Transcript Travel Planning Made Easy

Bob Rogers Travel
Traveling With a Purpose:
Helping you navigate your first
performing student group tour.
Bob Rogers Travel
“You create the music…
we do the rest!”
Nathan Voges, Sales Consultant
1-800-373-1423
[email protected]
Happy Traveling!
Traveling With A Purpose
Question #1:
Why do I want to take my group
on a trip and how does this fit
into my music program
goals and objectives?
Question 1: Why?
1.
To gain cultural experiences outside of my
community
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General exposure to new places and experiences.
Specific exposure to musical, cultural, and/or educational
experiences.
Question 1: Why?
2. For musical development
 Students have the opportunity to work with a Clinician.
 Students are able to interact with groups from other states
or regions.
 Students are able to perform for an audience other than
parents and friends.
 Students are able to develop confidence and pride in their
performance.
 Students may attend concerts or theatrical performances by
professionals in world-class venues.
Question 1: Why?
3. Program Building
 Create incentive to be in the program, especially for
younger students who will have something to look forward
to, if you can predictably travel.
 Reward for hard work.
 Develop a sense of togetherness, bonding, and camaraderie.
 Develop skills in working together for a common,
meaningful purpose.
Question 1: Why?
4.
To Gain Recognition
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Public Relations: seen as a source of pride for school and
community.
Evidence of achievement through trophies and awards.
Unique exposure through special invitation, special event,
or exclusive event.
Program recognition from adjudication by music educators
from other states/regions.
Question 1: Why?
5.
The expectation to travel already exists
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Administration: viewed as educational and public relations
value.
Parents: viewed as recognition, exposure, and travel
opportunity that might not otherwise exist.
Students: viewed as the fun and memories of a lifetime that
are part of school life.
Question 1: Why?
Bonding and Having Fun Together
6.
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If this is not your sole purpose for traveling, it is
certainly a part of every trip. Creating a tour that
combines the perfect blend of musical and educational
experiences, with additional activities that students
perceive as “fun”, leads to a well-balanced tour that
enhances your program and creates incredible
memories for the participants.
Selecting the Appropriate Experiences
Question #2:
What experiences will help meet my goals and
educational objectives?
Question 2: What?
1.
Educational Experiences:
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Administrations will always look for the educational
value to justify the tour to their constituents – parents
, other teachers, the school board, and the community
in general.
This can be accomplished by selecting experiences
that relate to music education only or by adding
educational experiences other than music.
Question 2: What?
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Cultural experiences can fulfill part of or the entire
purpose of your tour
Selecting educational activities that relate to other
disciplines (cross-curricular) can also add to the
overall acceptance of your trip by other faculty.
Question 2: What?
2.
Performances:
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Performances can range from service at local hospitals
and senior citizen residences to public concerts in
designated areas.
Audience size, acoustics, type of repertoire, setting
(indoors or outdoors) and many other factors
contribute to the selection of a performance site.
It is important to have a “vision” of the experience you
intend for the group.
Question 2: What?
3.
Clinics and Workshops:
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Can be arranged at any time with university faculty or
professional musicians local to your destination.
Your creativity can create the “special” situation that
can meet all your needs.
Question 2: What?
4.
Music Festival Experiences:
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There are over 50 festival companies and 500
“international” music festivals throughout the year,
offered in over 60 destinations.
Most offer your choice of comments, rating, and
ranking for each festival weekend. Trophies and/or
plaques are awarded within categories determined by
each festival, with some offering “Grand Champion”
awards for the specific weekend and/or overall for the
season.
Question 2: What?
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Some offer short adjudicator clinics, 5 to 15 minutes in
length, while more extensive or multiday festivals may
offer workshops and/or master classes.
Most include an awards ceremony that takes place at a
special location such as a theme park or dinner event.
Question 2: What?
Each music festival has its own positive
and/or negative qualities. Define what is
important to you at a music festival
(adjudicators, performance site, number of
groups participating, cost, etc.).
You should know what to expect from the
music festival experience you choose.
Question 2: What?
5.
Special Events:
These represent a wide range of options with a
minimal or highly selective process – usually some
type of application process is required.
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Parade events: Macy*s, Tournament of Roses
Music Centered events: FAME Show Choir Competitions,
Bands of America
Bowl Game Events: Outback Bowl, Chick-fil-A Bowl, Holiday
Bowl
Special Events: Thanksgiving Parade of Bands
Question 2: What?
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Theme park performances: Disney’s Magic Music Days,
Disney’s Candlelight Processional, Universal STARS
Mass ensemble event performances in renowned locations:
Carnegie Hall, Kennedy Center, famous Cathedrals
Performance of the National Anthem at a professional sporting
event
It is important to remember that receiving a
“formal invitation” to an event may simply be a
marketing tool to fill that event.
Question 2: What?
