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I've had my recruitment meeting...now what?

10/26/2019

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So, you've had your recruitment meeting!  How did it go?  I am sure that you had a great turn out, and really built excitement for your tour.  You are probably thinking..."what now?"  The day right after your meeting is the prime time to follow up with everyone who came to the meeting, RSVPed, or expressed interest.  Life today is busy, and parents need (and appreciate) reminders about your tour. 

Here are my tips for follow up after a recruitment meeting:


​Email.  
Immediately send out an email to EVERYONE who expressed interest.  Send it to those who came to the meeting; those who RSVPed, but didn't attend, those who might have reached out and said that they couldn't come.  Spread the net far and wide when it comes to follow up.  In my experience, parents like to be kept in the loop about the enrollment deadlines, and appreciate the reminders.  What to include in your email:
  • A short message of "thank you" for taking the time to attend the meeting.
  • The link to your group leader website where they can get all the tour information, and sign up.
  • A reminder about about the enrollment deadline.
  • Your contact information, so that they can contact you with questions that they might have about the tour.

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​Social Media Posts.  Use your social media accounts to follow up after your meeting.  Thank everyone for coming and remind them about the enrollment deadline.  Build energy by letting them know if there are a limited amount of places left on your tour.  You can see a few of the reminders that I posted on my social media for my current tour. I use www.canva.com to create all the fabulous graphic designs!
Handwritten note.  If you have time to go the extra mile, consider sending out a hand written thank you to families that attended your meeting.  I always start with those students who I know well, and want to reach out to with a personal note.  I like to collect postcards on my travels, and I write my thank you on the post card and send it in the mail.  Its a nice gesture that can go along way.  When travelers enroll, I want them to have more than just a trip, I want them to feel a personal connection to me as their group leader.
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Phone Call.  Before my enrollment deadline, I call families that I know have a sincere interest in signing up for my tour.  Having a one-on-one conversation might be what they need to help them make their decision.  I always start the conversation out by thanking them for coming to the meeting, and then asking if they have any questions about the tour.  Making a phone call is a quick and effective way to provide more information and a gentle reminder about the upcoming deadline.
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No matter how you choose to do it, the key to building your tour is to FOLLOW UP after your meeting.  Making the decision to enroll on a tour is a big deal for most families.  Let parents and families know that that you are available for questions and support.
What do you do to follow up after a recruitment meeting? I'd love to hear all about it!  Let me know in the comments below.
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Think outside the classroom:  how to recruit new travelers, when you can't advertise at school.

10/25/2019

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All Group Leaders exist on (what I like to call) a recruitment spectrum.  At one end of the spectrum, you have Group Leaders who are leading tours that are school sponsored, or have the full blessing of their school/district.  One the opposite end of the spectrum, are Group Leaders who teach in schools/districts that have a strict ban on advertising and recruiting for an educational tour.  How do you recruit in a school or district where you are not allowed to advertise your tour?  Know that you are not alone!  Many Group Leaders share the same challenge:  building a travel program in a school that doesn't allow it.

While I am lucky enough to exist somewhere in the middle of the recruitment spectrum, I work with many group leaders who are not.  I have a few ideas that I would like to share with you to think outside the classroom, and fill your bus full of travelers, in-spite of the challenges that you face being restricted to advertising outside of school.

First and foremost, follow the rules!  Don't take any risks that might put your job in jeopardy.  It is possible to spread the word about your tour outside of the classroom.  There are many successful Group Leaders who cannot advertise at school.  I would encourage you to know the rules. Find out exactly where the line is when it comes to advertising your tour.  Ask these questions:
  • Where can I put up posters?  (Just inside my classroom?  Not at all?)
  • What are the boundaries on talking about the tour in my classroom?  (Can I mention it, but not pass out printed information?  Can I use a power point?  Is there a strict restriction on mentioning it at all?)
  • Am I allowed to send out emails to parents, as long as I am clear it is not school sponsored?

Wherever you exist on the spectrum, consider using some of these tips:

Word of Mouth.  One of the best ways to advertise for your tour is by word of mouth.  Can you...
  • Attend school extra curricular events, and talk to the parents about your upcoming tour?
  • Spread the word with community organizations?  Parents are the members of those organizations, and are usually excited to hear about travel opportunities.
  • Post on a neighborhood posting site, or a community announcement board?  This will really get people talking!
​I created some small business cards that advertised my next recruitment meeting.  I keep the cards in my purse and/or pockets when I go to school events.  When I strike up a conversation with a parent about my tour, I give them one of the small cards so that they can remember the date and location of the meeting.

Student Ambassadors.  Ask some students to be "ambassadors" for your travel program.  Ask them to share trip information on their social media, and create incentives for spreading the word to all of their friends!  I used this strategy a few years back, and I ordered some t-shirts for the students and armed with with fliers, and pre-made social media posts to share with everyone they knew.  My advice would be to only ask students that you know really well, and feel comfortable explaining the role of ambassador to their parents.

Use Social Media.  In today's world, it seems as though EVERYONE is connected through social media.  Beef up your social media presence and put it to work for you.  Here are some ways to use your social media to recruit new travelers:
  • Create an account or "page" dedicated to your travel program.  Use your own personal social media account to "share" the travel related page with all of your friends and followers.  For example, I have a Facebook page solely dedicated to my travel program.  I use my personal account to share the travel page to my Facebook timeline to spread the word about my upcoming tour.  I also created a Twitter account for my travel program (@RaiderWorldTraveler), and I promote my upcoming tour, share pictures, reminders, etc.
  • Include the link or handle to your social media pages in your email signature or other correspondence that your students and their families might come into contact with.  ​

​Advertisements.  Can you take out a small add in the local paper?  Advertise in a community or neighborhood newsletter? Post a flier on the bulletin board of the local community center, recreation center or indoor pool?  Although print advertisements may seem outdated, they still get noticed. 

Don't lose heart!  You can still let people know about about your tour, even though advertising in the classroom is off limits.  Lots of group leaders do it, and you can too! 

I would love to hear your ideas about recruiting outside the classroom.  Please put them in the comments below!
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Five tech tools that every group leader needs!

10/25/2019

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Being a busy teacher and group leader, we need all the help that we can get when it comes to communicating with our groups.  There are so many tools available to help us get the word out to travelers in the weeks and months prior to tour.  Here are a few of my favorites...
Social Media
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It seems that everyone has a social media account or two (or three or four...) these days!  I love to use social media to recruit new travelers, share information with my enrolled travelers, and post pictures and updates while on tour.  

