience can turn into a nightmare without proper planning.
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