Group Travel USA Tour Planning Time Line

1. Domestic or International
   - Choose the destination geographical area
   - Estimate length of tour ( consult with administration )
   - Estimate budget Per Person
   - Decide on group leader/participant Ratio
   - Decide on a Fund Raising Program. www.classfundraising.com
   
   
2. Select Your Tour Company:
   - Choose a Tentative Tour (Pre Set or Customized Itinerary)*
   - Choose a General date. ( 2 dates as a backup)
   - Contact Group Travel USA – Phone #1-800-253-0511
   - Receive a proposal that should include &
   - Agree on :
   

   The Number of people in the group including yourself The Number of Complimentary passenger to travel for FREE.
   Decide on payment schedule & policy.

   - Accept the proposal and Sign the contact
   
   
3. Clarify Roles:
   - Clarify the roles of participant
   - Develop written Expectations and Responsibilities.
   - Identify the group leaders
   - Schedule a meeting with the person in charge of the group arrangement.
   
   
4. 10-12 Months Ahead:
   - Finalize all points with your tour company.
   - Promote the tour with
   

   Posters,
   Flyers,
   Letters to Parents,
   Informational Meetings,
   Group Video Presentation,
   Press Release.

   - Spell out :
   

   The purpose of the Trip. The Itinerary,
   The Dates,
   The Cost,
   The tour Inclusions
   Offer Trip Cancellation Insurance.
   Distribute Passengers Participant Applications
   Distribute Behaviors Forms with policies.
   

5. 6 – 10 Months Ahead:
   - Continue to Promote the Tour.
   - Honor Deposit deadlines with your Tour Company
   - Continue Collect Participants Passengers Applications
   - Review Number Of Participants and all details of contract .
   - Make necessary adjustments.
   
   
6. 3 – 6 Months ahead:
   - Collect Final Funds which typically 30-60 days prior to tour departure.
   - Review Number Of Participants and all details of the contract.
   - Make necessary adjustments.
   - Provide Tour Company with Final Passenger Count.
   
   
7. 2 – 3 Month ahead
   - Provide your Tour Company with :
   - Final Passenger List
   - Final Rooming List
   - Finalize all accounting
   - Review the final Itinerary
   - Write a manual for your group
   - Schedule a Pre Trip Meeting with your passengers
   
   
8. 3 –4 Weeks ahead:
   Close all lose ends with your tour company.