I created a Facebook "page" for my travel program called Raider World Traveler, where I post announcements about upcoming tours, reminders to enrolled travelers and LOTS of pictures while on tour.  Facebook is a great place to interact with parents about all tour happenings.   Check out my Facebook page!

According to my students, Facebook is for "old people."  So, to reach my students, I use twitter.  I share all the same information on both Twitter and Facebook.  In fact-- you can write one post and share it to both platforms to save time!  To reach the students, I have to go to where the students are...and you can always find them on social media (just not Facebook!).  :)

G Suite
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 Are you a googlephile?  According to Urban Dictionary, a googlephile is someone with an overwhelmingly obscene fascination to use google.  I love Google tools and products and put the Google Suite to work for me when planning for my tour.

Google Drive​.  I use google drive to store ALL my files for recruitment meetings, pre-departure meeting, group lists, pictures from previous tours, etc.

Google Sheets.  Google sheets works just like Microsoft Excel, and I use it to record my group members passport and contact information.

Google Forms.  I love using a Google Form to collect important information from my group members before departure.  Click here to check out the Traveler Info Form I use to find out some very important information from my travelers after they enroll.  Feel free to steal it, and edit to fit your needs (just remember to make a copy first).

Google Calendar.  Make sure that your travelers never miss a pre-departure meeting by sending them calendar appointments using Google Calendar.  You can set up reminders and notifications that help them remember your important events.


Flipgrid
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If you've never used Flipgrid, I would encourage you to check it out--I promise you won't be disappointed!  What is Flipgrid?  According to the creators, "grids are the meeting place for your classroom, your school, your department or any learning community to discuss your topics. "  

Using Flipgrid my travelers create a 30 second video introducing themselves, and explaining what they are most excited about seeing/doing on our upcoming tour.  I share the link to our "grid" and all travelers can begin to put a name to face, and get to know each other before our tour departs.

For me, one of the best features of Flipgrid is that the travelers don't have to create an account, they just click on the link that you share an record from their device.  It is so quick and easy!  Click here to check out Flipgrid, and create your first "grid" today!

Canva
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Canva is a simplified graphic design tool uses a drag and drop format to create beautiful fliers, posters, social media post, and so much more, with just the click of your mouse.  I love to use Canva to create announcements about my upcoming meetings, and beautiful Instagram post and stories.  Canva has a ton of free stock photos and fonts to make all of your creations eye catching!  Here are a few of the things that I have created with Canva and posted to social media pages for my tours.

Remind
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As a teacher, you probably use Remind for your classes and/or extracurricular activities, but have thought about using it for your tour?  When new travelers enroll, I email them and ask them to join the Remind class for our tour (check out Remind.com to create an account and set up a "class" for your tour).  In the months leading up to the tour, I send out text reminders about upcoming pre-departure meetings, fundraising events, and any other information that I need to share quickly with the whole group.  I even send out a Remind message when our plan has safely landed on tour, to put the parents at ease.

What is Remind?  Remind is a free(!) web based text messaging service that allows your student to sign up to receive text messages from you.  When you set up a "class" in Remind, students opt into receiving text messages by using a code provided by Remind.com.  They cannot see your phone number, and you cannot see theirs.  It is a safe and reliable way to communicate with your travelers, by using a method that we all know they will see instantaneously--text message.  

What tech tools do you use and LOVE?  Tell me all about them in the comments below!
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Five chaperone duties to promote safety on tour

11/16/2017

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Print the infographic below and give to the chaperones going on your next tour! 
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Nomination Letters...one and done!

9/20/2017

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Are you struggling with recruitment?  Did you have a meeting and very few people showed up?  Still hoping and praying for more people to sign up for your tour?  Been there, and done that.
 
With all the other things on our plate, we teachers don't have time to plan multiple meetings each year to recruit for our tours.  I am going to share a secret with you, that--if done correctly--will increase the number of people who enroll on your tour.

So what's the secret?  NOMINATION LETTERS


What are nomination letters, you might ask?  The answer is quite simple:  Nomination Letters are sent out to your students, letting them know that they have been nominated to travel on an EF Educational Tour.

What exactly does a nomination letter say?  Click here to see a sample nomination letter.  Go ahead.  Take a look, and steal away!  You can copy and paste it if you like!

How do I get started? I like to start by asking the teachers at my school to make a list of students who they feel would be good candidates to travel with me on an EF Tour.  I take those lists, and send letters to the students that they nominated.  

Why is this important?  In the letter, I like to tell them about my upcoming tour and I also include the date and time of my upcoming recruitment meeting.  This letter is essentially an invitation to my recruitment meeting.

What else should I know?  At the bottom of the letter, I include a tear-off portion that serves as an RSVP. It is good to have a head count, and get an idea of how many people will attend the meeting.

Why does this work?  By sending the letter home to the parents, it will actually make it out of the back pack, and the parents will get a chance to read the letter.  Often times the students forget the letter at school, or are afraid to ask their parents for a trip because of the cost involved.  If you can get the word directly to parents, you will have more attendees at your meeting.

My story
I used this method to recruit for my Summer 2018 tour.  I sent out about 100 letters, and had over 50 people come to the recruitment meeting.  When the parents looked around and saw how many people were interested, they knew that space would be limited.  The tour filled up in January 2017, a whole 17 months before departure!  Thanks to this method, I only need to have one recruitment meeting last year.  One and done!

The nomination letters are a great way to spread the word about your tour, and invite parents to the meeting.  Try it out!  I want to hear about how this method worked for you!

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Who is in your TRIBE?

9/19/2017

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As the old saying goes "good help is hard to find."  When traveling with a bus full of students, we need all the help we can get (can I get an Amen?!?) and we need to have the best back up available.  Before your first tour, you should really put some thought into the chaperones that you choose to take on tour with you.  Keeping up with teenagers on tour is a full time job, is your TRIBE up for it? 

Trustworthy
On tour, I need chaperones who I can trust to...
...be fair to all students.
...put the needs of the students first.
...remain positive.

