There’s a saying that goes, "It’s the little things that make a BIG difference." Although it’s a cliché, it is often very true, especially when choosing the right tour operator. When planning your trip, a detailed step-by-step process is needed. This process is outlined below and is systematic, thorough and will help you decide which tour operator best suits your needs, what destination to take your performance ensemble to, what festival, if any, you would like to participate in, what fun activities you would like to include on your tour and if you want your group to perform in public.

It Starts with a Conversation

First, the simple process starts with a conversation with multiple tour operators. You must first discuss approximate dates, destination possibilities, performance goals and venues, any festivals, fun activities, and more. Make sure you choose to speak with operators who are well versed in student performance trips and send bands, choirs, dance troupes and more to the top performance destinations throughout North America. For example, Orlando has some of the finest music performance festivals, workshops and public performance venues in the U.S. including Disney Performing Arts OnStage, Festival Disney, Disney Honors, Universal Stars, Sea World’s SoundWaves and OrlandoFest. Washington DC provides a wonderful historical backdrop for performing groups including the Jefferson Memorial, Lincoln Memorial, the National Mall and more. New York City provides student performance ensembles with many exciting options including Broadway Workshops, performance venues such as the Statue of Liberty and more.

Build a Program Your Way

Upon review of your conversation with each operator, ask them to build a program based on your budgetary needs, curriculum, performance goals and more. Make sure they can provide economic solutions that fit your budgetary needs. Most of all though, make sure they place a priority on scheduling activities that appeal to you and your performance group. You may want to visit a museum, historical site, theme park, attraction(s), zoo, theatre, special event, sporting event, day trips to other destinations, etc. Also ask them if they can provide any high profit fundraising suggestions. Some operators actually work with third party fundraising companies that can produce high profits for your program that will ensure that you and your group travel.

Ask for a Proposal

Ask each operator to present a proposal to you outlining the itinerary and budget. From this point on, you can fine-tune your itinerary giving you a trip that satisfies all of your needs. Also, make sure that there is an emphasis on exceeding the level of educational and curriculum expectations that your school administration requires. With each itinerary, carefully look at all the details making sure that everything you asked for, including transportation, indoor corridor accommodations, amount of meals, attractions, museums, tour director, hotel security, etc. is included on the itinerary. Then compare each itinerary to see which one best fits your needs.

Make a Decision

At this time, you must choose an operator that you feel comfortable with. Make sure that the operator is a member of a major association that advocates excellence in student travel. Examples of such associations include the Student & Youth Travel Association (SYTA), the American Bus Association (ABA) or the National Tour Association (NTA). Once you have chosen which operator/itinerary to travel with, arrive at a payment schedule that is acceptable to you. Request an outline that specifies all aspects of your trip and a payment schedule with budgetary goals. Once agreed upon, the operator will send you a contract. Again, confirm that everything you requested is indeed on the contract. Scrutinize it carefully. Oftentimes, you will need to send a trip deposit at the time of signing the contract.

Get Your Team Together

At this time, you should get your team together to plan fundraising, how many chaperones you will need on the trip, who will dispense travel information and more. This will greatly help you in organizing everything before your tour. These team members will be crucial to the success of your trip. The stronger and more organized your team, the easier and better your trip preparation will be.

The Tour

Once the day of departure arrives, your performance group will be picked up by pre-arranged transportation at your school or at the final destination airport. If requested, your group will be greeted by a personal tour director upon arrival at your destination. The tour director will be with you every step of the way, taking care of every detail of your trip, including all performance details, hotel arrangements, dining arrangements, and more. This will allow you and your group to enjoy your tour.

In conclusion, make sure you choose a tour operator who has experience planning student performance trips and is very detailed. You should set a goal to give your students a fun, hands-on learning experience that they’ll remember for years to come. Plus, you’ll have the rewarding feeling of knowing that you are the teacher who is making a difference in your students’ lives. As an educator, planning your student performance trip is easy with the help of a qualified tour operator. As stated above, it really is the little things that make a BIG difference!