Info » Faculty & Group Leaders
Faculty & Group Leaders
Whether you want to focus on marine biology in the Caribbean, art in Italy, finance in China, or archeology in Arizona, Celestial Voyagers can plan the perfect trip for you! Our expertise has no geographical limits and we work with the teachers in charge to maximize the relevance of all trip visits while remaining conscious of the requirements of each syllabus. We will help you manage all trip details, such as the student rooming list and passport manifest. Our balanced itineraries minimize travel time and maximize your time at the sites; and they can also include professional visits to local businesses, again maintaining the academic focus of the course’s objective. We will also provide agency assistance to larger groups to handle all technicalities while travelling so the professors can focus on the academics.
 
PREPARING YOUR ACADEMIC TRIP
 
Step 1: Tour Discussion
Our team members are experts in the art of travel and trip planning, and they will work with you to create the perfect trip for your learning objectives and budget, suggesting additional options that you may not have considered to further enhance the overall travel experience. What we need from you:
  • Desired travel dates
  • Destination(s) of interest
  • Anticipated participant numbers
  • Budget
  • Registration preference (if any)
  • Transportation preferences (if any)
  • Syllabus & course objective(s)
  • Desired services (optional excursions, professional visits, etc.)
  • Administrative requirements for trip approval (if applicable)
 
Step 2: Decide the Itinerary
Once we have your anticipated trip details, we will create a proposed itinerary. You can look this over and notify us of any changes to be made until it is exactly what you are looking for. With the finalized itinerary, we will prepare a contract that will specify the trip’s details (including flight details & hotel list), as well as outline the foreign policies and suppliers’ demands for all deadlines and due dates. We will maintain regular contact to ensure these deadlines are met.
 
 
Step 3: Notify Administration
Whether or not you require formal approval for your trip, it may be wise to let the school administration and department know your plans in advance. We are highly proficient at working with numerous departments, especially Risk Management and Top Administration, to optimize planning efficiency and approval success. We also provide the necessary information and support documents to assist and adapt to the specific demands of grant applications.
 
 
Step 4: Tour Promotion
The key here is to generate excitement!  Get your school buzzing about your upcoming tour and you’ll recruit more and more. Some ideas are below:  
  • Talk it up
  • Display promotional materials in a variety of locations
  • Send updates to parents & guardians by mail or email
  • Hold regular meetings
  • Develop fundraising opportunities
  • Maintain communication through your personalized Trip Site
 
Step 5: Informational Meeting
Organize informational after-school meetings for students and also for their parents. Set aside a few days during the first weeks to ensure the majority of interested participants are able to come. In the initial meetings, describe the trip, distribute itineraries, announce the first parent-student evening meeting, circulate an attendance list, and send students home with an invitation for parents.
 
 
Step 6: Parent-Student After-School Meetings
In your first meeting with the parents, explain the value of educational travel and address questions or concerns. We can provide you with customized PowerPoint presentations and other informational materials as desired. Refer parents and students to our website where they can access a customized page for their tour and communicate any questions or concerns directly to Celestial Voyagers. If you choose to have students register through our website, show them where they can access it and provide them with the required information (tour number, tour name, etc.).  Make sure to get parents’ contact information for future communication as well.
 
 
Step 7: Tour Departure
Are you ready to begin?  Click here to complete the registration form. 
 

 
BOOKING TERMS & CONDITIONS FOR TOUR ORGANIZERS & TOUR LEADERS
 
Deposit 
The deposit amount is set by the airlines and therefore varies, depending on the chosen airline(s). Once you approve the airline contract, you will typically have about 2 weeks to submit your deposit to hold the group space at the given price. 
 
Cancellations, Penalties and Fees
All changes and cancellations must be provided in writing. The following penalties apply:
  • Whole group cancellation before utilization date: $250
  • Name changes and corrections: $250
  • Deviations: $250 + difference in airfare
  • Cancellation after ticketing: 100% of tour cost
 
Utilization is the percentage of seats that you must fill in regard to the total amount of seats reserved in the group contract. For example, if the group contract is for 50 seats and the airline's utilization percentage is 80%, there must be a minumum of 40 participants traveling in order to avoid airline penalties. The penalty amount is usually $250 but it will vary by airline. 
 
Deviation is a change in the flight schedule and/or route. For example, a flight deviation is if one of the passengers who is traveling with a group from New York to London would like to change the return date of his/her ticket to stay in London for a longer period of time. A route deviation is seen, on the same trip for example, when the passenger would like to travel to Paris for a week from London & return to New York from Paris. 


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