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:
Trip Cancellation
Trip Interruption
Travel Delay
Missed Connection
Baggage Loss/Delay
Non-Medical Emergency Evacuation
Accident & Sickness Medical Expense
Cancel For Any Reason
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.
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 responsible 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.
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 takes care 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).
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.
More schools at taking notice of the advantages of traveling during off-season times including January, February, and autumn. During these times there are shorter lines and fewer crowds. About ten percent of schools travel during summer break.
Yes! With enough paying participants, your registration can be complimentary. You may also be able to offer complimentary registration to chaperones as well. Our Reservations Department can assist you with this planning. Generally speaking,
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.
Students on Tour recognizes safety as our highest priority. The following are a few of the procedures we have in place:
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.
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.
For smaller groups there are two options:
Consider joining one of our open tours (if available)
Consider “matching” with another small group (if available)
Many attractions and sites require students to be accompanied by a chaperone. A general guideline is to plan to have at least one adult chaperone for every ten students.
Our Education Programs are set up to have one complimentary participant for every -
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
Organizers often offer these complimentary spots to chaperones.
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 andn a 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.
The Transportation Security Administration (TSA) website has information on the different items you may or not bring on your trip and where it needs to be packed in your luggage. https://www.tsa.gov/travel/security-screening/whatcanibring/all
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.
Students on Tour looks for restaurants and eating options that provide you with variety and choices. Sometimes the meals are set up in a buffet style other times they are plated, but they always allow for a number of options. Breakfasts are normally set up at our hotels. Lunches are normally not included in our package price but we plan to go to places were there are many choices. Dinners are complete hot meals.
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.
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.
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 Don't forget we offer a Cance For Any Reason policy. Check it out here.
Our professional and highly trained Program Leaders are knowledgeable of CDC guidelines and will model and encourage healthy practices throughout the Program. Ample encouragement and time will be provided to all group members for proper hygiene, and especially handwashing; hand sanitizer will also be readily available. Program Leaders will remind and encourage passengers to follow all necessary distancing guidelines as appropriate for the group. Students on Tour staff will monitor their own health daily and only lead Education Travel Programs if they are symptom-free. We have back-up staff ready should the need arise.
Yes - Face masks are required at certain sites / locations.
All passengers should provide their own disposable or reusable face coverings; please bring an adequate supply for the entire duration of the program.
All face coverings should:
Fully cover an individual’s nose and mouth and allow passengers to remain hands-free
Fit snugly but comfortably against the side of the face
Be secured (with ties or ear loops)
Be made of breathable material, either disposable or reusable
Hand sanitizer will be readily available throughout your travels including on the motorcoach. If you choose to bring you own, review the TSA rules: https://www.tsa.gov/news/press/releases/2020/05/21/tsa-prepared-summer-travelers-updated-security-procedures
If you are not feeling well, do not travel.
Be alert for symptoms. Watch for fever, cough, shortness of breath, or other symptoms of illness.
Follow CDC guidance if symptoms develop.
Contact your organizer as soon as you determine that you are not able to travel.
While on the travel program please monitor your health. If symptoms develop, you will be separated from the group and connected with medical care. Based on the counsel of medical personnel, appropriate measures will be taken to provide for your well-being. As has been our standard practice over the past 36 years, Students on Tour will work with our traveler(s) to secure alternative transportation if traveling with the group is not possible due to a medical reason.
Yes, there are new TSA guidelines and procedures for 2020 summer and fall travel. Please carefully review them before going to the airport. Note specifically the points regarding separating food and packing smart. A face mask will be required in the airport and on the flight.
All airline companies are following federally mandated guidelines with the traveler’s safety as the top priority. Specific disinfecting and sanitization procedures have been developed by each carrier to provide for the well-being of those travelling. Each major airline company has produced resources to share with the travelling public detailing their specific processes. Links to these resources can be found at www.studentsontour.com/travel-safely
The hotel industry has committed to a very aggressive sanitization and disinfection process to provide a clean and healthy environment allowing you to travel with confidence. They are also employing innovative measures to allow for touchless services. The major franchise hotels used by Students on Tour have created resources that detail their sanitization processes of rooms, common spaces, and food service areas. Find the weblink to these resources at www.studentsontour.com/travel-safely.
Motorcoach companies are regulated by federal agencies and specific trade associations that are collaborating to provide for the safety and well-being of passengers. Each company with whom we partner is taking additional sanitization measures. Before any group boards the motorcoach for the first time, the coach will be thoroughly sanitized from previous passengers. The motorcoach will not be used by any other traveler/group for the duration of the trip. Hand sanitizer will be readily available to all passengers throughout each day. Each evening the coach will be cleaned and sanitized.
Group dining has often been provided by means of buffet-style service. Students on Tour has requested that all our food service be transitioned away from buffet service to cafeteria-style (buffet-line served by waitstaff) or plated meals served at your table.
In addition, more separation will be required from other restaurant patrons and groups.
