Planning Timeline
Successful student trips start with strong planning. With the right support, planning a student trip is deeply rewarding, straightforward, and simpler than you might expect. This timeline highlights the common steps involved in planning an overnight school trip, so you know what to expect. Your dedicated Tour Coordinator guides you every step of the way, from the day you request information to the moment you return home.
1. Request a Quote
Start by requesting a quote here. Whether you have a clear vision in mind or aren’t sure where to begin, this is simply the starting point for a conversation. You can share initial ideas around educational objectives, preferred destinations, and must-see attractions, knowing these details can be refined and adjusted as planning continues. Not to worry – there is no obligation at this stage!
2. Review Your Custom Tour Proposal
Based on your input, your dedicated Tour Coordinator will build a personalized itinerary and cost proposal. Once you have the chance to review, you can provide feedback, request adjustments, and ask questions. This is a collaborative process to ensure all of your goals and expectations are met.
3. Seek Administrative Approval (If Required)
Some Trip Leaders choose to request approval from school administrators before officially launching a trip. Others plan their trips during school breaks that are not school sponsored. This approach can provide more independence and flexibility. Discuss with your Tour Coordinator which option is best for you.
4. Receive Your Registration Information
Once you’re comfortable with the tour package and ready to move forward, you will receive a registration flyer to share with students and families. The flyer outlines key trip details, including tour package inclusions, how to register through our secure online portal, payment plans, and cancellation policies.
5. Host a Parent Information Meeting (Optional)
Some Trip Leaders find it helpful to host a virtual parent meeting to introduce the trip, review logistics, and answer questions. A member of our leadership team can join the call to introduce ourselves and communicate directly with families about trip details and how to register.
6. Passenger Registration & Payments
Travelers register and make payments directly through our secure online portal. This portal serves as the central hub for registration, payments, and trip communications for families. Most trips include 4-6 scheduled payments, spaced anywhere from 1-3 months apart, depending on how far in advance the trip is planned.
7. Begin Booking Reservations
Once your group reaches the minimum number of travelers, your reservations, including airfare, hotels, transportation, and activities get confirmed. Â For groups visiting New York City, your selection of Broadway shows and workshops will be made easier with the advice and guidance of your Tour Coordinator.
8. Confirm Itinerary Details
As reservations are secured, you will receive regular updates to itinerary, and you will have the opportunity to make changes or adjustments.
9. Submit Rooming List
6-8 weeks before departure, you will submit the final hotel rooming list. Forms and instructions are provided to make this step straightforward and stress-free.
10. Final Payment Deadline
The final payment installment is typically due about 6 weeks before departure. Reminders will go out to all travelers in your group.
11. Receive Final Itinerary & Pre-Trip Materials
About 4 weeks before departure, you will receive a travel organizer containing the finalized itinerary, helpful travel hints, contact information of your tour guide and baggage tags.
12. Meet Your Tour Guide & On-Tour Support
Shortly before departure, your professional Tour Guide will reach out via text to introduce themselves and share meeting details. Your guide will accompany your group throughout the trip to manage daily logistics. Your Tour Coordinator provides their personal cell phone number for any questions or needs along the way, so you’re never navigating the experience alone.
13. Departure
Your group departs from your local airport, or from your school, and your trip comes to life! With logistics handled and support in place, you can focus on enjoying your travel experience.
14. Return Home
You arrive back at your local airport or school with students who have gained new perspectives and created lasting memories.
15. Post-Trip Evaluation & Rewards
Complete a short post-trip evaluation to share your valuable feedback and earn additional rewards program points which can be redeemed for prizes like gift cards or a free trip.
Ready to Start Planning?
Every successful student trip starts with a single idea and a trusted partner to help bring it to life with clear steps and experienced guidance.
Drawing on over 50 years of experience, Junior Tours provides a streamlined planning process with one consistent point of contact and the flexibility to adapt to your group’s needs.
