Educator Frequently Asked Questions
Tell me about being an organizer
Who is the Organizer?
The Organizer is the person with whom we communicate about the program. This person is often a teacher or school administrator, but can also be another school staff person or a volunteer parent.
What does the Organizer do?
The Organizer works with us in deciding which program will be offered, the dates of the program, etc.
The Organizer also appoints chaperones. These chaperones can be teachers, school staff, or parents. Each chaperone is typically responsibility for a certain number of students.
Organizers promote the trip using suggestions and tools provided by Students on Tour.
While on location, the Organizer helps with decisions if and when they need to be made and, of course, aids in supervision and discipline.
What support does the Organizer receive from Students on Tour?
Students on Tour manages the money. Our accounting department works directly with each family.
Students on Tour and its sister company use a client trust account administered by an independent firm of Certified Public Accountants for the protection of your money. Other student tour providers have trust accounts to be sure, but they are self-administered. In other words, the tour provider can access your money; Students on Tour does not. All monies are held in a CPA administered trust fund, other than the deposit. Funds are only released for your program expenses when due. Any additional monies are released at the conclusion of your program. Your money is safely in the hands of the independent CPAs who pay the bills and only pay Students on Tour after your trip is over.
During the program, our Education Program Leaders (EPL) are with your group 24 hours a day from the time you arrive on location until you are on your way home. The EPL take cares of all arrangements, provides teaching throughout the program, and in general runs the trip.
We provide through-the-night hall security guards who will watch over your group at the hotel(s).
Organizer Registration Costs
I am the group Organizer. Is there a way to have my registration costs reduced?
For east coast programs that travel by motorcoach, one complimentary participant is earned for every fifteen (15) paid participants.
For west coast programs that travel by motorcoach, one complimentary participant is earned for every twenty (20) paid participants.
For programs that travel by air, one complimentary participant is earned for every ten (10) paid participants.
Best Time to Book and Travel
When is the best time to “book” my Education Program?
Most groups book their programs a year in advance. The earlier the program is booked, the more time families have to make monthly payments.
When is the best time of year to travel?
The majority of schools schedule their programs during regular school time. April and May are the most popular months, along with the time around spring break, which changes year-to-year.
How is the itinerary designed?
Our Itinerary Specialists will develop an itinerary that reflects the best learning opportunities for the cities you choose to visit and the length of the overall program. They also take into consideration attractions and sites that will enhance learning objectives you may have for your group.
Who Leads the Program?
Who leads the Students on Tour education programs?
Students on Tour has an exclusive staff of trained and licensed Education Program Leaders (EPL). They are selected based on their background, education, personality attributes, and experience with young people.
Are your Education Program Leaders screened?
Yes. All Students on Tour Education Program Leaders go through background checks and are also licensed by the District of Columbia.
What about chaperones?
Ten (10) paid participants, if traveling by air
Fifteen (15) paid participants, if traveling by motorcoach to the East Coast
Twenty (20) paid participants, if traveling by motorcoach to the West Coast
How many participants are needed in order to be considered a group?
The travel industry requires at least ten people to be considered a group. Yet there is a significant cost – benefit to having a larger group. An ideal group size is at least 35 people.
Consider joining one of our open tours (if available)
Consider “matching” with another small group (if available)
Is there a maximum number of participants allowed?
No—there is no upper limit! We have worked with groups of over 450 participants and very routinely work with groups of 200+ participants. These groups are divided into motorcoach "teams" and each team has its own Students on Tour Program Leader.
Who can we invite to join our education program?
Is it a good idea to mix grade levels?
It is not unusual for schools to combine two grades. There are unique challenges with a greater grade span, yet it certainly can be done.
Does Students on Tour provide behavior guidelines, dress codes, etc. for the education program?
Possession of alcohol, non-prescribed drugs, or tobacco by students is prohibited
No clothing showing, referring to, stating, or implying anything to do with alcohol, drugs, profanity, or sex is allowed
No clothing referring to or picturing any musical group or individual is allowed
Very baggy clothing or revealing clothing is not allowed
Finally, any clothing thought objectionable by the trip Organizer or your Students on Tour Program Leader will not be allowed
Students on Tour and/or the Organizer of this tour reserves the right to send home any participant, at their expense, whose behavior interferes with the enjoyment or safety of the other participants or who violates stated guidelines or rules which are presented during the registration process.