Our partner restaurants are monitored closely by federal, state, and local health regulators. Many specific safety measures have been instituted to ensure for the well-being of patrons, including employee screening, and additional training in best practices of food safety.
Many of the sites we visit are open and ready to welcome visitors within the context of current regulations. These sites have developed innovative tools to allow for an engaging and fun experience keeping the safety and well-being of guests as the top priority.
The Students on Tour Team closely monitors all the states and cities where we travel. We also communicate regularly with our travel partners and vendors. With 36 years of experience, we can make adjustments as necessary to ensure a full, exciting, and life-impacting education program.
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:
Trip Cancellation
Trip Interruption
Travel Delay
Missed Connection
Baggage Loss/Delay
Non-Medical Emergency Evacuation
Accident & Sickness Medical Expense
Cancel For Any Reason
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.
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.
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.
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.
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.
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.
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.
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.
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.
Yes, the details are listed during the registration process and presented again on the first day of the program. In addition, any rule that would apply at the participant’s school is automatically included within the understood guidelines and rules of the tour.
Here are a few examples of what Students on Tour includes in our list of guidelines:
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.
We want to assure you that our team is proactively working with Program Organizers to make necessary adjustments to programs. Each group is being worked with on a case-by-case basis. We are working with groups with imminent departure dates first.
Please note, we work through the Program Organizer or the school associated with each program on high-level decisions for your trip- like changing dates or canceling the program. If you have questions related to your group moving or canceling the dates of your tour program, we recommend that you wait to hear from your Program Organizer, who will be working with our team to confirm any changes and share them directly with your group.
We appreciate your patience as we work with your Program Organizer.
Students on Tour offers the most lenient cancellation policy in the student travel industry. Please see our standard cancellation policy here. During this time we are being additionally lenient limiting penalties to only to non-refundable items.
We are doing our very best to refund everything that we possibly can for individuals or groups that have to cancel. In every case, we are retaining the deposit that is considered earned upon receipt. To provide the excellent services our reputation and integrity represent, we have spent numerous personnel hours and monies to prepare for your program. Our staff has attended to every detail of the program to ensure it was ready to take place flawlessly. We paid them for their work. We paid suppliers, vendors, and other required invoices to provide an excellent education program from a compliant and reputable tour company.
Many tour operators are offering little or no refund; most are offering vouchers only for future travel. We have worked hard to get refunds from vendors/suppliers so that we can maximize your refund.
We are a bit overwhelmed due to the current situation, but are processing refunds as quickly as we receive the refunds from our vendors. It is taking around 4 weeks for the processing in most cases. The refunds will be returned to/in whatever form the payments were made.
We are working on your behalf as fast as we can. You will receive a receipt noting the credited amount when the credit is processed. You will not need to call us to facilitate your cancellation if your school cancelled your program.
We would so much rather give you the airline credit in actual money. At this point, a voucher is all that most of the major carriers are doing for passengers that were ticketed when this began. In most cases, they are waiving change fees for rebooking. Since they have your money, we are forced to take what they are offering. Passengers receiving vouchers will be given clear instructions on how to use the voucher.
We know that airlines are receiving pressure to give refunds in the form of money, not vouchers. Perhaps we will see a change ultimately in that process.
Students on Tour has always taken, and continues to take, a proactive approach to the health and safety of our travelers. Their safety and security is, and always will be, our highest priority.
Our Education Program Leaders are trained to regularly encourage best practice hygiene with our travelers. Additional measures are always taken especially during flu season. Necessary time is taken to provide travelers with the opportunity to get supplies as needed, and ensure proper hand-washing time is provided for before and after meals.
The airline transportation industry has taken increased measures to be transparent regarding safe travel environments for travelers. Innovative steps are being taken to ensure clean air and sanitized surfaces for both in the air and in airports.
Motorcoach companies are taking additional steps to ensure regular sanitation of all hard surfaces and are providing hand sanitizer stations on all motorcoaches.
Hotels and other sites are proactively following heightened sanitation procedures. They are developing additional long-term standards to ensure sanitization to assist in the prevention of spreading of germs.
Students on Tour is grateful for long-term vendor relationships that have proven track records of maintaining clean environments and are as dedicated as we are to our traveler’s safety and well-being.
All travelers should follow standard hygiene practices to stay healthy.
These include:
Do not touch any part of your face without first washing your hands.
Avoid contact with persons who are already ill.
Avoid unnecessary touching of other persons (e.g. shaking hands in greeting).
Wash your hands frequently with soap and water for at least 20 seconds.
Carry hand sanitizer (60-95% alcohol) and use it for situations where handwashing might not be possible.
When you cough or sneeze, cover your mouth with a tissue or in your elbow.
Stay home if you are ill.
These tips will also help travelers protect themselves against the common cold and flu viruses.
If anyone shows signs of illness, care is taken to ensure proper medical attention.
