Parent Frequently Asked Questions
Why should my child travel with Students on Tour?
Students on Tour is committed to providing your child with a quality educational tour program of our nation's top historical sites and attractions. Our professional Education Program Leaders will guide your child and their friends on an amazing journey. Your child will be excited as they see our nation's history come to life. Their minds will be expanded through the power of travel, as they experience different cultures, sights, and smells. They will learn much about themselves and the country in which they have grown up. Your child will be empowered by the knowledge they gain on this program, which will aid them in making more well-informed and productive choices in the future.
How much money should I send with my child?
You will want to check your package itinerary for specific details regarding which meals are included. Usually participants need to plan to purchase lunches each day. An average budget of about $10 per lunch works for most individuals. The only other expense would be souvenirs.
If the program includes air travel, you will need to anticipate baggage fees for checked bags; these fees are different for each airline. The airline’s website is an excellent resource for up-to-date information.
Who needs my child's medical information?
Students on Tour recommends providing the group Organizer with any pertinent medical information. If there is special medical information that will assist Students on Tour in making special ADA accommodations, let us know upon registration. This would include the need for a wheelchair lift, accessible hotel rooms, a refrigerator in the hotel room for medication, etc.
Can I use my frequent flier miles or hotel points to lower the cost of the trip?
Since Students on Tour Education Programs are sold as packages, “miles” and “points” cannot be applied. The rates we receive are already discounted for group travel.
Students on Tour does offer a Land Only option, which means the participant makes their own travel arrangements to and from the Education Program. Contact the group Organizer for the Land Only form, which needs to be completed and submitted to our office. The program price is adjusted after the Land Only form is processed.
*Note: We do not allow a minor participant to fly unaccompanied, therefore, a single student must fly with the group.
How do I view my account history?
You can access your account anytime online at www.studentsontour.com. You will need your username (usually email address) and password.
From your account, you can make a payment, as well as view current and past registrations, payment history and balances.
How are Students on Tour itineraries designed? Who chooses which sites and attractions are included?
Itineraries are based on Students on Tour's experience since 1984 of providing quality educational programs for students from all over the United States. Each itinerary is designed by our team of Itinerary Specialists. Sometimes an Organizer will have a specific request of an attraction that will enhance school curriculum.
What type of transportation is used on Students on Tour programs?
Students on Tour uses newer model motorcoaches that meet all federal transportation guidelines. These deluxe motorcoaches are equipped with large windows, comfortable upholstered seating, a restroom, air conditioning, and a public address system. Most also include WIFI and electric outlets.
For groups using air transportation, our Travel Coordinator diligently shops for tickets that will take into account both the group’s budget and schedule.
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.
Is the program chaperoned?
Yes, Students on Tour Education Programs are designed to include one chaperone for every ten participants. We assist the group Organizer in planning for the inclusion of chaperones.
If there is an emergency at home, how do I contact my child?
With today’s technology, students are much more accessible via their own cell phone or the cell phone of the group Organizer. Students on Tour would recommend contacting the group Organizer before speaking with your child.
In addition to cell phone contact, about three weeks before trip departure, the group Organizer will receive hotel information, including addresses and phone numbers, to share with participants. Students on Tour also has a 24-hour hotline (
800-286-8732), which reaches our office staff who in turn will contact the Education Program Leader who is with your child.
What are some of the safety procedures used by Students on Tour?
Students on Tour recognizes safety as our highest priority. The following are a few of the procedures we have in place:
Each participant is provided with a 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 on Tour uses established and vetted motorcoach vendors, hotels, restaurants, and attractions.
At hotels, nighttime security is posted and dedicated to your group, which allows participants and teachers to have a good night of rest.
What are the hotels like?
Students on Tour uses several tiers of hotel properties. For groups choosing to stay in downtown locations, we use hotels such as Hyatt, Embassy Suites, Holiday Inn, etc.
For groups wishing to economize, we use nice suburban properties such as Hyatt Place, Holiday Inn Express, Country Inn and Suites, etc.
We choose properties that are in safe locations and are clean with up-to-date modeling.
How many students are housed in each room?
Typically, there are four students in a room. There are rare occasions when, due to an odd number of students on the program, there may be three or five (roll-away bed) in a room. Students may also room with their parent. Students on Tour policy does not allow for only two students in a room.
Can my child select their roommates?
The group Organizer develops the rooming list. Participants should contact their group Organizer as soon as possible with any roommate requests.
What type of meals are included on a Students on Tour program?
The majority of Students on Tour Education Programs include breakfast and dinner on each full day of tour.
Menus are selected with students in mind and include vegetarian and gluten-free options.
Breakfasts are typically provided by the hotel.
Lunches are typically at the participants’ expense and may include stops at a food court, cafeteria, or town square—places that offer quick service and a variety of food options.