...fulfill all the small chaperone duties (like room checks, and head counts).
Reliable
Pick chaperones who you can rely on to do all the important tasks on tour.  Timeliness is also important, and a reliable chaperone will help ensure that your group is always on time.  When I have a large group, I need chaperones who I can rely on to wake up early for room checks, correctly conduct head counts, dispense medicine, etc.
Inclusive
When traveling with so many students, all with different personalities, it is important for chaperones  to be inclusive.  For some of the travelers, this trip might be the first time they have been away from home.  Chaperones need to make an effort to get to know ALL students and include them in all activities.  I think it is important for chaperones to spend time with all students, not just the ones they already know, or like.  Find TRIBE members who naturally include everyone!
Beloved
I make it my policy to choose only teachers from my school to serve as chaperones.  I pick teachers who are already beloved by the students.  If the students already love the chaperones on tour, they will be excited to travel the world with them, and more apt to follow the chaperone's lead.  I've found a basic equation to be true:  the chaperones that are beloved by the students are ones that are a good fit because they are naturally trustworthy, reliable, and inclusive.  It all seems to work out perfectly!
Education focused
I try to pick chaperones who want to travel to learn...just like the students.  Chaperone's who are focused on education model this mindset for the students, and enjoy their time on tour.  Chaperone's who foster learning on tour engage students in conversations about what they are seeing and experiencing.  Educational Tours need chaperones who love to learn, and share that love with the students.

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My TRIBE on tour last summer in Belfast at the Titanic Museum.
What qualities are important to be apart of your TRIBE?  Let me know in the comments below!
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5 things your travelers should pack for an EF Tour

7/2/2017

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Check out my info graphic, and get your travelers prepared for your next tour!
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What do you require your travelers to pack?  I'd love to hear from you, comment below!
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The practical guide to tipping on tour

7/2/2017

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Tipping.  Its is a common part of the travel and tourism industry.  We in the US are very accustomed to tipping, we tip our servers, hair dressers, and Uber drivers.  New group leaders always ask me about the best way to handle tips while on tour.  Worry no more!  I have complied a list of my top suggestions to handle tipping, as the group leader, on your tour.  In the end, you have to do what works best for you.  Check out my list below and love it or leave it!
The most important thing:  Collect the tip money BEFORE your tour.
It is no secret that teenagers are not known for their money budgeting skills.  If you wait to collect the money while on tour, you will come up short.  You don't want to be left covering the tips, or worse:  shorting your Tour Director and Bus Drivers.

Take the time at one of your pre-departure meetings to collect tip money from everyone in your group.  This is a fail safe way to make sure that you will have the tip covered before arriving on tour.
How much should I collect?
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A good rule of thumb that I use for all my tours is $10 per traveler per day of the tour.  So, if my tour is nine days, I collect $90 from each of my travelers (free spot/chaperones included).

That breaks down to:
$6 per day per traveler for the Tour Director
$3 per day
per traveler for the Bus Driver
$1 per day per traveler to cover local guides, and possible bus transfers to the airport.

What is the best way to collect the money from my group?
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I like to create envelopes for each traveler.  I print out labels for each one that has the (1) traveler's name (2) amount due (3) due date.  I pass out the envelopes at my first pre-departure meeting, and ask them to return on or before our 3rd meeting.  (Just a side note, I have a total of four pre-departure meetings, click here to learn more about those).  Why the 3rd meeting, you might ask?  Well, I like to give my groups time to provide the cash, but there is always someone who forgets to turn their envelope in at the 3rd meeting, and that gives me a chance to collect from the "stragglers" at our fourth meeting.  I learned the hard way, not to wait until the last minute!

What currency should I collect and tip in?
I always collect the tip amount in the US Dollar from my groups, and ask them to provide their individual amount in cash (to make my life a little easier).

On tour, I like to tip in the local currency.  This is not required, and many group leaders will tip in the USD.  It is personal preference, as I assume that the Tour Director and Bus Drivers probably appreciate receiving their own currency.  This means that I will exchange the currency before my tour.  I realize that comes with fees, and sometimes, an unfavorable exchange rate.  Again, exchanging the currency is not required, just a little something extra I like to do.
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I've collected all the money, now what?
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​Now that you have all of the tip money, you have a couple of options for how you want to actually handle the cash over seas.  Here are the two most common methods for handling all that tip money while on tour:

1.  Carry all the cash with you, and lock it up in the hotel safe.  This is what I do.  It makes me a nervous wreck to carry so much money with me on tour.  I purchased one of those money waist belts, and I strap it to my body!  I divvy out the money in small envelopes (for the Tour Director, Bus Drivers, and Local Guides) before I leave, and I like to keep it that way until I'm on tour.  You can also split the money up between trusted adults on your tour, if that makes you feel better.  I have even heard of some Group Leaders, giving the Tour Director 1/2 of the tip upon arrival (so that they don't have to carry it around for the duration of the tour), and then paying the rest on the last day of the tour.

2.  Deposit the money, and then withdraw from the ATM while on tour.  While this method is safer, you will need to double check with your bank that you will have ATM availability, and that you will be able to withdraw a large amount, and it not be mistaken for fraud.  My daily limit at the ATM is around $250, so this method wouldn't work for me.

In the end, you need to do what works best for you.  Talk with your Tour Consultant if you have concerns about tipping.


What to avoid.
Stay away from Gift Cards and Travelers Cheques.  While they both seem like safe options, they make it difficult for the Tour Director to use, and often come with fees upon usage. Imagine if you were given payment for your job with a gift card, that might not work internationally, and charged you every time you used it.   Just as everywhere else in the world...cash is the best way to show appreciation!
How do you handle your tip money on tour?  I'd love to hear about it!  Comment below, and let me know!
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Safety First!

2/15/2017

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At my second pre-departure meeting, I always cover the topic of TRAVEL SAFETY.  My number one job as a group leader is to make sure that my travelers are safe and accounted for at all times.  As a group leader, you should always address safety with your group and not just assume that your travelers know how to keep themselves safe.  

Curious what that might entail?  Take a look at what I cover during my 2nd pre-departure meeting:


Click here for a sample agenda
Click here for my Travel Safety Dos and Don'ts handout
Click here for my Rules of the Road handout
Click here for a copy of my Security Card

First things first!  I always address the CURRENT WORLD SITUATION and give some basic tips about crowded areas/tourist destinations:
  • Always stay with your group!  Never ever travel alone.  You should be in a group of four and no less.
  • As you enter a building/museum/church familiarize yourself with the exits.
  • Be very considerate of your words and actions--don't do anything that could be interpreted as suspicious (saying the word "bomb" in the airport or other crowded area).
  • If there is some sort of evacuation follow the directions of the authorities.  If you have a phone with international service, contact me immediately! 