Our Education Program Leaders are equipped with information for local medical attention through teams like Doctors On Call or medical facilities nearby.
In the unlikely event that a traveling group is quarantined, Students on Tour is committed to supporting all travelers until their safe return home, securing lodging, transportation and meals and helping to facilitate flight changes, as well as covering any financial costs associated with these items.
For your reference, please note the following official resources:
CDC COVID-19 webpage
WHO COVID-19 webpage
Student Youth Travel Association webpage: https://syta.org/coronavirus-resources-communications-and-websites/
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.
The majority of Students on Tour Education Programs include breakfast and dinner on each full day of tour.
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!
Menus are selected with students in mind and include vegetarian and gluten-free options.
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.
The Transportation Security Administration (TSA) website has information on the different items you may or not bring on your trip and where it needs to be packed in your luggage. https://www.tsa.gov/travel/security-screening/whatcanibring/all
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.
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.
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.
Yes, they are posted on our website. For easy reference, click here.
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.
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 Check out our Cancel For Any Reason policy that is available to protect your investment.
Yes. Your parent or guardian will set up and account and make a reservation for you to be on your program. They will have a user name and password. If your parents want to share that username and password with your grandma they can. People can make numerous payments on your account at any time with different credit cards.
While on tour with Students on Tour, you and your friends will travel in style in a modern motor coach. This is not a yellow schoolbus! Your seats will be cushioned and upholstered. They usually recline, have headrests, and footrests too! There are large windows for great viewing. Each motorcoach is air conditioned and restroom equipped. Motorcoaches usually have video monitors and if time permits you will be able to watch movies while traveling. Our friendly motorcoach drivers will drop us off as close as possible to where we need to go. Sometimes we may walk a couple of blocks because it just makes better sense.
Students on Tour has several levels of hotel properties that we stay at. We use high quality brand hotels in downtown locations in Washington, D.C. Common brands we use would include Hyatt, Embassy Suites, Holiday Inn, etc. Sometimes if your group is hoping to save some money, we also use nice suburban properties that would have brands of Hyatt Place, Holiday Inn Express, Country Inn and Suites, etc. We look for properties that are in safe locations, are clean with up to date modeling, and are well laid out. Each room has its own bathroom.
Usually your Students on Tour package is priced base on four students being accommodated in each room. Every room will have two large beds. There is a possibility that a fifth person might be placed into a student room, using a rollaway bed, if numbers of participants do not divide evenly by twos or fours. Your tour organizer makes rooming assignments.
It can be a little cozy - but remember we spend very little time in our rooms. Usually our itineraries are so busy we just have time to get a good nights sleep before we head out the next day.
Breakfasts are typically provided by the hotel.
Because lunches are usually at the participants expense (not included in the price of the program), they take place in areas that offers various options (food court, cafeteria, town square).
Dinners are hot meals that may be served as a buffet or a plated meal. There are always a variety of choices, including vegetarian and gluten-free options.
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 special dietary needs and, if necessary, share information with Students on Tour.
Students on Tour will not be able to provide a list of eating establishments prior to program departure.
Your program organizer/teacher will let you know any specific guidelines. Typically if you follow your school dress code you will be OK. Students on Tour does have a rule that clothing that shows, refers to, states or implies anything related to alcohol, drugs, profanity, or sex will not be allowed.
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:
Trip Cancellation
Trip Interruption
Travel Delay
Missed Connection
Baggage Loss/Delay
Non-Medical Emergency Evacuation
Accident & Sickness Medical Expense
Cancel For Any Reason
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.
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 responsible 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.
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 takes care 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).
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.
More schools at taking notice of the advantages of traveling during off-season times including January, February, and autumn. During these times there are shorter lines and fewer crowds. About ten percent of schools travel during summer break.
Yes! With enough paying participants, your registration can be complimentary. You may also be able to offer complimentary registration to chaperones as well. Our Reservations Department can assist you with this planning. Generally speaking,
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.
Students on Tour recognizes safety as our highest priority. The following are a few of the procedures we have in place:
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.
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.
For smaller groups there are two options:
Consider joining one of our open tours (if available)
Consider “matching” with another small group (if available)
Many attractions and sites require students to be accompanied by a chaperone. A general guideline is to plan to have at least one adult chaperone for every ten students.
Our Education Programs are set up to have one complimentary participant for every -
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
Organizers often offer these complimentary spots to chaperones.
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 andn a 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.
The Transportation Security Administration (TSA) website has information on the different items you may or not bring on your trip and where it needs to be packed in your luggage. https://www.tsa.gov/travel/security-screening/whatcanibring/all
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.
Students on Tour looks for restaurants and eating options that provide you with variety and choices. Sometimes the meals are set up in a buffet style other times they are plated, but they always allow for a number of options. Breakfasts are normally set up at our hotels. Lunches are normally not included in our package price but we plan to go to places were there are many choices. Dinners are complete hot meals.
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.
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.