Dinners are most often hot meals at buffet-style restaurants, cafeterias, the hotel, or nationally/locally-recognized restaurants. Depending on the itinerary, dinners could also be at food courts, sports stadiums, or maybe even a cruise boat!
What if my child has a serious food allergy?
While Students on Tour takes a number of steps to accommodate food requirements and dietary restrictions, it is impossible for us to guarantee specific food availability or uniquely-prepared foods for those with special dietary needs.
For those children who have serious food allergies or complex food requirements, we encourage parents to include snacks and extra meal money to purchase specially-prepared foods. An adult participant will be expected to be able to accommodate for their own special dietary food requirements while on the program.
The Organizer should be informed of any life-threatening allergies or special medically-necessary dietary needs. If necessary, they will share this information with Students on Tour. In these cases, we alert the Education Program Leader and vendors in order to make necessary accommodations.
Students on Tour will not be able to provide a list of eating establishments prior to program departure.
I have a student who is physically disabled, are they able to join the program?
Yes, Students on Tour follows all ADA guidelines. For example, if a student requires a wheelchair lift on the motorcoach, we will arrange for that.
During the registration process, there is a place to indicate the need for a special service.
My child is physically disabled. Do I need to let someone know?
Students on Tour follows all ADA guidelines and will assist in making arrangements for your child's special needs. It is important to alert us at the time of registration if special arrangements will be needed (e.g. wheelchair lift, accessible hotel room, refrigerator in room, etc.).
Registration and Payments
How do I make a payment for my child's Education Program?
Both registration and payments are completed online. Payments can be made by Visa, MasterCard, Discover cards or by PayPal. Checks and money orders are also accepted.
The Registration Fee is paid upon registration. The remaining program cost is divided into four approximately equal payments: one to be paid one hundred and fifty (150) days prior to trip departure, one to be paid one hundred and twenty (120) days prior to trip departure, on to be paid ninety (90) days prior to trip departure and at sixty (60) days prior to trip departure. Scheduled payments need to be made on time in order to avoid a late charge. Participants can make additional payments any time as long the scheduled payments are up-to-date.
Except for the Registration Fee, the payments are made payable directly to Students on Tour's Client Trust Account, an FDIC-insured client trust account administered by an independent firm of Certified Public Accountants.
*In California, all payments, including the deposit, go directly to Students on Tour Client Trust.
How do I register my child for their Education Program?
The Organizer of the program (usually a teacher) will provide you with a handout which includes instructions on how to register online as well as an itinerary of the program. You will need the Program Code and Password in order to register.
Does Students on Tour provide trip cancellation coverage?
Students on Tour has partnered with an insurance carrier that provides a Cancel For Any Reason (CFAR) Policy. Participants can purchase trip insurance at the time of registration. More information is available at time of registration.
What does it mean when a trip is in a "Waitlist"?
When an Education Program is listed as being in a "Waitlist Status," it means the number of registered participants exceeds available transportation (airline, motorcoach, etc.) capacity. Students on Tour is aware of the situation and is working to secure additional space.
Students on Tour strongly encourages participants to continue to register, as most waitlist situations do get resolved. Participants are removed from the waitlist in the order in which they registered. You will be notified when your waitlist status has been lifted and you have been moved to the active list.
In the rare event that Students on Tour is unable to secure additional space, all monies paid will be refunded to the participants.
Are there Terms and Conditions that I should read before registering my child?
Yes, they are posted on our website. For easy reference, click here.
What if my child needs medical assistance while on a Students on Tourprogram?
In the event of an emergency, 911 is always be contacted. For non-emergency situations, we utilize other healthcare options, such as the following:
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 I register after the deadline?
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.
If hotel space has been released, it is likely that additional rooms will not be available.
What is Students on Tour cancellation policy?
Students on Tour has one of the most lenient cancellation policies in the industry!
As each participant registers for the trip, they pay a Registration Fee equal to ten percent of the student quad occupancy price. For programs including Broadway shows, the amount of the Broadway Ticket will be added to the Registration Fee. This Registration Fee is considered earned by Students on Tour upon receipt; the Registration Fee is non-refundable and non-transferable for any reason under any circumstance.
Participants cancelling more than eighty (80) days prior to trip departure will be charged the amount of the Registration Fee.
• Cancellations within eighty (80) Days prior to departure will be charged 20% of total Program cost
• 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
Travel Protection Insurance
Do you offer Travel Protection Insurance?
Our team has done extensive research to facilitate a partnership with a travel insurance company that excels at providing an excellent student-group-friendly product at a truly affordable cost.
This company offers a benefit option of
Cancel For Any Reason that you may want to consider to provide confidence as you move forward with your Program.
Travel protection packages from Travel Insurance International may offer benefits for:
Non-Medical Emergency Evacuation
Click here to view the Travel Insured International Group Plan Overview with pricing and coverage information.
Feel free to reach out to our
Reservations Team today or call
715-234-6500 should you have any questions.
Accident & Sickness Medical Expense