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If you are considering a tour involving an auditioned activity,
have the following in your files in advance to save time later
on:
A current video of the group
 A current recording of the group
 A recent color photograph
 A “resume”
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Where Should We Go?
Question #3:
What destination will provide
the best opportunity to meet my goals and
objectives?
Question 3: Where?
This becomes a very important decision as
it needs to take into account your
objectives as well as the interests of your
administration, parents, and students.
Your administration needs to approve your trip,
parents need to be willing to finance the trip,
and you need students to want to go on the trip.
Question 3: Where?
Popular Destinations:
1.
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New York City
Orlando
Chicago
Toronto
Boston
Atlanta
Washington, DC
Nashville
Los Angeles/San Diego
St. Louis
Cruises – Bahamas, Western Caribbean, Mexico
International
Question 3: Where?
2.
The Reality Checklist – The items that will
determine the reach of your plans.
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Budget
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How much can students and families realistically afford?
How much can we realistically fund-raise?
What are the “non-negotiable” items that are critical to
meeting your educational goals?
Question 3: Where?
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Distance
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How far are we permitted to travel?
Are we allowed to travel to International destinations? Does
that include Canada or cruise ports of call?
How long can we ride on a motor coach?
Mode of Travel
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Are we permitted to travel by air?
Which is most cost effective AND time efficient?
Question 3: Where?
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Where have we been?
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Do we want to go to the same destination or experience
something new?
Size of group
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Cost is always related to group size.
The biggest piece of the cost puzzle –
the 55-passenger motor coach.
If fewer participate, is the tour still cost effective? Can you
still perform?
Question 3: Where?
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What destination excites you?
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This is one of the most important factors to having a
successful trip.
Are you excited about the educational opportunities provided
to your students?
Do you know enough about the destination to promote it?
You have to be the salesperson for the trip.
Can you excite your students about it?
Question 3: Where?
At this point you will automatically restrict
your destination choices by looking at
which destinations fit the
experiences you want.
Ultimately, your destination choice will
reflect your goals, objectives,
and the reality checklist.
Question 4: When?
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Dates of travel
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How many days, if any, can you take off school?
Testing dates: AP, State Testing, etc.
Event conflicts: Prom, Graduation, Homecoming, etc.
Activity conflicts: Sports, Drama, etc.
Other travel events: Foreign Language Trips, Other Music
Department Trips, etc.
Does the event or festival you want to attend have it’s own
date restrictions?
Question 4: When?
It is likely impossible to avoid every
conflict, especially in a small school where
students are involved in multiple activities.
The goal is to minimize the odds of a
schedule conflict.
Who Can Help Plan Our Tour?
Question #:5
Whom can I call on to assist me
In “putting it all together”?
Question 5: Who?
 Non-Professional
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You
Boosters
 Professional
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Local Travel Agency
Specialized Travel Agency
Question 5: Who?
Things to consider:
1. Who gives you the best value:
Are you getting the best possible prices?
 Will you have the most flexible contract terms and booking
deadlines, giving you more flexibility in your decision making
process?
 Who takes care of you in the event something unforeseen
happens?
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Question 5: Who?
Who has the experience of working with large groups and the
particulars of logistics that are needed?
 Who specializes in the unique needs of educational or music
groups, and work with vendors that can best serve these needs?
 Who has the best knowledge of what new options and experiences
are available?
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Question 5: Who?
2. Liability Issues
Who carries professional liability coverage that protects the
sponsor of the traveling organization, the school and the
participants?
 Like personal insurance, this can be viewed as something you
don’t need… until you need it!
 Who can offer a refund guarantee program or trip cancellation
insurance to protect the investment that the school and
participants are making?
 What Clout do they have with vendors in case of a mistake or
unforeseen occurrence?
 Is optional health and accident insurance for each participant
available?
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Question 5: Who?
3. Finally, consider the value of
your time.
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As a teacher, your time and energy is valuable. You need to be
focused on the educational needs of your students. With more
responsibilities continually added to an already full day – tour
planning is best left to those who can take care of your groups
needs efficiently and effectively.
 Effective
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for short trips
Day Trips
Local Festivals
Small number of activities
 Basic
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Transportation
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Checklist:
Equipment?
Drivers’ Considerations:
 Legal Hours
 Accommodations
 Gratuities
Accommodations
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Rooming blocks
Amenities
Group Friendly?
 Checklist,
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Meals
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con’t.
Individual or group?
Gratuities?
Timely service?
Activities
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Accurate Head-count
Timed appointment?
Appropriate time budgeted?
The Experience and Commitment
of a Trusted Tour Company
There are dozens of companies anxious to
help you plan your trip.
You will need to find the one that can best
meet your needs.
Question 5.2: Who?
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Some companies handle only specific destinations or
events, and have little experience beyond their “niche”.
Some offer primarily standardized “packages,” and may
not have the flexibility you need.