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 Don't forget we offer a Cance For Any Reason policy. Check it out here.
Our professional and highly trained Program Leaders are knowledgeable of CDC guidelines and will model and encourage healthy practices throughout the Program. Ample encouragement and time will be provided to all group members for proper hygiene, and especially handwashing; hand sanitizer will also be readily available. Program Leaders will remind and encourage passengers to follow all necessary distancing guidelines as appropriate for the group. Students on Tour staff will monitor their own health daily and only lead Education Travel Programs if they are symptom-free. We have back-up staff ready should the need arise.
Yes - Face masks are required at certain sites / locations.
All passengers should provide their own disposable or reusable face coverings; please bring an adequate supply for the entire duration of the program.
All face coverings should:
Fully cover an individual’s nose and mouth and allow passengers to remain hands-free
Fit snugly but comfortably against the side of the face
Be secured (with ties or ear loops)
Be made of breathable material, either disposable or reusable
Hand sanitizer will be readily available throughout your travels including on the motorcoach. If you choose to bring you own, review the TSA rules: https://www.tsa.gov/news/press/releases/2020/05/21/tsa-prepared-summer-travelers-updated-security-procedures
If you are not feeling well, do not travel.
Be alert for symptoms. Watch for fever, cough, shortness of breath, or other symptoms of illness.
Follow CDC guidance if symptoms develop.
Contact your organizer as soon as you determine that you are not able to travel.
While on the travel program please monitor your health. If symptoms develop, you will be separated from the group and connected with medical care. Based on the counsel of medical personnel, appropriate measures will be taken to provide for your well-being. As has been our standard practice over the past 36 years, Students on Tour will work with our traveler(s) to secure alternative transportation if traveling with the group is not possible due to a medical reason.
Yes, there are new TSA guidelines and procedures for 2020 summer and fall travel. Please carefully review them before going to the airport. Note specifically the points regarding separating food and packing smart. A face mask will be required in the airport and on the flight.
All airline companies are following federally mandated guidelines with the traveler’s safety as the top priority. Specific disinfecting and sanitization procedures have been developed by each carrier to provide for the well-being of those travelling. Each major airline company has produced resources to share with the travelling public detailing their specific processes. Links to these resources can be found at www.studentsontour.com/travel-safely
The hotel industry has committed to a very aggressive sanitization and disinfection process to provide a clean and healthy environment allowing you to travel with confidence. They are also employing innovative measures to allow for touchless services. The major franchise hotels used by Students on Tour have created resources that detail their sanitization processes of rooms, common spaces, and food service areas. Find the weblink to these resources at www.studentsontour.com/travel-safely.
Motorcoach companies are regulated by federal agencies and specific trade associations that are collaborating to provide for the safety and well-being of passengers. Each company with whom we partner is taking additional sanitization measures. Before any group boards the motorcoach for the first time, the coach will be thoroughly sanitized from previous passengers. The motorcoach will not be used by any other traveler/group for the duration of the trip. Hand sanitizer will be readily available to all passengers throughout each day. Each evening the coach will be cleaned and sanitized.
Group dining has often been provided by means of buffet-style service. Students on Tour has requested that all our food service be transitioned away from buffet service to cafeteria-style (buffet-line served by waitstaff) or plated meals served at your table.
In addition, more separation will be required from other restaurant patrons and groups.
Our partner restaurants are monitored closely by federal, state, and local health regulators. Many specific safety measures have been instituted to ensure for the well-being of patrons, including employee screening, and additional training in best practices of food safety.
Many of the sites we visit are open and ready to welcome visitors within the context of current regulations. These sites have developed innovative tools to allow for an engaging and fun experience keeping the safety and well-being of guests as the top priority.
The Students on Tour Team closely monitors all the states and cities where we travel. We also communicate regularly with our travel partners and vendors. With 36 years of experience, we can make adjustments as necessary to ensure a full, exciting, and life-impacting education program.
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:
Trip Cancellation
Trip Interruption
Travel Delay
Missed Connection
Baggage Loss/Delay
Non-Medical Emergency Evacuation
Accident & Sickness Medical Expense
Cancel For Any Reason
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.
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.
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.
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.
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.
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.
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.
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.
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.
Yes, the details are listed during the registration process and presented again on the first day of the program. In addition, any rule that would apply at the participant’s school is automatically included within the understood guidelines and rules of the tour.
Here are a few examples of what Students on Tour includes in our list of guidelines:
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.
We want to assure you that our team is proactively working with Program Organizers to make necessary adjustments to programs. Each group is being worked with on a case-by-case basis. We are working with groups with imminent departure dates first.
Please note, we work through the Program Organizer or the school associated with each program on high-level decisions for your trip- like changing dates or canceling the program. If you have questions related to your group moving or canceling the dates of your tour program, we recommend that you wait to hear from your Program Organizer, who will be working with our team to confirm any changes and share them directly with your group.
We appreciate your patience as we work with your Program Organizer.
