For Trip Leaders
Highest Standards Of Professionalism
Planning a trip with your group
You know your group and what you want them to get out of the trip. We take it from there. It starts with a discovery call with one of our tour coordinators. Then our team gets multiple quotes for every part of the trip and builds a custom itinerary and price around your destination, dates, budget, and goals.
We book the air travel, charter motorcoaches, hotels, meals, tickets, and site visits, and we can arrange performances, workshops, and festival or competition entries. You recruit travelers, run the parent meeting with the posters and brochures we provide, and lead your group, with our own team available 24/7 while you travel.
Frequently Asked Questions
Getting started
How does the process work from first call to travel day?
- Discovery call. A tour coordinator talks through your dates, trip length, travelers, chaperones, meals, shows, activities, free time, and anything else your group needs.
- Quote and itinerary. Our team gets multiple quotes for every part of the trip, then builds your itinerary and price.
- Trip brochure. Once you approve, we create a brochure with the itinerary, inclusions, deposit schedule, and terms.
- Registration and travel. You hold your parent meeting, families register and pay online, and you travel.
How much of the planning do I have to do?
- We handle air travel, charter motorcoaches, hotels, meals, attraction and show tickets, site visits, gratuities, and the full day-by-day itinerary.
- Your role is recruiting travelers, running the parent meeting, and leading your group on the trip. A tour coordinator can travel with you on request.
Can the trip be built around our curriculum or performance goals?
- Yes. Every trip is fully custom to your destination, dates, budget, and goals.
Performance groups
Can you arrange performances, workshops, and festival or competition entries?
- Yes. We plan trips every year to cheer, drill, band, choir, and orchestra nationals, along with other events such as robotics competitions.
How are instruments, costumes, and equipment handled?
- It depends on your group and what you're bringing, so we plan it trip by trip.
- During planning, we'll talk through your equipment and build transport and storage into the itinerary.
Travelers and chaperones
Do I travel free, and how are chaperones covered?
- Chaperone expenses are covered based on the ratio you set with your tour coordinator during planning.
- Most groups choose one chaperone for every 7 or 10 travelers.
How do I recruit travelers and run the parent meeting?
- We provide marketing materials, like posters and brochures, to share with students and hand out at your parent meeting.
- Each trip brochure includes the itinerary, what's included, the payment schedule, and a QR code so families can register online right away.
What if we don't reach our minimum number of travelers?
- Each trip is priced for a minimum group size, shown in the brochure.
- If you come in under it, we work with you to make the adjustments needed to keep the trip running.
On the trip
Who do I call if something goes wrong?
- Our own team runs 24/7 emergency support.
- You'll have the personal cell numbers of the staff who planned your trip.
- Office hours are Monday to Friday, 8 a.m. to 5 p.m. Mountain Time.