Important Trip Dates
Deposit Dates
The trip agreement lists the dates the deposit amounts are due. Certain confirmed reservations need early deposits. These are the dates that you agreed upon with your travel consultant. They are extremely important for the following reasons:
- All reservations are considered tentative until money binds the agreement.
- Receiving your deposits on or before the due date allows our staff to send in the required deposits to guarantee the motor coach reservation, hotel rooms, attractions and restaurants.
Failing to meet deposit due dates with suppliers jeopardizes the reservations which could result in major disappointment for your students and chaperones.
Rooming List Date
Rooming lists must be received 45 days prior to departure. This is of vital importance for three reasons:
- It allows the hotel more time to prepare for meeting the needs of your group and keeping rooms together.Keeping your group’s rooms side-by-side on the same floor with no other hotel patrons in-between is our priority. We have selected your hotel because it has worked closely with us in meeting these needs in the past.
- It allows our accounting department to generate a final invoice. A late rooming list generally results in a late final payment.
- It finalizes your rooms at the hotel. In addition, it allows the hotel to release rooms that are not being used and gives them enough time to resell them.
Final Payment
The last of the important dates to consider is your final payment. Receiving this on time permits our staff to complete the pre-trip preparations for your tour. Paying the balance to transportation companies, hotels, and attractions is the best way to ensure the availability for your group.
When we receive the final payment our production team can prepare the tour packet for your professional tour leader. This packet contains reservation forms, meal tickets, admission vouchers, and payment vouchers. The final payment tells us how many people will be on the trip. Therefore, the packet cannot be prepared accurately without these final numbers. Early receipt of your tour packet gives the tour leader more time to review the itinerary, recheck the number of tickets and verify reservations.
**When final payments are late, payments to suppliers must be postponed and preparation of your tour packet is delayed. In some cases, reservations could be cancelled without notice.**
Important Forms
Accounting Form
The accounting form is useful for tracking your payments. Please submit your accounting form with your payments. An accounting form is unnecessary if you are sending a school check for payment. Please feel free to use your own form.
Deposit Form
The deposit form is very important for properly crediting your account. Every year we have several schools with the same name. A properly completed deposit form clarifies which school is making the deposit. Your deposit form should accompany all payments.
Refund Request Forms
In the event of a cancellation, this form must be used to request a refund. All request forms must be signed by the group leader acknowledging the amount to be paid and instructing us on whom should receive the check.
We will not share information regarding your trip with parents or other parties without first receiving permission from the group leader. We ask that the group leader inform of when a parent has been instructed to work directly with us.
Medical Treatment Consent Form
This form authorizes emergency medical treatment for a tour participant and must be signed by a parent/guardian.
Flight List Form
This form must be completed by groups traveling by air to their destination. It is used by our travel agent to make airline ticket reservations. All passenger information on this form must exactly match the information on their photo identification. If the information does not exactly match, TSA may prohibit boarding.
Download the Flight List FormRooming List Form
It is extremely important that we receive your rooming list 45 days prior to departure. We request that you follow these instructions when completing the rooming list form:
- Assign students and chaperones to rooms in the order you would like the hotel to assign them.
- Assign four students per room.
- Do not place your adult/chaperone rooms at the end of your list. Hotels will not take the time to intersperse these rooms amongst the students. If you do not know who the adults will be put chaperone room on your rooming list and indicate the number of male or female chaperones in that room. We suggest that the adult rooms are positions near the rooms they will be assigned to supervise.
- Designate all adults and chaperones with -CHAPERONE after their name.
- On multiple bus tours, please include the bus number of the participants next to their name.
- Submit your completed rooming list a minimum of 45 days prior to departure.
Special Reminders
- Complimentary rooms are double occupancy.
- Paying students and adults choosing not to stay four per room will be required to pay a room occupancy supplement.
Airport Departures
Considerations
- Check your airline website for carry on rules: 3 oz. liquids, etc. and bag fees.
- Tag all luggage with identification prior to arriving at the airport.
- We suggest that the group leader check with the airline supervisor regarding luggage check-in (They may have a location just for your group).
- After exiting the plane, follow signs to baggage claim to meet your guide and motorcoach.
Flight List Form
This form must be completed by groups traveling by air to their destination. It is used by our travel agent to make airline ticket reservations. All passenger information on this form must exactly match the information on their photo identification. If the information does not exactly match, TSA may prohibit boarding.
Download the Flight List FormThings to Consider
Chaperone Room Considerations:
All adults receiving a complimentary trip package are assigned rooms based on double occupancy. Additional paying adults will be assigned rooms based on quad occupancy. A double occupancy supplement will be charged if they want two people instead of four in a room. The double occupancy supplement cost can be found on your proposal and trip agreement after the five price categories.
In planning your price, please consider the gender of your chaperones. If you have one male and one female requiring two rooms instead of one, our accounting department will bill you for two single occupancy supplements. Our price covers all complimentary packages on a double occupancy basis.
Take these considerations into account at the beginning to avoid surprises. If you have any questions, your travel consultant will be happy to help you.
Additional Resources
Hosting a pre-trip meeting? Feel free to download, edit, and use our pre-trip presentation. It’s one less thing to prepare!
Download Pre-Trip Presentation
Want to advertise your trip in your classroom? Download and print these free posters!