Students on Tour offers the most lenient cancellation policy in the student travel industry. Please see our standard cancellation policy here. During this time we are being additionally lenient limiting penalties to only to non-refundable items.
We are doing our very best to refund everything that we possibly can for individuals or groups that have to cancel. In every case, we are retaining the deposit that is considered earned upon receipt. To provide the excellent services our reputation and integrity represent, we have spent numerous personnel hours and monies to prepare for your program. Our staff has attended to every detail of the program to ensure it was ready to take place flawlessly. We paid them for their work. We paid suppliers, vendors, and other required invoices to provide an excellent education program from a compliant and reputable tour company.
Many tour operators are offering little or no refund; most are offering vouchers only for future travel. We have worked hard to get refunds from vendors/suppliers so that we can maximize your refund.
We are a bit overwhelmed due to the current situation, but are processing refunds as quickly as we receive the refunds from our vendors. It is taking around 4 weeks for the processing in most cases. The refunds will be returned to/in whatever form the payments were made.
We are working on your behalf as fast as we can. You will receive a receipt noting the credited amount when the credit is processed. You will not need to call us to facilitate your cancellation if your school cancelled your program.
We would so much rather give you the airline credit in actual money. At this point, a voucher is all that most of the major carriers are doing for passengers that were ticketed when this began. In most cases, they are waiving change fees for rebooking. Since they have your money, we are forced to take what they are offering. Passengers receiving vouchers will be given clear instructions on how to use the voucher.
We know that airlines are receiving pressure to give refunds in the form of money, not vouchers. Perhaps we will see a change ultimately in that process.
Students on Tour has always taken, and continues to take, a proactive approach to the health and safety of our travelers. Their safety and security is, and always will be, our highest priority.
Our Education Program Leaders are trained to regularly encourage best practice hygiene with our travelers. Additional measures are always taken especially during flu season. Necessary time is taken to provide travelers with the opportunity to get supplies as needed, and ensure proper hand-washing time is provided for before and after meals.
The airline transportation industry has taken increased measures to be transparent regarding safe travel environments for travelers. Innovative steps are being taken to ensure clean air and sanitized surfaces for both in the air and in airports.
Motorcoach companies are taking additional steps to ensure regular sanitation of all hard surfaces and are providing hand sanitizer stations on all motorcoaches.
Hotels and other sites are proactively following heightened sanitation procedures. They are developing additional long-term standards to ensure sanitization to assist in the prevention of spreading of germs.
Students on Tour is grateful for long-term vendor relationships that have proven track records of maintaining clean environments and are as dedicated as we are to our traveler’s safety and well-being.
All travelers should follow standard hygiene practices to stay healthy.
These include:
Do not touch any part of your face without first washing your hands.
Avoid contact with persons who are already ill.
Avoid unnecessary touching of other persons (e.g. shaking hands in greeting).
Wash your hands frequently with soap and water for at least 20 seconds.
Carry hand sanitizer (60-95% alcohol) and use it for situations where handwashing might not be possible.
When you cough or sneeze, cover your mouth with a tissue or in your elbow.
Stay home if you are ill.
These tips will also help travelers protect themselves against the common cold and flu viruses.
If anyone shows signs of illness, care is taken to ensure proper medical attention.
Our Education Program Leaders are equipped with information for local medical attention through teams like Doctors On Call or medical facilities nearby.
In the unlikely event that a traveling group is quarantined, Students on Tour is committed to supporting all travelers until their safe return home, securing lodging, transportation and meals and helping to facilitate flight changes, as well as covering any financial costs associated with these items.
For your reference, please note the following official resources:
CDC COVID-19 webpage
WHO COVID-19 webpage
Student Youth Travel Association webpage: https://syta.org/coronavirus-resources-communications-and-websites/
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.
The majority of Students on Tour Education Programs include breakfast and dinner on each full day of tour.
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!
Menus are selected with students in mind and include vegetarian and gluten-free options.
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.
The Transportation Security Administration (TSA) website has information on the different items you may or not bring on your trip and where it needs to be packed in your luggage. https://www.tsa.gov/travel/security-screening/whatcanibring/all
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.
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.
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.
Yes, they are posted on our website. For easy reference, click here.
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.
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 Check out our Cancel For Any Reason policy that is available to protect your investment.
Yes. Your parent or guardian will set up and account and make a reservation for you to be on your program. They will have a user name and password. If your parents want to share that username and password with your grandma they can. People can make numerous payments on your account at any time with different credit cards.
While on tour with Students on Tour, you and your friends will travel in style in a modern motor coach. This is not a yellow schoolbus! Your seats will be cushioned and upholstered. They usually recline, have headrests, and footrests too! There are large windows for great viewing. Each motorcoach is air conditioned and restroom equipped. Motorcoaches usually have video monitors and if time permits you will be able to watch movies while traveling. Our friendly motorcoach drivers will drop us off as close as possible to where we need to go. Sometimes we may walk a couple of blocks because it just makes better sense.