What are some of the safety procedures used by Students on Tour?
Students on Tour uses established and vetted motorcoach vendors, hotels, restaurants, and attractions.
We also follow all established federal guidelines outlined for motorcoach operators.
Each participant is provided with a program badge and lanyard to wear throughout the tour. This badge is preprinted with the Students on Tour 24-hour toll-free emergency hotline number that participants or first responders can use to contact our office in cases of emergency.
Students are not allowed to be without adult supervision.
At hotels, through-the-night hall monitor security is provided via bonded and licensed operators.
Hotel orientation is given to review stairs location and evacuation procedures.
What type of transportation is used on Students on Tour Programs?
What are the hotels like?
How many participants are assigned to each hotel room?
Tell me about the meals that will be included.
What if someone in my group has a serious food allergy?
I have a student who is physically disabled, are they able to join the program?
How are payments made?
Does Students on Tour provide any pre-program education materials?
Absolutely. A Students on Tour Explorer Workbook is provided for each student participant.
What if medical assistance is needed while we are on a Students on Tour program?
Inn-House Doctor: We partner with Inn-House Doctor, a company that provides top-level medical care in the comfort and convenience of the home, workplace, or hotel room on a 24-hour, 7-days-a-week basis.
This service is utilized via an on-call number. A physician returns the call within 15 minutes to provide the necessary pre-assessment and service plan. A licensed physician from one of the finest local hospitals then provides high-level, on-site care, as needed, in the comfort of your own hotel room.
If this service is needed for a student who does not have a parent on the tour, Inn-House Doctor would contact the parent via telephone to receive parental consent, which is similar to how the situation would be addressed in a hospital.
Charges vary based on services performed; there is a minimum charge of $400. Inn-House Doctor only accepts credit card payment. They do provide the paperwork needed to submit to insurance companies. Again, for those students who do not have a parent on the tour, Inn-House Doctor will work with parents via telephone regarding these matters.
It is good to know that Inn-House Doctor will address any follow-up questions from primary physicians in order to maintain continuity of care for any patient who they see.
This service is available in the Washington DC, Philadelphia, and Boston areas.
Minute Clinics: There are a number of CVS drugstores in Washington, DC, Virginia, and New Jersey that include Minute Clinics.
Late Add Ons
Can individuals register after the deadline?
Participants should be strongly encouraged to follow the scheduled dates for your Education Program registration and payments. When Registration Fee and payment dates have passed, an individual will be considered a late registrant and will be required to register as a ‘Waitlisted’ participant. While we will attempt to secure space on the program it may not be possible. Please keep the following in mind for ‘waitlisted’ participants:
If airline seats have already been ticketed/released, we likely will not be able to secure an additional airline ticket with the group, or the ticket price may be higher (possibly considerably higher) than what was secured for the group. Consequently, there would be an additional fee for the airline ticket, and more than likely, late registrants will not be able to fly with the group. Note: We do not allow a minor participant to fly unaccompanied, therefore, a single student must fly with the group.
Tickets for some venues may no longer be available (e.g. Broadway, museums, etc.). Tickets often sell out months prior, particularly during high-volume times of the year. If we cannot secure a ticket for an event with the group, the late registrant would not be able to attend the event/activity.
If hotel space has been released, it is likely that additional rooms will not be available. Our Reservations Team will work with you as the Organizer to determine the possibility of housing late registrants within the existing group space.
What is Students on Tour cancellation policy?
• Cancellations within sixty (60) Days prior to departure will be charged 35% of total Program cost
• Cancellations within forty (40) Days prior to departure will be charged 50% of total Program cost
• Cancellations within thirty (30) Days prior to departure will be charged 75% of total Program cost
• Cancellations within twenty (20) Days prior to departure will be charged 100% of total Program cost