Planning a school tour to Washington D.C. is way more than just packing a few bags and hiring a couple of buses. A well-organized and comprehensive pre-trip meeting can help set expectations, answer some very common questions, and make all individuals feel prepared for what’s next in this adventure. This guide will take you through some of the key points you need to include in your pre-trip meeting for a successful setup for everyone involved.
Tour Information: Important Details for Parents and Students
- This may include some basic logistics for getting everyone on the same page from the beginning.
- Departure Time: Remind participants that they must come in time to check in. Remind all, once more, that buses leave on time and will never wait for latecomers.
- Return Time: Include when you expect to return to school. Suggest that the parents be flexible and that students may call or text if the return time changes due to particular factors such as traffic.
- Packing Essentials: Discuss with them what they need to pack, reminding them also that once they pack their stuff in their suitcases, there is no access to them until at the hotel. Let them bring a backpack with all essentials like toiletries, medications, and anything they think they might want to have on the bus.
- Medication Management
If students need to bring in medications, explain the procedure for turning them in. Make sure to cover any specific school policies and pass out medical forms if necessary. Parents and kids need to understand how medication will be handled so that the trip is safe and compliant for all. - Setting Behavioral Expectations
Before leaving, it is very necessary that clear behavior expectations be set. Discuss the general rules concerning behavior on the bus and at the hotel. Indicate that security guards patrol the hotel hallways every night, an added protection to ensure safety for all. Discuss what happens if there is a noise complaint or other type of disturbance during the night, and security deems it necessary to take action and contact the school staff.
- Review Itinerary: What to Expect
Distribute a hard copy of the itinerary for the trip to everyone. Go over highlights out loud. Let them know that a final version will be published in the Student Adventures Trip App, about ten days before travel, where families can access it at any time for last-minute modifications or changes. Give the students and parents an idea of what to expect from the daily flow of activities: structure and a good idea of what’s happening. - Bus and Room Assignments
- Print bus and rooming lists and post them prior to the meeting so the students and parents can see who they are travelling with and who they will be staying with. If you have specific chaperone groups, you might wish to keep that information private until departure time or share it with the adults attending.
Obtain information through the Trip App
Encourage the parents/guardians to download the Student Adventures Trip App. This has a load of information from hotel details to restaurant menus to the itinerary stops. Demonstrate for parents how to log in using the provided trip username and password. Let them know that they do not have to make an account. The Trip App is a helpful hub, allowing one to make it pretty easy to keep everyone informed while minimizing paper handouts.
Cash Management Using Till Debit Cards
- Introduce the new system: the Till Debit Card for cash allowances. Most places in D.C. have gone cashless. A card system ensures that students have funds without having to carry cash. Major points to address:
- Card Sign-Up: Parents can download the Till app to set up a debit card for their scholar. This usually takes less than five minutes.
- Using Till: Students can use the card for meals and any extra money to buy souvenirs. It is only useful in person and cannot be utilized online or within apps.
- Common Questions:
- What if a student does not register for Till? Student Adventures will make a loaner card available, but the money on the card will not be returned and must be returned at the end of the trip.
- Can I add on personal spending money on the Till card? Yes, parents can add money on before, during or after the trip.
- What if the Till card is lost? Yes, through the app, one can have parents or a student shut down and reactivate the card. Having an organized way to deal with cash isn’t just a good thing, but it also teaches students a little about financial responsibility.
We hope this guide provided you with an overview necessary when planning your next tour in Washington, D.C. If you want to create a customized experience that takes into consideration your students’ particular needs or goals, please do not hesitate to call Student Adventures at 1-877-873-7550 or email us at info@studentadventures.org!