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!

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.  :)