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.
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!
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?
On tour, I need chaperones who I can trust to...
...be fair to all students.
...put the needs of the students first.
...fulfill all the small chaperone duties (like room checks, and head counts).
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.
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!
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!
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.
What qualities are important to be apart of your TRIBE? Let me know in the comments below!
Check out my info graphic, and get your travelers prepared for your next tour!
What do you require your travelers to pack? I'd love to hear from you, comment below!
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?
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?
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've collected all the money, now what?
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!
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:
I also share some important AIRPORT TIPS:
It is always important to address what to do IF SEPARATED FROM THE GROUP:
To quickly count the group, I use a silly little method called PAIRS-N-SQUARES. it works a little something like this...
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!
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!
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!
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.
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.
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.
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!
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.
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!
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:
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?
What tools can you not live without to stay in touch with your group? Leave them in the comments below!
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.
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:
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.
Meeting #4: One week until departure
*This is known as your departure meeting. Click here for a sample agenda.
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!
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.
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:
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.
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!
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!
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!
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.
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!
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.
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 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!
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.
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. :)
The biggest part of my job as a group leader is to set the expectations for my group BEFORE we depart. International travel, and group travel work differently than anything my students have really experienced before. I like to meet with my groups four times before we depart, so that everyone has had a chance to become acquainted and has heard about how they can best be prepared for our tour.
I would highly suggest planning a few meetings before your tour to get everyone on the same page. I like to start in January for my June tour. I know that it is April, and you might be thinking..."am I too late?" Its never too late! Just get your group organized and then get together! Here are a few of the topics that I like to address with my groups:
Foreign currency and budgeting spending spending money
What to expect for the day to day schedule of an educational tour.
What to expect for hotel rooms and food.
What sites we will see, special historic places
What all the details about these topics and more? Click here to check out my Before Departure page, and steal all my resources!!!
What other things do you plan to prepare your group for? Comment below and let me know!
As a group leader, I get asked about fundraising all of the time. Everyone wants the next big idea that will bring in lots of cash. Almost all of my groups have done fundraising in the past. Some were more successful than others, and the magic ingredients that have worked for every successful fundraiser were: organization, advertising, and charm. I couldn't begin to recount the amount of fundraisers that my travelers have executed in the last six years, but I can tell you that the best ones were well organized, advertised far and wide (by the way you can't beat word of mouth), and involved our students talking with potential patrons about their upcoming trip and inviting them to contribute.
Did you know? Everyone who signs up for an EF Tour has their own personal fundraising account? On your EF Tours account, you can find a link that can be copied and pasted into e-mail, and everyone you know to contribute to your tour. I've had students do this in the past, and have been very successful. How simple is that? One e-mail could make a big difference in your balance! Have your travelers log into their personal account to check it out at www.eftours.com.
You want ideas??? I've got ideas! But don't get too excited...they aren't anything fancy, just good old fashioned, hard-working fundraisers. The events that have brought in the most money for my groups are the ones that let their family, friends and community get involved and help out! For a complete list of my ideas...click here! If you have any questions about these, or need more details, don't hesitate to shoot me an e-mail at email@example.com. I'd love to hear from you!
What are some of your best ideas? Just like you, I'm always looking for new ones. Let me know in the comments below!
I just had my first recruitment meeting, and it went well. The turnout was lower than I was hoping for, but it seems like everyone is so busy these days with lots of commitments. Thanks to my Tour Consultant, Kylie, I was fully prepared and kicked off my 2016 travel season with a bang! I know that 2016 seems so far off, but when it comes to planning for an international tour, you can never start too early! Are you thinking about having a meeting for students and parents? Wondering where to start? Well, I am here to help!
First, let's talk about WHY you should start as soon as possible:
-The earlier that your travelers enroll, the more months they have to pay off the tour = smaller monthly payments. Who doesn't like that???
-When travelers enroll, they lock in the current price. Thanks to the departure fees, the price of your tour will increase over time. By enrolling, and paying the $95 enrollment fee, travelers can lock in the price, and it will not increase.
-With more members of your group signing up sooner, you will have a better idea about how many chaperones you will need, and will have plenty of time to make those arrangements.
Next, its time to plan your meeting!
1. Pick a date, and location.
-I like to schedule mine several months in advance.
-Can you have it at school? If not find an off campus site willing to host your meeting...a church, a restaurant, rec center, etc.
-Do you need to request any technology, such as a computer, projector, etc.?
2. Talk with your Tour Consultant.
-Let them know the date and location of your meeting
-Ask for more Itineraries and Enrollment Booklets (if you need them).
-Ask if there is a GEA available to attend your meetings and help answer questions.
-Ask your fellow teachers to nominate students who they feel would be good candidates for traveling on an international tour.
-Use my Nomination Form.
4. Parent Letter.
-I send a letter to each student who was nominated, letting them know about the tour and the upcoming meeting.
-Making sure that the letter gets home and into the hands of the parents is key!
-Start with my parent letter, and edit it as necessary for your tour.
-I advertise the meeting all over school.
-Do this only if you are: (1) allowed to by your school administration (2) allowing every student in the school to be eligible to go on your tour.
-See the Recruiting Travelers page for more ideas.
6. Recruitment Meeting Checklist
-Print out my Recruitment Meeting Checklist. It has step by step instructions for planning your meeting.
7. Create meeting agenda.
-Don't reinvent the wheel...use my sample agenda to get started!
-Not sure how to start? Use my sample meeting agenda and edit away!
8. Reminder e-mail.
-About three days before my meeting, I send a reminder to students and parents about your meeting.
9. Meeting day!
-I always arrive early to set up the room, and double check that all the technology works.
-I lay out the enrollment booklets, day-by-day itineraries, and sign in sheet on a table near the door.
-I introduce myself to each attendee and ask them to sign in, and take a copy of each handout.
-If you have a GEA come to your meeting, introduce them at the beginning of the meeting and let everyone know their role.
10. After the meeting.
-The next day, I send out a follow-up e-mail to everyone who attended (thanks to the sign-in sheet, I have their e-mail address).
-I thank them for attending the meeting, and remind them about the sign-up deadline.
-Don't forget to include the link to the tour website so that they can sign up soon!
If you follow those 10 steps, you will be prepared and on your way to a great first meeting! I hope that your meeting goes well! Feel free to contact me if you have any questions!
Hi! I'm Jessica, and I have traveled the world with my students on fourteen 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!