“It takes as much energy to wish as it does to plan.”
~Eleanor Roosevelt
COVID-19 has been especially harsh for the travel industry. It’s been a year of high stress, dashed dreams, and uncertainty. Many educators who are used to taking students on tour every year are struggling with when and how to plan their next trip because of that uncertainty. When will it be safe to travel? When will the borders open up? Will parents feel comfortable sending their child on tour? What happens if COVID-19 is still a thing and our trip is cancelled? Will our families lose money? What if a student gets sick on tour?
Let’s face it. There’s a lot to worry about. At the same time, things are beginning to look up and, while the recovery is going to be slow, the industry will bounce back. People will travel again and tour companies are ready for it. And that’s exactly why now is the best time to start planning for your 2022, or even 2023, student tour.
1. Tour Companies Are Better Prepared
When the pandemic first started early last year, many companies weren’t prepared for the upheaval it was going to cause in the form of cancellations, refunds, and scared and upset customers. It was a very difficult situation to navigate, especially considering no one knew what to expect. Information from the CDC, airlines, hotels, and vendors was rapidly changing. People were panicking, and rightly so. And there was no end in sight.
Now, a year later, companies are much better prepared to not only operate tours, but to do so safely. The majority of tour operators have COVID-19 policies in place which detail the steps they’ve taken to keep travelers safe before, during, and after tour. Beyond that, enhanced rescheduling and cancellation policies give group leaders and parents the peace of mind needed to plan and actually put down deposit money. We’ve linked directly to the policies of many tour companies in our COVID-19 Resource Guide.
2. Better Prices and Incentives
Early planners get the best pricing and incentives. This has always been the case, but is especially true now, with tour companies clamoring to get trips on the books. Expect to see the opportunity to lock in 2021 pricing for 2022 and 2023 tours. This is a big deal and can save your students hundreds of dollars in the long run. You can also expect discounts on top of the price locks, so be sure to ask your tour consultant what discounts are being offered and when the deadline to use them is. I’ve seen discounts upwards of $200 per student, which is a lot of pocket change!
3. Lower Monthly Payments
This one is really simple math. If you start planning early, families can start making monthly payments earlier. A $2,000 trip paid for over the course of 12 months as opposed to 6 months is often much more manageable for families on a budget. Using the $2,000 trip example – 12 months of payments will be less than $170/month. 6 months of payments will be over $300/month. Give your families the courtesy of time and lower payments
4. Maximum Planning, Recruitment and Fundraising Time
Whether you’re a new group leader or a trip veteran, you’ll probably need more time this go ’round to recruit. On a normal trip year, there is paperwork, meeting planning, getting school board approval, fundraising, etc. The list goes on. Each of these things are probably going to take twice as long for this first trip post-COVID, especially if you’re aiming for school board approval. Get your ducks in a row early so that you can go into your recruitment period organized. Check out our resources section for info on fundraising as well as trip meeting flyers. (We’ll be adding more to this section of The Student Travel Hub over the coming months, including checklists to help with school board meetings.)
5. Give Them The Dream!
It’s been said before and I’ll say it again. It’s be a tough year for everyone. Why not give your students and families something to look forward to? As a traveler myself, I know I’m always thinking about my next adventure. Your students are no different, especially if your trip is an established one that they’ve been looking forward to for years. By beginning the planning process, by choosing a destination and dates, you’re making it real and signaling that you believe things are turning around. Additionally, tour companies are in a good place to help you alleviate parent concerns and they’re motivated to get people into planning mode. Use your tour company as a resource! (And if you’re on the fence about which company to choose, check out our super handy Tour Company Checklist.)
