Planning a student tour is exciting, but there are a lot of moving pieces behind every great trip.
Hotels, transportation, meals, performances, workshops, attractions, payments, rooming lists, schedules, emergencies…the list adds up quickly. And when you’re traveling with students, choosing the right travel partner is about much more than finding someone who can make reservations.
The right partner should understand your program, your students, your school, and what you want them to take away from the experience.
So, how do you know which student travel company is right for you?
Look for a Company That Understands Educators
Before announcing the trip to students or getting too far into planning, find out exactly how your school or district handles Student travel is very different from leisure travel.
A great student travel partner understands that you’re not simply planning a vacation, you’re creating an educational experience while also navigating administrators, parents, budgets, school policies, student needs, fundraising, deadlines, and countless other responsibilities.
That perspective matters.
At Educational Performance Tours, our team includes former educators, performers, arts administrators, booster leaders, and professionals who understand the performing arts world firsthand. We know the questions administrators may ask, the concerns parents may have, and the details directors are thinking about because many of us have been on the other side of the process.
Your travel company should feel like an extension of your team, not another vendor you have to manage.
Make Sure the Trip Can Be Customized to Your Program
No two performing arts programs are exactly alike, so their tours shouldn’t be either.
A competitive dance studio traveling to New York City may want a completely different experience than a high school concert band, theatre department, orchestra, choir, or visual arts program.
Ask how much flexibility you’ll have when building your itinerary.
Can you choose your own restaurants? Can workshops be customized to your curriculum? Can you incorporate a performance? Can the itinerary be adjusted around your students’ interests? Can you combine educational experiences with the things students are simply excited to see and do?
At EPT, customization is paramount. We start with the experience you want your students to have and build the tour around it, not the other way around.
Ask About Their Performing Arts Connections
If you’re traveling with a performing arts group, industry knowledge can completely change the experience.
There is a big difference between simply booking a dance class and knowing which studio, instructor, style, and class format will be the best fit for your dancers.
The same is true for arranging a performance, theatre workshop, Broadway masterclass, instrumental clinic, choral exchange, backstage experience, or industry Q&A.
Look for a travel partner that understands your art form and has relationships within the industry. The best opportunities often come from knowing not only where to go, but who to work with once you get there.
Consider What Happens When Something Doesn’t Go According to Plan
Every experienced traveler knows that even the best-planned trip can encounter the unexpected.
A flight can be delayed. Weather can change. A venue can adjust its schedule. A student can get sick. Traffic can completely change the timing of an itinerary.
Before choosing a travel company, ask yourself one important question:
Who will be there when something goes wrong?
Your travel partner should have the experience, resources, and communication necessary to problem-solve quickly. You should know who to call and feel confident that someone is actively working toward a solution.
That support is just as important as the itinerary itself.
Look Beyond the Price Tag
Budget matters. We know that firsthand.
But when comparing proposals, make sure you’re actually comparing the same trip.
One proposal may appear less expensive because certain meals, gratuities, transportation costs, workshops, admissions, security, or other services aren’t included.
Ask exactly what the price covers and what additional expenses your students should expect.
Transparency from the beginning makes budgeting easier for directors, families, and administrators, and helps avoid surprises later.
Choose Someone You Actually Enjoy Working With!
Planning a tour can take months, or even more than a year.
That means your relationship with your travel company matters.
Do they respond to you immediately? Do they listen when you have an idea? Do they understand your priorities? Do you feel comfortable asking questions? Are they proactive?
Most importantly, do you feel like your students and your program matter to them?
You should!
The Right Partner Makes All the Difference
The best student tours don’t happen because every reservation was made correctly.
They happen because the right people understood the purpose behind the trip.
At Educational Performance Tours, we believe travel gives students the opportunity to perform, learn, explore, connect, and see possibilities for themselves beyond their own school and community.
Our job is to take your vision and bring it to life, while handling the details that make it possible.
Because your students aren’t just going somewhere.
They’re experiencing something they’ll remember long after they return home.
Ready to start planning? Let’s create a tour built around your program, your students, and your goals.
