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Rome International Training Tour. Richard Violanti: 11/7 - 11/11/2014. Session Goals Introduction Getting started Recruiting, fundraising Organization Communication Preparations Bon Voyage!. How did I get here?. So…you want to lead a tour…. How do I start?
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Rome International Training Tour Richard Violanti: 11/7 - 11/11/2014
Session Goals • Introduction • Getting started • Recruiting, fundraising • Organization • Communication • Preparations • Bon Voyage!
So…you want to lead a tour…. • How do I start? • START EARLY. (12-18 months) • Decide on location. (Class goals, interest) • Decide on Chaperones. TRUST. • Board of Education or not? • Formulate a Parent Letter. • Hold an Introduction meeting.
Parent Letter *Price *Itinerary *Objective *Honesty!
Introduction meeting • Distribute parent letter, setting a meeting date. • DO THIS EARLY! Planning a year and a half in advance makes for best tours. Cheaper, better organized, more travelers. • BE ORGANIZED, CONFIDENT & TRUTHFUL! • Utilize EF Materials. (On Tour Videos, Web resources) • Presentation which outlines goals regarding the trip. • Expectations, prices, fundraising. • Travel Contract? Alcohol or tobacco? Night activity? CONTRACT? • Qualifications for travel? How many go? (+ 3 Rule) • Fundraising? • Rely on excitement to recruit participants. • Neighboring schools? GEA Program through EF? 1st person referrals are best. • EF provides materials. (Web, Digital, print) • STRESS EDUCATIONAL & CULTURAL VALUE! • As years go by, hang pictures, advertise, use Social Media. Let students and their excitement from previous years be your main tool of recruitment.
Introduction meeting • Confidence and Truth. • Share stories, share pictures. • Stress importance of positive attitudes and flexibility in travel! • Introduce chaperones you trust, and can deal with the diversity of your particular group. • Selection of chaperones is key. They must be an extension of you, and believe in the same ideals as you.
Registration • Hold a registration meeting, or offer DETAILED INSTRUCTIONS on how to register. • Encourage use of the EF Website to Register, and the use of AUTO-PAY. (18 months leads to cheaper monthly payments!) • I do not handle any money directly other than fundraising funds. Easiest method is AUTO-PAY. • Check your Group Status reports after registration, and consistently know the deadlines and reinforce them constantly.
Communication with EF and parents • Communicating your objectives and expectations is crucial to success. • Get to know your Tour Consultant (TC), talk with them constantly, and learn what they need from you. COMMUNICATE! KNOW YOUR RESPONSIBILITIES. (Rooming, Insurance, Optionals, etc.) TALK TO THEM! • Find ways to keep parents and students informed about the progress of your trip. • Meetings, Calendar of dates. ( I hold 6 per school year) • Website? (Mr.Violanti, Iroquois High School) • Social Media, REMIND 101 • Tour Newsletters? • E-Mail updates (Make sure address is accurate and PARENT’S)
Fundraising? • If you choose to run fundraising, be creative and determined. Some students may depend on it completely, others not at all. Communicate and prepare…. • Insurance Coverage? Highly Recommend. I insist. • Optional Tours? • Collection of Tip Money? DO THIS BEFORE LEAVING • Rooming Lists? • Dates of travel? • Will other groups be with you? • Emergency information. (emergency cards) • Medical situations? Allergies? Vegetarian? Medication? Airline Requirements?
Setting Expectations…. • Make your expectations and the goals of the trip clear. Communicate them often. • The more they know, the less “shock”! (Day One!!) • Use meeting to educate them in the following areas: • Pace of the Tour. (Exhausting at times! First day blues..) • Wake up times • Meals, Hotel standards, cultural standards. (Toilets! Dress codes) • What will they see? Prepare them with games, quizzes, scavenger hunts, guest speakers, examples. • The absolute need for positive attitudes and to expect the unexpected…. • They look to You and the Chaperones…show them positive things. • BEFORE YOU GO HANDOUT
Packing…. • Set expectations for packing. • ONE Suitcase, ONE Carry on, Passport Holder. • No more than 50 lbs. No bigger than 22 inches. • “Need to have” vs. “Nice to have” • The rule of 7 and disposable clothing, laundry. • Practice!!! Make them carry bags at a meeting! • Have them create a list and go over it at meeting. • “Buddy” Lists for common items. (chargers, toiletries) • Extra packing by chaperones. Extra Suitcase with food, supplies. • Check packing list example in “Before you Go”
Final days, and Bon Voyage! • Hold a final departure meeting. • Distribute all final materials, hotel lists, itinerary, flight information, phone trees, emergency contact information. • Make sure you have made 2 copies of passports. One for you to carry, one to be left at home. • Acquire local currency prior to leaving. • Collect tip money. • Make your plan to meet for departure. (school? Airport?) • Answer final questions, and convey excitement! REMEMBER POSITIVE and FLEXIBLE! • Day of departure • Arrive EARLY!!!! (3 hours international) • Luggage tags, clearly labeled with Tour Number and name. • Review plane etiquette. • Make sure positive attitudes are in place. ALWAYS REMEMBER….The more time and planning you put in prior to departure day, the easier your journey will be. PREPARE FOR EVERYTHING! Have a plan!
