Congratulations! Your team just swept Regionals and is now invited to compete at Nationals… which is over 2,000 miles from your school. You’ve planned travel for your family before, so how hard could it be to plan it for 25 or 50 or 100 students? Depending on the nature of your trip, the planning itself may only be marginally harder. More importantly, there is also a risk factor involved when dealing with children that aren’t your own should something go wrong.
At EdCo, we work with coaches and teachers as they are fundraising for these big trips. “EdCo is designed to help teams raise up to 3X’s more than traditional fundraisers. Since many of our teams fundraise to travel, we formed a partnership with Super Holiday Tours because they have transported more than half a million students across the globe to places like New York City, Washington DC, and Orlando, says Nathan Spevack, Manager of Strategic Partnerships with EdCo. With that in mind, this blog will outline the elements needed for a smooth-running trip. Further, we’ll share a few good reasons why one should pass the reins to a professional group travel planner. It can be difficult to attempt to independently manage flights, ground transportation, lodging, meals, etc.
- Ground transportation
- Registration Fees
- Any uniforms or costumes needed
- Arranging visits to area attractions/historic sites
- Tallying costs and arranging outside funding and student payments
With the day-to-day job a team leader has, travel arrangements is only one responsibility. Just as EdCo makes fundraising easy for teams, engaging a student travel agency, like Super Holiday Tours and STYA can lift the trip planning burden. It also helps to eliminate the risk, enhance the experience and provide another level of safety.
Here’s how a Student Travel Planner can assist
Start to Finish Trip Planning
Let someone with local destination knowledge plan your time. From hotels to restaurant reservations, and local sightseeing, they create the entire itinerary. Let them book the travel and handle everything for you.
Handling, recording and managing money for groups is no small feat. Student travel agencies will process online payments from individual travelers. Kirk Troen, Managing Director of Super Holiday Tours, plans hundreds of school tours annually. “Processing payments from participants, negotiating rates, and paying for meals and local attractions ahead of time is where trip leaders are especially grateful for our services. We save them the hassle of planning a trip budget, keeping track of money, and awaiting reimbursement for out-of-pocket expenses.”
Everyone loves a deal! Often trip planners secure lower rates for ground transportation and local attraction tickets.
Local Guidance and Expertise
Many trip planners will include a representative to travel with you to ensure everything runs smoothly should a flight be cancelled, or some other issue arise. And if you do not have a guide with you, you have 24/7 access to someone who can deal with travel issues.
Students learn from experiences and a tour company can incorporate an educational component into trips, which is important. A lot can be learned through travel, and every trip should provide students with some ah-ha moments as well as immediate fun.
Often overlooked, one must consider liability. A student travel company can shield the teacher or coach from personal responsibility should an accident occur.
With everything team leaders have to worry about for their teams, travel doesn’t have to be one of them. The more tasks you can hand off to experts like Super Holiday Tours and EdCo, the more you can free yourself up for being a more effective leader to your team.
About Super Holiday Tours
Super Holiday Tours has over 40 years of experience taking performing groups, marching bands and student groups across the world! To find out more information about their services, please visit their site here.