Students on Tour has several levels of hotel properties that we stay at. We use high quality brand hotels in downtown locations in Washington, D.C. Common brands we use would include Hyatt, Embassy Suites, Holiday Inn, etc. Sometimes if your group is hoping to save some money, we also use nice suburban properties that would have brands of Hyatt Place, Holiday Inn Express, Country Inn and Suites, etc. We look for properties that are in safe locations, are clean with up to date modeling, and are well laid out. Each room has its own bathroom.
Usually your Students on Tour package is priced base on four students being accommodated in each room. Every room will have two large beds. There is a possibility that a fifth person might be placed into a student room, using a rollaway bed, if numbers of participants do not divide evenly by twos or fours. Your tour organizer makes rooming assignments.
It can be a little cozy - but remember we spend very little time in our rooms. Usually our itineraries are so busy we just have time to get a good nights sleep before we head out the next day.
Breakfasts are typically provided by the hotel.
Because lunches are usually at the participants expense (not included in the price of the program), they take place in areas that offers various options (food court, cafeteria, town square).
Dinners are hot meals that may be served as a buffet or a plated meal. There are always a variety of choices, including vegetarian and gluten-free options.
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 special dietary needs and, if necessary, share information with Students on Tour.
Students on Tour will not be able to provide a list of eating establishments prior to program departure.
Your program organizer/teacher will let you know any specific guidelines. Typically if you follow your school dress code you will be OK. Students on Tour does have a rule that clothing that shows, refers to, states or implies anything related to alcohol, drugs, profanity, or sex will not be allowed.
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:
Trip Cancellation
Trip Interruption
Travel Delay
Missed Connection
Baggage Loss/Delay
Non-Medical Emergency Evacuation
Accident & Sickness Medical Expense
Cancel For Any Reason
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.
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 responsible 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.
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 takes care 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).
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.
More schools at taking notice of the advantages of traveling during off-season times including January, February, and autumn. During these times there are shorter lines and fewer crowds. About ten percent of schools travel during summer break.
Yes! With enough paying participants, your registration can be complimentary. You may also be able to offer complimentary registration to chaperones as well. Our Reservations Department can assist you with this planning. Generally speaking,
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.
Students on Tour recognizes safety as our highest priority. The following are a few of the procedures we have in place:
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.
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.
For smaller groups there are two options:
Consider joining one of our open tours (if available)
Consider “matching” with another small group (if available)
Many attractions and sites require students to be accompanied by a chaperone. A general guideline is to plan to have at least one adult chaperone for every ten students.
Our Education Programs are set up to have one complimentary participant for every -
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
Organizers often offer these complimentary spots to chaperones.
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 andn a 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.
The Transportation Security Administration (TSA) website has information on the different items you may or not bring on your trip and where it needs to be packed in your luggage. https://www.tsa.gov/travel/security-screening/whatcanibring/all
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.
Students on Tour looks for restaurants and eating options that provide you with variety and choices. Sometimes the meals are set up in a buffet style other times they are plated, but they always allow for a number of options. Breakfasts are normally set up at our hotels. Lunches are normally not included in our package price but we plan to go to places were there are many choices. Dinners are complete hot meals.
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.
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.
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 Don't forget we offer a Cance For Any Reason policy. Check it out here.
Our professional and highly trained Program Leaders are knowledgeable of CDC guidelines and will model and encourage healthy practices throughout the Program. Ample encouragement and time will be provided to all group members for proper hygiene, and especially handwashing; hand sanitizer will also be readily available. Program Leaders will remind and encourage passengers to follow all necessary distancing guidelines as appropriate for the group. Students on Tour staff will monitor their own health daily and only lead Education Travel Programs if they are symptom-free. We have back-up staff ready should the need arise.
Yes - Face masks are required at certain sites / locations.
All passengers should provide their own disposable or reusable face coverings; please bring an adequate supply for the entire duration of the program.
All face coverings should:
Fully cover an individual’s nose and mouth and allow passengers to remain hands-free
Fit snugly but comfortably against the side of the face
Be secured (with ties or ear loops)
Be made of breathable material, either disposable or reusable
Hand sanitizer will be readily available throughout your travels including on the motorcoach. If you choose to bring you own, review the TSA rules: https://www.tsa.gov/news/press/releases/2020/05/21/tsa-prepared-summer-travelers-updated-security-procedures
If you are not feeling well, do not travel.
Be alert for symptoms. Watch for fever, cough, shortness of breath, or other symptoms of illness.
Follow CDC guidance if symptoms develop.
Contact your organizer as soon as you determine that you are not able to travel.
While on the travel program please monitor your health. If symptoms develop, you will be separated from the group and connected with medical care. Based on the counsel of medical personnel, appropriate measures will be taken to provide for your well-being. As has been our standard practice over the past 36 years, Students on Tour will work with our traveler(s) to secure alternative transportation if traveling with the group is not possible due to a medical reason.