Festival companies are “selling” their own festivals which
may limit your destination and/or date choice. They may
not do all inclusive planning, meaning some booking
responsibilities could fall on your shoulders.
Question 5.2: Who?
A few companies offer a full range of expertise,
knowledge, and resources to help you
sort through each step of your planning.
Companies such as this offer the most benefit
and experience to you.
Question 5.2: Who?
Here are a few questions to consider:
What other music programs have traveled with this
company? Call them.
 How long has the company been in business?
 What is the company philosophy and values?
 How knowledgeable are they? Ask destination,
cultural, musical and educationally oriented questions.
 What is the quality of the vendors they use (and how
much detail will they provide in advance)? i.e., hotel,
motorcoach, meals, event tickets, etc.
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Question 5.2: Who?
Do they understand the particulars of logistics for a
traveling music group?
 How much do they know about music education? Do
they have staff members who have taught or been
involved in music education?
 Will they work with you to develop your entire itinerary
 Are they willing to say they don’t know and do the
research for you?
 Can they provide you the best possible value and
maximize your dollars?
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Question 5.2: Who?
What are standard inclusions when you purchase a tour?
 Do they include, a Refund Guarantee Program or travel
protection, Liability Insurance, etc.
 Do they offer an Individual Student Billing Program?
 What other services will they provide? On-site Tour
Directors, security guards, equipment rental, rehearsal
arrangements, pre-tour inspection trips, etc.
 Are they a member of the National Tour Association and
the Student Youth Travel Association?
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Question #6:
What steps do I follow
to plan my trip?
A good rule of thumb to always follow,
is the earlier you plan, the more
successful and “stress-free” the process.
You have a better chance to get what you want
when you plan early.
9 to 12 months before your trip...
With your travel company...
1.
2.
3.
4.
5.
Communicate your tour goals and objectives.
Design a preliminary itinerary.
Determine cost factors and make adjustments to meet the
needs of the group.
Sign a written agreement and set up a payment plan with the
company (pending Administration approval).
Submit performance applications if necessary.
9 to 12 months before your trip…
With your school...
1.
2.
3.
4.
5.
Get Administration approval for the trip and travel dates.
Present the tour plan and find out interest from your students
and parent booster group.
Begin fund raising.
Set up a presentation meeting for parents and students.
Gauge interest from your students and obtain written
confirmation of their intent and/or a deposit to participate in
the trip.
8 to 10 months before your trip...
With your travel company...
1. Order and pay for any theater tickets, airline tickets, or nonrefundable items so that you secure the space.
2. Evaluate your numbers, and make adjustments to the costs as
needed.
3. Select your chaperones.
With your school...
1. Continue fund raising.
2. Obtain final commitment from students who are going on the
trip.
3. Send out press releases about your upcoming trip to generate
interest and maybe a donation.
4 to 8 months before your trip...
With your travel company...
1. Finalize the details of your itinerary. Make any changes you feel
are necessary for your group.
2. Send in equipment set-up charts and repertoire for any
performances.
3. Discuss equipment needs for performances and arrangements for
equipment rental if applicable.
4. Send in any airline manifests (if traveling by air).
With your school...
1. Continue fund raising, and collecting installments from students.
2 to 4 months before your trip...
With your travel company...
1. Make sure that you have the itinerary exactly the way you want
it. If you have changes, make them as soon as possible.
2. Send in rooming lists, meal selection forms, and any special
requests that you might have for your group or members, such
as food allergies or special physical need items.
2 to 4 months before your trip...
With your school...
1. Complete fund raising.
2. Continue to collect installment payments, and identify students
with bona fide financial needs for additional assistance.
3. Create a rooming list (required) and motor coach seating chart
(optional).
4. Select meal menu choices and obtain any special need
information from your traveling members that you can.
5. Make out your chaperoning plan for your adults.
Six weeks before your trip...
With your travel company...
1. Collect final payments from students
2. Send in your final payment.
3. Go over any final details you might need on your trip.
With your school...
1. Hold a meeting with all traveling members regarding your trip.
Go over the itinerary and policies for traveling with your school.
Introduce their chaperones.
2. Have participants complete all necessary medical and permission
forms and behavior agreements.
3. Relax! You chose a great student travel company – right? 
Three weeks before your trip...
With your travel company...
1. Go over any changes in the itinerary (festival participants might
have alterations in scheduling at this time).
2. Ask any last minute questions. Your travel company is there to
help you!
With your school...
1. Pass out baggage tags to your traveling members. It is
important to tag all belongings that are traveling with your
group.
2. Get excited! You are about to have a great experience!
The week of your trip...
With your travel company...
1. Ask any last minute questions.
2. Be in contact with your on-site tour director.
With your school...
1. Hand out important emergency phone numbers for the traveling
members to leave with relatives.
2. Pass out a final copy of the itinerary to your traveling members
for use on the trip (if you so desire).
3. Have a great trip!