Tour Planning 101 Tasha Van Rybroeck

Slide 1: 

The Student and Youth Travel Association (SYTA®) WWW.SYTA.ORG Presenter: Tasha Van Rybroeck SYTA Ambassador

OMEA Conference 2007Trillium : 

OMEA Conference 2007Trillium The Amazing Race – Music Tour Planning 101

SYTA “The Voice of Student & Youth Travel®” : 

SYTA “The Voice of Student & Youth Travel®” As the non-profit, professional trade association that represents the interests of student and youth travel, SYTA works to set standards and to help students, parents and educators experience the social and educational value of travel. SYTA creates business opportunities for its members and brings them together to help develop a better environment for students and youth.

A Mission : 

A Mission SYTA is dedicated to promoting and supporting integrity and professionalism among student and youth travel service providers and to promote quality student/youth travel services that enhance social, cultural, and educational growth.

SYTA Membership : 

SYTA Membership SYTA members are tour operators and supplier organizations, such as hotels, restaurants, attractions, airlines and destination marketing companies that are committed to professionalism and integrity in student/youth travel. All member organizations must meet strict membership criteria and adhere to SYTA’s Purposes and Goals and its Code of Ethics.

Strength in Numbers : 

Strength in Numbers Since its founding in 1997, SYTA has rapidly grown from 25 charter members to over 600 members, enjoys one of the highest membership renewal rates and today serves over 1.5 million youth travelers representing over 20 percent of North American travel expenditures.

Travel Itself is an Education : 

Travel Itself is an Education Travel brings the classroom curriculum alive, inspiring students to learn through first-hand, interactive experiences. Travel provides performing students the chance to work with clinicians and experience performance opportunities. Travel motivates students to achieve and improves academic performance. Travel teaches understanding of other people, communities and cultures.

A Positive Travel Experience is an Effective Educational Tool for Teachers : 

A Positive Travel Experience is an Effective Educational Tool for Teachers It provides a specific goal for department efforts. It builds program pride and loyalty. It reinforces curriculum objectives through hands-on activities. It develops credibility and attraction for the program.

An Educational Travel Program is an Asset for School Districts, Boards and Administrators : 

An Educational Travel Program is an Asset for School Districts, Boards and Administrators It reinforces curriculum goals and objectives. It develops a sense of pride in the department, school and ultimately the district. It promotes cooperative efforts between departments and/or schools within the district. It increases credibility and attraction for the program. It provides incentive for teachers and students.

Travel is Essential to a Complete Education : 

Travel is Essential to a Complete Education Travel for young people is an exciting, memorable and enlightening experience. Students are inspired to learn as hands-on interaction brings their lessons to life. And for young musicians, nothing compares to the experience of performing with peers in an exciting new venue while using their musical skills to provide enjoyment to others.

What to Consider Before Planning Your Trip… : 

What to Consider Before Planning Your Trip… Legal Responsibilities Choosing a Professional Tour Operator Destination Travel Dates The Cost of Your Tour Itinerary Inclusions Application to the School Board

What to Consider Before Planning Your Trip cont… : 

What to Consider Before Planning Your Trip cont… Payments and Payment Schedule Fundraising Packing Your Equipment Canada Customs and Revenue Agency Insurance Coverage

Trip Planning Step by Step : 

Trip Planning Step by Step May/June of the Previous Year Discuss destination options Obtain sample itineraries and costs Reserve travel dates Communicate with your group & board NOTE: This time line is intended for short tours of up to 5 or 6 days in duration within Canada and the U.S.A. For Longer tours and tours abroad, it is customary to begin planning almost two years in advance.

Trip Planning Step by Step : 

Trip Planning Step by Step September Meet with Group to confirm destination and discuss fundraising Have your “draft itinerary” and “ballpark cost” ready Know your payment schedule and amounts Start practicing your repertoire!! Submit an application to the school board for trip approval

Trip Planning Step by Step : 

Trip Planning Step by Step October/November Meet with parents to provide an overview Discuss insurance coverage Hand out “Permission to Go” form requesting signatures and a deposit Collect the deposit (first payment) Inform parents of payment schedule)

Trip Planning Step by Step : 

Trip Planning Step by Step January Confirm your numbers and chaperone list Have students complete any official documents…”Permission to Go”, Medical Form, Pledge of Conduct, etc. Collect student info – complete address, phone numbers, passport/identification, instrument played, instrument make, model & serial number Collect second payment Practice, practice, practice!!

Trip Planning Step by Step : 

Trip Planning Step by Step Two months prior to departure Create a bus seating plan Create hotel rooming list Collect third and final payments Practice, practice, practice!!

Trip Planning Step by Step : 

Trip Planning Step by Step One month prior to departure Contact Canada Customs and Revenue Agency (if you are traveling out of country) Organize & assign student responsibilities Organize & assign chaperone responsibilities and expectations Prepare a “Student Booklet” Prepare a “Parent Booklet” Prepare a “Chaperone Booklet”

Trip Planning Step by Step : 

Trip Planning Step by Step One -Two weeks prior to departure Conduct a mandatory student/parent meeting to do a trip overview Hand out student, parent and chaperone booklets, hand out luggage tags Review deportment and code of conduct Answer questions Invite your tour representative to be present BON VOYAGE!

Help from SYTA : 

Help from SYTA WWW.SYTA.ORG serves as the information gateway for student trip planners providing travel safety tips, trip planning guides, SYTA member listing and links to other important travel-related sites. Published quarterly, SYTA’s Student & Youth Traveler Magazine covers destinations and attractions of interest, provides updates on education, performance, summer activities, graduation celebration, sports and international travel and success stories from student tour planners. Free brochures offer travel safety tips and information on planning student trips.

Travel Safety Tips : 

Travel Safety Tips SYTA offers the Travel Safety Tips brochure to help students prepare for their trip. It offers travel guidelines, reminders about safety and questions parents should ask to help avoid many possible problems. A free downloadable PDF of this brochure is available at www.syta.org

Trip Planning Guide : 

Trip Planning Guide SYTA’s Trip Planning Guide offers advice on... What makes planning a student trip special? How do I protect my group? Why should I use a professional tour operator?

Giving… : 

Giving… The SYTA Youth Foundation (SYF) is the philanthropic sister organization of SYTA and was formed in the year 2000. www.sytayouthfoundation.org The SYF develops programs that “Give Something Back” to youth by creating ongoing awareness and assistance programs that emphasize the value of travel as an educational opportunity for children and young adults.

SYTA Membership is the “Stamp of Excellence”in the Student & Youth Travel IndustryWWW.SYTA.ORG : 

SYTA Membership is the “Stamp of Excellence”in the Student & Youth Travel IndustryWWW.SYTA.ORG