Yes, there are new TSA guidelines and procedures for 2020 summer and fall travel. Please carefully review them before going to the airport. Note specifically the points regarding separating food and packing smart. A face mask will be required in the airport and on the flight.
All airline companies are following federally mandated guidelines with the traveler’s safety as the top priority. Specific disinfecting and sanitization procedures have been developed by each carrier to provide for the well-being of those travelling. Each major airline company has produced resources to share with the travelling public detailing their specific processes. Links to these resources can be found at www.studentsontour.com/travel-safely
The hotel industry has committed to a very aggressive sanitization and disinfection process to provide a clean and healthy environment allowing you to travel with confidence. They are also employing innovative measures to allow for touchless services. The major franchise hotels used by Students on Tour have created resources that detail their sanitization processes of rooms, common spaces, and food service areas. Find the weblink to these resources at www.studentsontour.com/travel-safely.
Motorcoach companies are regulated by federal agencies and specific trade associations that are collaborating to provide for the safety and well-being of passengers. Each company with whom we partner is taking additional sanitization measures. Before any group boards the motorcoach for the first time, the coach will be thoroughly sanitized from previous passengers. The motorcoach will not be used by any other traveler/group for the duration of the trip. Hand sanitizer will be readily available to all passengers throughout each day. Each evening the coach will be cleaned and sanitized.
Group dining has often been provided by means of buffet-style service. Students on Tour has requested that all our food service be transitioned away from buffet service to cafeteria-style (buffet-line served by waitstaff) or plated meals served at your table.
In addition, more separation will be required from other restaurant patrons and groups.
Our partner restaurants are monitored closely by federal, state, and local health regulators. Many specific safety measures have been instituted to ensure for the well-being of patrons, including employee screening, and additional training in best practices of food safety.
Many of the sites we visit are open and ready to welcome visitors within the context of current regulations. These sites have developed innovative tools to allow for an engaging and fun experience keeping the safety and well-being of guests as the top priority.
The Students on Tour Team closely monitors all the states and cities where we travel. We also communicate regularly with our travel partners and vendors. With 36 years of experience, we can make adjustments as necessary to ensure a full, exciting, and life-impacting education program.
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:
Trip Cancellation
Trip Interruption
Travel Delay
Missed Connection
Baggage Loss/Delay
Non-Medical Emergency Evacuation
Accident & Sickness Medical Expense
Cancel For Any Reason
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.
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.
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.
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.
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.
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.
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.
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.
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.
Yes, the details are listed during the registration process and presented again on the first day of the program. In addition, any rule that would apply at the participant’s school is automatically included within the understood guidelines and rules of the tour.
Here are a few examples of what Students on Tour includes in our list of guidelines:
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.
We want to assure you that our team is proactively working with Program Organizers to make necessary adjustments to programs. Each group is being worked with on a case-by-case basis. We are working with groups with imminent departure dates first.
Please note, we work through the Program Organizer or the school associated with each program on high-level decisions for your trip- like changing dates or canceling the program. If you have questions related to your group moving or canceling the dates of your tour program, we recommend that you wait to hear from your Program Organizer, who will be working with our team to confirm any changes and share them directly with your group.
We appreciate your patience as we work with your Program Organizer.
Students on Tour offers the most lenient cancellation policy in the student travel industry. Please see our standard cancellation policy here. During this time we are being additionally lenient limiting penalties to only to non-refundable items.
We are doing our very best to refund everything that we possibly can for individuals or groups that have to cancel. In every case, we are retaining the deposit that is considered earned upon receipt. To provide the excellent services our reputation and integrity represent, we have spent numerous personnel hours and monies to prepare for your program. Our staff has attended to every detail of the program to ensure it was ready to take place flawlessly. We paid them for their work. We paid suppliers, vendors, and other required invoices to provide an excellent education program from a compliant and reputable tour company.
Many tour operators are offering little or no refund; most are offering vouchers only for future travel. We have worked hard to get refunds from vendors/suppliers so that we can maximize your refund.
We are a bit overwhelmed due to the current situation, but are processing refunds as quickly as we receive the refunds from our vendors. It is taking around 4 weeks for the processing in most cases. The refunds will be returned to/in whatever form the payments were made.
We are working on your behalf as fast as we can. You will receive a receipt noting the credited amount when the credit is processed. You will not need to call us to facilitate your cancellation if your school cancelled your program.
We would so much rather give you the airline credit in actual money. At this point, a voucher is all that most of the major carriers are doing for passengers that were ticketed when this began. In most cases, they are waiving change fees for rebooking. Since they have your money, we are forced to take what they are offering. Passengers receiving vouchers will be given clear instructions on how to use the voucher.
We know that airlines are receiving pressure to give refunds in the form of money, not vouchers. Perhaps we will see a change ultimately in that process.