I also share some important AIRPORT TIPS:
  • Always be aware of your surroundings.  If you see something suspicious--say something!
  • Never stray from the group, even in the airport.
  • When going through security, always pay attention and follow the TSA Agent's directions.  (No side conversations, or horseplay).
  • If you are searched by a TSA agent, be calm, respectful and comply with their directions.  (If you are asked to be searched, let one of your chaperones know).
  • If a TSA agent searches your bag, stand back and do not touch the bag.  (their rule, not mine.)
  • Here is an informational video about the TSA 3-1-1 rule for packing liquids in your carry on bag.  Following these guidelines will save a lot of time and hassle in the security line. (Click here for a flier with the same info.)

It is always important to address what to do IF SEPARATED FROM THE GROUP:
  • If you are separated from the group--stay where you are!  Do not go look for the group, we will find you.
  • Stay visible.  Stand on the sidewalk or out in the open.  If you sit inside a cafe or building, you will not be visible to those searching from you.
  • Use the safety card provided to you on departure day, and call me and/or the EF Tours Emergency Number.
  • Ask for help!  Ask a local merchant to call the hotel and ask them to call our Tour Director (the number is on the safety card).
  • If all else fails, hail a cab and ask them to take you to the hotel (the address is on the safety card).

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​To quickly count the group, I use a silly little method called PAIRS-N-SQUARES.  it works a little something like this...
  • Every student travelers gets a "travel buddy" (of whom they know the whereabouts at all times).  This is a PAIR.
    • I like for each pair to be roommates.  This makes it easy when we need to find someone who might still be in their hotel room.  We can send up their pair, who knows where the room is located and probably has a key.
    • It is also nice if the pairs are same sex, in the event that we are looking for a missing person at headcount, and someone needs to check the bathrooms.
  • Each pair, partners up with another pair and form a SQUARE.
  • Each pair-n-square is instructed to make eye contact with their pair first, and then their square when they hear this verbal command..."FIND YOUR PAIR" (pause for eye contact) "FIND YOUR SQUARE" (pause for more eye contact) "WHO IS MISSING?"
  • If anyone is missing from their square, they are supposed to put their hand in the air, and then call out the name that is missing.
I know that seems like a lot to remember, but this method is so much faster (and efficient) than counting off, or having your chaperone's track down a larger group and do a headcount. (Click here for a Pairs-n-Squares worksheet).

I hope that these tips will work for your group.  Do you already use some of these? What other tips do you have for promoting safety in your group?  Let me know in the comments below! 
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Breaking the Ice 

1/14/2017

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Over the years, the size of my travel program has grown because I am am always seeking new ways to expand the travel opportunities to the students in my local community.  Needless to say, when you have large groups, the students don't often know each other before tour, and the first day or two can be a little awkward. Recently I started to plan ahead to help them get to know each other, and feel more comfortable while on tour.  Read below to steal some of my ideas, and tell me what you think in  the comments!
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Traveler BINGO!  At my very first pre-departure meeting (what's a pre-departure meeting?  click here to find out), I have my students play a strange version of BINGO.  It isn't like the actual game of bingo, it is an icebreaker to have them get out of their shell, and talk to the to the others who will be traveling with them on tour.  I give each traveler a copy of Traveler BINGO, and tell them that the first person to get five in a row wins a prize, but the game doesn't stop until everyone has five in a row.  Another key ingredient to breaking the ice is AFTER the game, and going through each square to see who fit each description. Click here to steal my copy and edit as needed!

This is a fun game that gets your travelers up and moving, and most importantly: interacting with each other!
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The Name Game
At the second pre-departure meeting, I like to have my travelers play "the name game."  To play the name game, you will need to:

Step 1 - have everyone stand in a circle
Step 2 - tell everyone to think of something that they "like".
Step 3 - explain that you will start the game by saying your name and what you like.  Example:  My name is Jessica and I like icecream.
Step 4 - The next person to go must repeat what the first person said, and then add their own name and what they like.  Example:  Your name is Jessica and you like icecream, my name is Jackson and I like to play soccer.
Step 5 - The game will continue on in that fashion, adding a person and their like each time.
​Step 6 - You will be the last person to go, and list EVERYONE's name and what they like.

It sounds almost impossible, but if you just pay attention to each person and "practice" in your head with each round, you will find that it only took your group 10-15 minutes to learn everyone's name and something that they like.

Destination Dinner
Before tour, I like to organize a dinner that reflects the culture of our tour destination.  For example, if the tour is going to Italy, we can all meet at an Italian Restaurant, or have a potluck with an Italian theme.  I like to go all out and play some Italian music in the background, set the tables to look like a little cafe you where you might dine on tour.  Having a dinner encourages everyone to meet together and talk over a meal.  This is a very natural way to encourage your group to get to know each other before your tour.
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Luggage Derby
At my third pre-departure meeting, I like to hold a luggage derby.  This activity has two purposes:  (1) I like for the travelers to gain an understanding of just how heavy and cumbersome their luggage will be when they overpack (2) I also like for the travelers to get to know each other better by working together to win the derby.

Here is how it works:

Before the meeting:
I tell the travelers to bring the suitcase that they are using on tour, and to put 40lbs of anything in it.  Most use textbooks, or free weights.  I set up the building for the derby by creating signs with arrows pointing the direction that they travelers should follow..  I require them to go to different stations in the building where they will have to successfully pass through "passport control," and then "customs" before they head to "baggage claim" and then look for the "exit."  As part of the derby I require them to go up and downstairs with their suit case, and use the elevators (which they find is quite difficult with some many people and their luggage in tow).

At the meeting/before the derby:
When the travelers arrive at the meeting, I divide them up into two teams, and give them a very vague description of what they have to accomplish.  They just know that it is a race (and they cannot run!), and the first team who correctly follows the path, and makes it back to the start first, wins.

After the derby:
We have a little debriefing session and discuss the most difficult parts of the activity, and how it might affect their packing.

To be honest, the parents watching from the sidelines really enjoy this the most, because it is quite comical to watch the travelers go through the obstacle course and try to make it back quickly without running.  It never hurts to think about how heavy your luggage will feel when it is over packed and you have to carry it it quite a bit on tour.