Students on Tour has always taken, and continues to take, a proactive approach to the health and safety of our travelers. Their safety and security is, and always will be, our highest priority.
Our Education Program Leaders are trained to regularly encourage best practice hygiene with our travelers. Additional measures are always taken especially during flu season. Necessary time is taken to provide travelers with the opportunity to get supplies as needed, and ensure proper hand-washing time is provided for before and after meals.
The airline transportation industry has taken increased measures to be transparent regarding safe travel environments for travelers. Innovative steps are being taken to ensure clean air and sanitized surfaces for both in the air and in airports.
Motorcoach companies are taking additional steps to ensure regular sanitation of all hard surfaces and are providing hand sanitizer stations on all motorcoaches.
Hotels and other sites are proactively following heightened sanitation procedures. They are developing additional long-term standards to ensure sanitization to assist in the prevention of spreading of germs.
Students on Tour is grateful for long-term vendor relationships that have proven track records of maintaining clean environments and are as dedicated as we are to our traveler’s safety and well-being.
All travelers should follow standard hygiene practices to stay healthy.
These include:
Do not touch any part of your face without first washing your hands.
Avoid contact with persons who are already ill.
Avoid unnecessary touching of other persons (e.g. shaking hands in greeting).
Wash your hands frequently with soap and water for at least 20 seconds.
Carry hand sanitizer (60-95% alcohol) and use it for situations where handwashing might not be possible.
When you cough or sneeze, cover your mouth with a tissue or in your elbow.
Stay home if you are ill.
These tips will also help travelers protect themselves against the common cold and flu viruses.
If anyone shows signs of illness, care is taken to ensure proper medical attention.
Our Education Program Leaders are equipped with information for local medical attention through teams like Doctors On Call or medical facilities nearby.
In the unlikely event that a traveling group is quarantined, Students on Tour is committed to supporting all travelers until their safe return home, securing lodging, transportation and meals and helping to facilitate flight changes, as well as covering any financial costs associated with these items.
For your reference, please note the following official resources:
CDC COVID-19 webpage
WHO COVID-19 webpage
Student Youth Travel Association webpage: https://syta.org/coronavirus-resources-communications-and-websites/
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.
The majority of Students on Tour Education Programs include breakfast and dinner on each full day of tour.
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!
Menus are selected with students in mind and include vegetarian and gluten-free options.
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.
The Transportation Security Administration (TSA) website has information on the different items you may or not bring on your trip and where it needs to be packed in your luggage. https://www.tsa.gov/travel/security-screening/whatcanibring/all
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.
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.
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.
Yes, they are posted on our website. For easy reference, click here.
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.
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 Check out our Cancel For Any Reason policy that is available to protect your investment.
Yes. Your parent or guardian will set up and account and make a reservation for you to be on your program. They will have a user name and password. If your parents want to share that username and password with your grandma they can. People can make numerous payments on your account at any time with different credit cards.
While on tour with Students on Tour, you and your friends will travel in style in a modern motor coach. This is not a yellow schoolbus! Your seats will be cushioned and upholstered. They usually recline, have headrests, and footrests too! There are large windows for great viewing. Each motorcoach is air conditioned and restroom equipped. Motorcoaches usually have video monitors and if time permits you will be able to watch movies while traveling. Our friendly motorcoach drivers will drop us off as close as possible to where we need to go. Sometimes we may walk a couple of blocks because it just makes better sense.
Students on Tour has several levels of hotel properties that we stay at. We use high quality brand hotels in downtown locations in Washington, D.C. Common brands we use would include Hyatt, Embassy Suites, Holiday Inn, etc. Sometimes if your group is hoping to save some money, we also use nice suburban properties that would have brands of Hyatt Place, Holiday Inn Express, Country Inn and Suites, etc. We look for properties that are in safe locations, are clean with up to date modeling, and are well laid out. Each room has its own bathroom.
Usually your Students on Tour package is priced base on four students being accommodated in each room. Every room will have two large beds. There is a possibility that a fifth person might be placed into a student room, using a rollaway bed, if numbers of participants do not divide evenly by twos or fours. Your tour organizer makes rooming assignments.
It can be a little cozy - but remember we spend very little time in our rooms. Usually our itineraries are so busy we just have time to get a good nights sleep before we head out the next day.
Breakfasts are typically provided by the hotel.
Because lunches are usually at the participants expense (not included in the price of the program), they take place in areas that offers various options (food court, cafeteria, town square).
Dinners are hot meals that may be served as a buffet or a plated meal. There are always a variety of choices, including vegetarian and gluten-free options.
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 special dietary needs and, if necessary, share information with Students on Tour.
Students on Tour will not be able to provide a list of eating establishments prior to program departure.
Your program organizer/teacher will let you know any specific guidelines. Typically if you follow your school dress code you will be OK. Students on Tour does have a rule that clothing that shows, refers to, states or implies anything related to alcohol, drugs, profanity, or sex will not be allowed.