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Pool Party/Pre-departure Meeting
One week before my tour departs we will have our final pre-departure meeting.  My tour is in June, and I live in Texas, so the weather is usually warm enough to swim.  I will survey the families of my travelers months in advance to find out who has a pool (very common in TX), and if they might be interested in hosting our group for a final meeting/swim party at their house.  I know that this is A LOT to ask.  My group sizes have grown over the years, and I now have a full bus!  That means that there are 50 travelers, plus at least another parent or family member (possibly hosting a party 100-150 people!).  There is usually a family who wants to help out, and doesn't mind hosting our last party at their house.  

I will make a signup sheet, and have all the travelers bring food, and we usually cook out.  We will start the meeting at around 5pm, and then when the meeting is over the travelers will all stay and swim.  This is always a great time, and besides the travelers getting to know each other, the parents of the travelers have a chance to sit around and chat and make connections too.

I hope that you steal a few of my ideas and use them with your group on your next tour.  It never hurts for everyone to get acquainted early, and makes for a more enjoyable tour.

What ideas do you have for breaking the ice, and making your group a little more social?  Let me know in the comments below!
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Traveler Information Form (aka:  I LOVE Google Forms!)

12/18/2016

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PictureGoogle Forms is my new best friend!
Every group leader wants to know as much as possible about their travelers before departure.  It makes for a smoother pre-departure period and tour.  If your travelers are anything like mine, they are super busy during the school year, and I don't get to see them much in the year/two years before our tour.  Instead of taking up everyone's time with lots of paperwork, I created a Traveler Information Form (I know, such an original name), that I have every traveler fill out prior to our first departure meeting.  This really helps me get a grasp on how prepared and experienced my group is, and it also allows me to gently "encourge" them to take some of some important things, like applying for a passport.  




So, as not to keep you in suspense any longer: You can click here to see the live version of this form.  No worries, it is a SAMPLE version, click away.

Here is a run-down of the questions I ask.  Some of them are open-response, others are multiple choice, or an rating scale.
  • Traveler Last Name
  • Traveler First Name
  • E-mail address
  • Parent's email address
  • Student Cell #
  • Parent Cell #
  • T-shirt Size
  • Pasport Status
  • Name (exactly as it appears on passport)
  • Passport Expiration Date
  • Country of Citizenship 
  • Check all of the following...about allergies, dietary issues, etc.
  • Rooming Preference
  • Travel Related Questions, check all that apply...I've never flown on a plane, I've never traveled by myself, etc.
  • On a scale of 1-5 how do you feel about navigating a large airport?
  • On a scale of 1-5 how do you feel about your physical abilities for a 12 day tour?
  • Have you ever been to ta place where you didn't speak the language?
  • What are you most looking forward to?
  • What are you most nervous about?
  • What questions do you have?

This is all great information to learn about our travelers, and handy to have for reference during the tour planning process.  Just a note about the time line:  For my tour in June, I sent this out the October prior (7 months prior), becuase I wanted to start gathering all of this information before our first meeting in January.  It was really helpful to find out who had a passport, and who had not even applied.

Feel free to love it or lose it!  Google forms is a great tool, if you don't have any experience with it, find someone on your campus who can help.

Do you have any suggestions for questions that I should add to my form?  What would you want to know about your travelers?  I'd love to hear your ideas, share them in the comments!

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Stay in touch!  

11/28/2016

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In today's world, communication happens in an instant.  We like to stay in connected to others and have no shortage of apps and websites to help us out.  I want to share a few of the tools that I use to stay in touch with my group before and on tour.  I've found that the best way to keep in touch with my travelers is use the tools that they use on a daily basis.  Here are a few of my favorites:
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Remind
Formerly known as Remind 101, the Remind app is a safe and easy texting service to send out messages to your group. Your number is protected as you send out text messages (using an internet platform) to your group members reminding them about upcoming meetings or events.  I use the app to let the parents that we arrived safely and when we have taken off on our last flight home.  Learn more about Remind by checking out their website:  https://www.remind.com/ ​

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Facebook
My #1 communication tool for tour happenings is Facebook.  I created a page just for my travel groups, and keep all my travelers (both past and present) up-to-date.  Click here to check out my Raider World Traveler Facebook Page.  I have found that most parents use Facebook on a regular basis, and enjoy the format for information sharing.  This is also a great tool to get the word out about upcoming tours.



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Twitter
The #1 communication tool for reaching students would have to be Twitter.  My students check Twitter all day long.  I started a twitter account for my travel program, and rely on my students to "retweet" any news or announcements that I tweet about the trip.  Before my tour, I like for the students to create a hashtag for our trip, and then use it when tweeting on tour.  Take a look at the twitter account that I use for travel:  Tweet Me!

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 GMail
With all the things that we have going on, it is essential to stay organized.  I created a separate email account (using google's "gmail" product) to keep all of my tour communication separate from all my personal or school related emails.  Using email is a great tool to communicate, especially when you have more than 140 characters of information to share.  I rely on email to communicate the really important information to my travelers (such as enrollment deadlines, passport requirements, etc.)  

If you are new to the social media game, don't be afraid to jump right in.  Your travelers and their parents are already using them, why not connect?  
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What tools can you not live without to stay in touch with your group?  Leave them in the comments below!
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Pre-Departure Meetings

11/28/2016

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Setting expectations is one of the most important jobs of a Group Leader, and there is no better way to that than through Pre-Departure Meetings.  Meeting with your enrolled travelers and giving them the valuable information that they need to be ready to travel is a key ingredient for a successful tour!

I like to have four Pre-Departure Meetings with my group, so that they are prepared and know what to expect.  These meetings are also a great time for all the travelers to get to know each other before the trip.  Here is what I do...

Meeting #1:  Life on Tour:  What to Expect
*This meetings is all about setting expectations for the tour.  Click here for a sample agenda.
  • Break the ice and have everyone do a little activity to get to know each other.  Click here to steal my "Traveler BINGO" game.  
  • Introduce yourself and your chaperones
  • Remind everyone about the passport requirements
  • Remind everyone about tipping (Collect the tip $ at the next meeting, $10/day/traveler)
  • During the meeting I like to talk about:
    • The Physical Demands of a tour (Up early every morning, lots of walking, etc.)
    • Behavior Expectations (See Behavior Agreement)
    • Cultural Differences (tip:  Serve a typical European Breakfast that they will experience in most hotels on tour)
    • Currency
Click here to get even more information on my Before Departure Page.

Meeting #2:  Travel Safety
*This meeting is all about  Dos and Don'ts to keep everyone safe.  Click here for a sample agenda.

Some of the topics I discuss:
  • Rules of the Road
  • Pick pockets
  • Money and passport protection
  • Head counts
  • Room checks
Also at this meeting, I like for my travelers to pick their roommates in all possible combinations of doubles, triples and quads (you never know what combination we will need at the hotel once we arrive).  Click for blank rooming templates:
2 per room
3 per room
4 per room

Click here to get even more information on my Before Departure Page.

Meeting #3:  Packing
*It sounds crazy to have a whole meeting about packing, but this seems to be the topic that I get the most questions about.  Click here for a sample agenda.
  • Have a suitcase derby!  Everyone bring their suitcase (with at least 30lbs in it) and have them go through an obstacle course in the building.  This will give them some perspective about packing light.
  • Reflect on the suitcase derby, and what they have learned from the activity.
  • Packing demo.  I pack a carry on bag, and unpack it during the meeting to give my travelers some tips about how to pack most efficiently for our tour.
  • Meet with three different groups, and discuss their needs:  (1) Girls (2) Boys (3) Adults traveling on tour.  Click here for a list of topics to discuss and reminders for each group.
  • Discuss the departure day plan.  Usually by this time, I will have my flight information and created a plan for "the big day."  You can read more about that in the sample agenda (link above).​
Click here to get even more information on my Before Departure Page. 

Meeting #4:  One week until departure
*This is known as your departure meeting​.  Click here for a sample agenda.
  • Discuss all the important hotel and flight info.
  • Pass out Parent Packets (I give each parent a copy of our itinerary, hotel info, emergency contacts, and a copy of their child's passport)
  • Go over the plan for departure day
  • Answer last minute questions
*This meeting will take longer than you would expect.  The parents have LOTS of questions.

Click here to get even more information on my Before Departure Page. 

Meeting with your travelers is a great way to get to know each other and set expectations BEFORE your trip.  As a group leader, its your job to educate your travelers and their families.  Your trip will run smoothly and it will be more enjoyable for all if you get started early setting the expectations.  What other helpful tips do you have for pre-departure meetings?  Comment below and let me know!
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Your passport...you can't leave home with out it!  (literally!)

8/6/2016

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The most important detail about your student tour is passports.  Everyone must have a passport for international travel.  While this may seem like common knowledge to most people, you would be surprised at the amount of travelers (and their parents) who are clueless about the requirement and the process to obtain a passport.  Start talking to your group members early on about passports, to make sure that they are not waiting until the last minute to apply.


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Here are a few tips for making sure you don’t have anyone who has to miss their trip because they do not have a passport:
  • Check with your travelers early on determine their passport status.  (Do they already have one? Have they applied? Do they know how to get a passport?).  I start asking them one year in advance!  
  • Set a application deadline for your travelers.  You don’t have much control over how long it will take to process the application, so everyone needs to get started well in advance of your trip.  In my experience, parents will wait until the last minute to take care of the details, and often cut it close to the date of departure for the trip.  Setting an application deadline, means that you have the peace of mind knowing that they have all applied, you just need to wait for their applications to be processed.  Set this deadline months before you trip!
  • Educate your travelers on the process to obtain a passport.  I have included the letter that I send to my groups on this topic.  Steal it and edit for your needs!
  • Keep in mind that, depending on your destination, your group members MIGHT need a visa as well.  You cannot start a visa application until you have your passport.  So, the sooner that they get their passports, the better.
  • When everyone has their passports, you will need to make a copy of it and take it with you on the trip.  This is just in case someone has a lost or stolen passport while on tour.
  • Check the specifics for your destination, but often many countries require your passport must be valid for at least six months beyond your planned date of departure. Have your group members check the expiration date for those who already have passports.  They might need to get it renewed depending on its expiration date.  So for example, let’s say I have a trip planned to Italy for June 15-25, 2017.  I would need to make sure that all passports will expire AFTER December 25, 2017.  

So get started early making sure everyone has a passport, or is at least in the process of applying for one.  You don’t want to miss out on the trip of a lifetime!

Want to see the email that I send to all of my travelers about obtaining a passport?  It has the information that they need, and it outlines the  steps to obtaining a passport.  

Click here for a word document
Click here for a PDF file

Do you have any ideas on how to make sure all travelers have their passport long before its time to travel?  I'd love to hear them in the comments below.

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Pre-Tour Planning

8/1/2016

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I was so fortunate to spend the weekend in Berlin with 39 new Group Leaders getting ready to embark on their first EF Tour this year.  I had several teachers about about sharing my presentation, so I thought I would share it here for all the world to see!

You can find even more details about the information in this presentation on my Recruiting Travelers, Fundraising, Before Departure, and Departure Day pages.  Check it out and let me know what you think!
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Group Leader Tool Kit

7/23/2016

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We all know that sad time of year, those weeks where you AREN'T in a foreign country somewhere.  The days where you are only dreaming of your next travel destination.  Most people call this the off season, or the low season.  I like to call this the PLANNING SEASON.  I like to shop for items that will be great tools on my next tour.  As an EF Group Leader, I spend most of the school year prepping for the next tour (tough life, I know!).  As a teacher, traveling with a bus full of students, you can never be over prepared.  So, I thought I'd share the top six tools in my carry-on bag!

1.  Electric Converter and Adapter.
 When traveling internationally, you cannot forget to pack your converter and adapter.  This will ensure that all of your devices are charged and ready for a full day of tour.  If you've never traveled outside of the United States, this is one tool you may not know that you need.  The electrical systems in other countries use different watt and voltage.  If you don't use an adapter, you will not be able to plug your electrical item into the wall.  If you don't use a converter, you might just set the place on fire.  :)

As a group leader, I always bring my converter and adapter to pre-departure meetings, and explain to my travelers just how they work.  I encourage them to all buy adapters for their phone and camera chargers, and to purchase a converter if they are planning to use other things, like hair dryers, straighteners, curling irons, etc.  

You can pick up an international kit that has both a converter (to change the strength of the electricity) and adapters (that change the shape of the plug, so it will fit in the wall), at many stores like Target and Walmart.
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2.  Luggage Scale.  Before my group departs on our tour, I use a luggage scale to weigh each checked bag, to make sure that it is not over the airline's weight limit.  If a bag is overweight, the traveler will often be charged a fee.  After the bag makes the weight requirement, I ask each student to put a large strip of brightly colored duct tape on the side of the bag (see #3).  I like for the bags to be marked, because it makes it easier to visually see the bag on the luggage carousel, and while transferring hotels.

I throw the luggage scale into my bag, and the use it again the night before we return home.  Travelers acquire many souvenirs while on tour, and I want to make sure that the bag is not over weight on the return flight.  This allows everyone the time to shift around items before going to the airport and being surprised that the bag is over weight.

One other tip:  I always require my travelers to be 10 lbs under the airline limit on the outbound flight, so that they have some leeway on the way home.  For example, if the airline weight limit is 50 lbs, I ask my travelers to aim for no more than 40 lbs.  When they weigh the bag with the scale before departure, they can get a good idea of how much more weight they can add to the bag for the return flight.  

The scale pictured is the one that I have, and I absolute love it!  There are many brands and styles out there, find one that works for you!
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3.  Duct Tape.  Duct tape is handy for lots of situations, travel included.  I choose a brightly colored roll of duct tape, and have all my travelers place a large strip on either side of their checked bag before we depart.  The duct tape makes it easier to see the bags on the luggage carousel, collect them faster, and get the tour started!  It also makes it easier to see bags that might not have gotten left behind in the lobby, or anywhere else.  Tip:  take a sharpie, and have travelers write their last name on the tape, so that there is quick identification of its owner.

As I am sure you can imagine, duct tape comes in handy while traveling.  I've used it to patch up bags, shoes, etc.  At departure, I throw the duct tape in my bag and keep it handy for the duration of the tour.  You never know when you will need it!
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4.  First aid kit.  You should never leave home, with a bus full of travelers, without a first aid kit.  The number one most used item in my kit:  BAND AIDS.  I  purchase an inexpensive kit at a local store (seriously inexpensive...like $1.00!).  It has band aids, ointment, gauze, and an assortment of other things.  I always add extra band aids to the kit, and keep it handy in my carry-on bag.  All the walking creates lots of blisters on my travelers feet, and the band aids are a necessity.  I've use it for other situations such as small scratches and cuts, etc. 

Tip:  Add some basic over-the-counter medications for an upset stomach or headache...but be sure to get parental permission before dispensing any medication to minors.
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5.  Small Notebook, with all important documents.  We live in a digital age, where we can find information in merely seconds.  I travel with both my phone and tablet, but like to have an old fashioned back up, because you never know when technology will fail...especially when you travel internationally.  I carry a small notebook, and put a copy of all my important documents inside.  I shrink down the pages on the copier, and then tape them into my notebook.  Some of the information that I take with me:
-Flight information
-Hotel addresses
-Emergency contact list
-Passport list (travelers and their passport numbers)
-Rooming list
-Travelers who have purchased insurance
-Several copies of my "traveler list" so that I can use it as a check list on tour if the need arises.

I keep the notebook with me at all times, and find myself using it all the time.  It is also nice to have some blank pages so I have some scratch paper, and a place to take notes, or write reminders.
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6.  Expo markers.
 On tour, it is not uncommon to stay in a couple of different hotels in each city that you visit.  Tours are fast-paced, and I like to keep my travelers informed with my room number, phone number and the schedule for the next day.  I take expo markers with me on tour, and use them to write on the mirror in my travelers rooms when I do room checks each night.  

Each night, I do a head check, making sure that everyone is in their room and accounted for.  As I and my fellow chaperones visit each room, I like to do a quick "check in" with each room about the time for wake-up call, and departure for the next day.  So, in each room, I write on the mirror, as I go over the info with the travelers:
-Breakfast start time
-Departure time
-My roomnumber
-Important reminders (bring an umbrella, wear athletic shoes, etc.)

This helps my travelers be more prepared and on-time each day on tour.  I simply ask the last person out to wipe off the mirror each day.  If they forget, housekeeping usually takes care of it.
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These six items don't take up much room in my bag, and have proven to be very helpful on tour.  Just a little bit of preparation can go a long way!
What are your must have tools in your Group Leader tool kit?  I'd love to hear from you!
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Staying in touch during "down time." 

7/14/2016

3 Comments

 
In any relationship, communication is important.  No one likes the silent treatment.  Recruiting travelers (sometimes) two years in advance of a trip makes for a lot of "down time."  There seems to be a pattern of peaks and valleys during the typical "tour cycle."  Often, there is a lot of energy when you advertise for an upcoming trip (a peak), and then some "down time" (a valley) before you begin gearing up for departure (another valley).

Here are a few ideas to stay in touch with your enrolled travelers during the "down time" or the valley. 
  • Create a monthly/quarterly email news letter.  Checking in every once in a while will keep travelers interested, updated and informed.  Feature a "travel tip" or fun facts about your destination.  Use the newsletter to remind your travelers about applying for a passport, purchasing travel insurance, packing tips.

  • Plan a social event, or dinner for your travelers and their families.  What better way to get to know each other, and start dreaming about the upcoming tour.  Going to Italy?  Invite travelers to dinner at the local Italian Restaurant.  Headed to Costa Rica?  Invite the group to take Spanish lessons together.

  • Create a blog/vlog or website.  Update your web communication with videos that feature your destination, add a packing list or even host a discussion thread for your travelers to comment and ask questions.  Click on the link to see the website that I created to keep all my travelers on the same page before our tour:  www.raiderworldtraveler.weebly.com

  • Use social media.  Create a Facebook page for your tour, and invite your travelers to join.  Use the page to upload photos while on tour.  Prefer Twitter?  Tweet out reminders,  links to articles about your destination, videos and other information.  Join my travel facebook group, and steal all my ideas!  :)  https://www.facebook.com/raiderworldtraveler/


Making an effort to stay in touch with your group will give parents piece of mind, and keep everyone excited about their upcoming tour.  It is important to keep the energy up, and everyone engaged to make sure that your travelers stay enrolled and excited for the tour.  Going the extra mile for our group will give your group more than just a trip, you will be giving them an experience that they will remember for a lifetime.

Have you tried any of these ideas with your group?  How did it go?  What do you do to keep your group engaged?  Comment and let me know!

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Departure Day success!

6/12/2015

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Its FINALLY here! My 12th tour is departing tomorrow, and you can feel the excitement in the air...well, maybe that is the last minute frenzy that some of tend to work ourselves into.  There is nothing like the last minute (and a long plane ride) to to up your stress levels.  Hopefully my departure day tips will help ease some of the last minute stress,and get your tour started off on the right foot.

Disclaimers:  
1.  You are going to read what I have to tell you and think that I am CrAzY!  That's okay, I probably am a tad bit crazy, but sometimes craziness comes in the form of being over-prepared, so that we can put our minds at ease that our first day of tour is going to be smooth sailing!
2.  This may or may not be an issue for you.  If you are traveling with a tiny little group, you probably wont need this information.  For my last tour, there were 48 people and I needed a system to keep us all organized.  
3.  It takes 45 minutes for anyone in my group to get to the airport, and a forgotten passport can be very a very stressful thing, if someone needs to go home to retrieve it.

So, departure day.  Let's talk about it...

I like for my groups to meet at my school, long before our flight, so that I can make sure that everyone (and their passport) is accounted for.  I'm not one who likes last minute surprises, so we meet ahead of time to make sure that we have everything and everyone, and then we travel to the airport together.  I realize that is not the best route for every group leader in the world, but it is what works best for my groups.  Plus, my parents really like it, not having to possibly take off work to take their child to the airport.  I usually arrange for a bus or shuttle to take us to the airport, and have even had a group of parents do a caravan carpool.

I have my group meet several hours before our flight at the school (or some other location), and I have them "check in", similar to how they will at the airport.  I enlist the help of my chaperones to get everyone checked in.  Here is how it works:

  • I have my group meet at our school several hours before our flight.
  • Ask to see each traveler's passport (to make sure that they didn't forget it!)
  • Chaperones help weigh each traveler's checked bag with a luggage scale.  (Most airline's limit it at 50 lbs).
  • Check each carry-on bag for for any items that might get confiscated at security (liquids, pocket knives, etc).  See the TSA 3-1-1 advertisement for assistance on this.
  • Give each student a copy of their passport, and a security card that I created.  It has all the hotel phone numbers and addresses, plus my phone number and EF's Emergency Contact Number.  Use my template to make your own security card!  
  • I will have a last minute meeting with the group, and carefully explain the process at the airport and what to expect when we land.  Many students have never flown on a plane, so explaining the basics about the airport really helps.  I explain that they will have to take their shoes off, and liquids out of the carry-on bag, etc.
  • Before we load the shuttles to the airport, I have my students find their "pairs and squares", or travel buddies just to practice, and then I give everyone about 5 minutes to say "good bye" to their parents.  Click here to go to the On Tour page, and read more about "pairs and squares."
  • One last passport check.
  • Head count on the shuttle bus to make sure that we have everyone, and then we are off to the airport!


I know that it sounds CrAzY, and a lot of extra work, but it gives me the piece of mind that once we are at the airport, the hardest part of my job is over.  I just wait to land and let my Tour Director take over, and I get to enjoy the tour!

For a full run down of my Departure Day tips, visit the Departure Day Page for even more tips!  Do you have any good ideas or suggestions to improve departure day?  Comment below!
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Group Leader Check List...T-minus two weeks.

6/12/2015

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If you are like me, you probably start to get a little nervous when you look at your calendar and see that your tour is quickly approaching.  My mind starts to swim with all of the things that I still need to do to make sure my group (and myself) is ready to roll.  Passports.  Call the bank.  confirm flights.  The list can seem a little overwhelming, especially if this is your first tour.  Never fear...the solution is here!

Out of necessity, I created a handy-dandy Group Leader Check List that I use in the two weeks prior to departure.  I probably examine the list a couple of times per day in that two week, it makes me feel like I have my life together!  :)

So with out further adieu, I give you the Group Leader Lat Minute Check List.  I left it as a word document, so that you could tweak it and make it your own.


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My Tour Consultant is my Travel BFF!

6/12/2015

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This is Kylie!  Isn't she just the cutest thing!?!  She is my Tour Consultant with EF Tours.  Kylie is not only super fab at her job, but she is my number one resource as a group leader.  I try to check in with her at least once every couple weeks to make sure that we are both up-to-date on all the happenings of my tour.  I am sure that you have talked with your Tour Consultant, but don't be a stranger!  Kylie tells me that she loves hearing from her group leaders, and getting to know them better.

So, you might be thinking...what exactly does my Tour Consultant do (besides call me while I am in class).  :)  So, I put a list together of the things that she does for me:

Kylie helps me select a tour, and then sends me a price quote.  I will often ask about the popularity of a tour, or what her other group leaders have reported about a specific tour in the past.  She and her colleagues have always given me good feedback about a particular tour that I am considering for the next travel season.

Preps me for my recruitment meetings.  Kylie walks me through the whole meeting process, and even sends me a power point that I can use to guide my meeting.  She makes sure that I have enough copies of the enrollment booklets and day-by-day itineraries before my next meeting.  

Updates me on enrollments..    When a traveler enrolls, you will get an automatic notification email from EF Tours.  Kylie will also give me a call and let me know, so we can both keep with my the total amount of enrollments.

Keeps me updated on any changes to my tour.  Kylie will always let me know if there have been any changes to my itinerary or my tour in general.  

Assists with my travelers needs.  If I have a traveler who is going early or staying behind after my tour, Kylie always gets that situated long before the trip starts.  She submits my rooming list, and any other special requests.

Prepares me ready for departure.  As soon as my flight and hotel information become available, Kylie will let me know, so I can pass that valuable information on to my group.  A couple of weeks prior to my tour departure date, she will send me a detailed email with everything that I need to know. 

Answers all my questions.  Of course she is always ready to answer my questions as they arise.  I know that she is just a phone call or email away.  I know that I am in good hands with my EF Tour Consultant!

Your tour consultant is your "best friend" in the the tour planning process. They are fabulous and want your tour to be the best on yet!  So, give your Tour Consultant a call to day, and show them a little love.  :)

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    Author

    Hi!  I'm Jessica, and I  have traveled the world with my students on seventeen EF Tours.  I am a teacher and group leader, just like you!  I hope that you find some resources on my site to help you with your next EF Tour. Safe Travels!

    Archives

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    Categories

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    Group Leader Took Kit
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    Restricted At School
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