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title: How to Find and Choose a Student Travel Company (Reviews/Ratings/Costs)
description: How to Find and Choose a Student Travel Company (Reviews/Ratings/Costs)
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# How to Find and Choose a Student Travel Company (Reviews/Ratings/Costs)

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### FINDING A STUDENT TRAVEL COMPANY | STUDENT TOUR OPERATORS

### **What criteria should I use to select a Student Travel company?**

If you are looking at educational travel programs for student groups, you’ve probably discovered that there are many decisions to make! Maybe it’s your first time leading trips. Perhaps you’re an experienced group leader, and you want to take a look at other options. Regardless of experience, this guide will help. 

There are many companies in the market. You want to partner with a student travel company that you can trust. You and your student trip shouldn’t have to settle for unmet expectations. 

You want to lead educational experiences that inspire your students. This checklist helps you interview potential student travel partners. 

The first question educators will want to ask any student travel company is business information and experience. These questions will relate to years in the industry, insurance, and professional organizations. Next, the student travel company should be able to share medical and emergency contingency plans. 

Often overlooked but fundamental is the financial solvency of a student travel company. Are trip payments safely held in trust? Does the student travel provider offer trip protection in the event of a cancellation? Can the student travel operator provide customer references and address all of your trip requirements? How is your trip supported on tour? Finally, what does not matter when selecting a tour company? 

### How do I select a reputable educational travel company?

The Ultimate Student Travel Company Vetting Checklist

Student Travel Company: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**1. Business Information and years of experience**

\_\_\_ The company is licensed and insured

Note: ask if the name on the license is the same as the company name. If not, find out why.

\_\_\_ Find out how many years the company has been in business leading school trips  
\_\_\_ What travel experience does the company have with leading school groups in the desired travel destination?

\_\_\_ Does the travel company offer a Full Refund Protection plan?

\_\_\_ Collectively, the student travel company should have at least a 5:1 useful review to bad review ratio.   
\_\_\_ They responded reasonably to negative reviews when possible

\_\_\_ The student travel operator is an expert in your desired destination cities. 

\_\_\_ The student travel company is a member of industry-related travel organizations 

**2. Medical and Emergency Plan**

What is the student travel company's medical plan? 

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Does the student travel company partner with doctors on call in your destination city? 

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Does the student travel company offer 24/7 support when your group is on tour? 

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

What happens if a trip participant is hospitalized on tour? (Does the tour operator arrange for a parent to be with the trip participant?) 

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

What is the travel company emergency plan?

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**3. Financial Strength**

Has the student travel company recently gone through bankruptcy? If so, how did that impact refunds, and who was not paid in bankruptcy? 

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Are the trip deposits paid by your students held in trust? 

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**4. Customer References**

Ask the following questions of the student travel company:

\_\_\_ How many students have traveled since you started the business? 

\_\_\_ How many groups traveled last year? 

\_\_\_ Of those groups, how many references can you provide? They should be able to provide 3-5 References.

\_\_\_ Call at least three references

**When Calling References, Be Sure To Ask The Following:**

\_\_\_ Would you use the same student travel company again?

\_\_\_ What did you enjoy about the experience working with the travel company?

\_\_\_ What did you enjoy about the experience on tour with the travel company?

\_\_\_ What was least enjoyable?

\_\_\_ Did the student travel company make the planning, pre-trip, and trip management easy? 

\_\_\_ What travel, destination cities, and upgrades did you choose?

\_\_\_ What would you do differently?

\_\_\_ How did the student travel company handle challenges and problems when they arose?

\_\_\_ How did the student travel company handle refunds during COVID?

\_\_\_ Were you consulted by the student travel company on how you wanted to handle cancellations, refunds, or trip rescheduling due to COVID-19?

\_\_\_ Were families given the option of a refund or a future trip for COVID cancellations? The key to the question is, were families given an option? 

**5. Pre Trip Planning**

\_\_\_ Does the student travel company create custom itineraries?

\_\_\_ How many groups does the student travel company have on tour at any given time?

\_\_\_ Are trip-related delays related to the hotel, airport, or bus covered by the student travel company? 

\_\_\_ Are there any hidden costs on the trip? 

\_\_\_ Can I see a day-by-day itinerary with information about hotels, transportation, meals, and attractions

\_\_\_ Can the student travel company provide specific hotels, restaurants, and bus companies they have used in the past?

**6. How is your trip supported on tour**

Does the student travel company have any practices that distinguish them from the competition?

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_ Does the student company provide a Site coordinator at the group’s hotel?

\_\_\_ Who will accompany my trip?

\_\_\_ The Qualifications, training, and experience of Tour Guides. 

\_\_\_ What portion of the tour has a guide, and what portion is unescorted? 

\_\_\_ Are there any additional tour costs and inclusions?

 

**7. Pricing and Contract**

\_\_\_ Whenever possible, the price for all work is included in the contract or at the very least as a formal quote.

 

Note: Do not sign a tour agreement until you have all of your must-haves included. 

\_\_\_ Trip Dates are listed on the contract

\_\_\_ Dates for the deposit, payment schedule and final payment are listed in the contract

\_\_\_ All "upgrades" are listed on the contract

\_\_\_ What is not included in the price

\_\_\_ How would a change in participant numbers impact the trip price

\_\_\_ Question you’ll need to ask yourself. Is it more important to have a slightly pricier all-inclusive trip or have a less expensive trip and have students pay out of pocket while on tour?

 

To learn more, check out these articles:

### [**2022 Historic East Coast Trip Pricing**](https://www.gltravelco.com/blog/2022-historic-east-coast-student-travel-price-guide-costspricing)

### [**New York vs. Washington DC**](https://www.gltravelco.com/blog/washington-dc-vs-new-york-city-reviews-ratings-pricing)

 

**BONUS** 

Things That Are NOT All That Important

- The size of the company: great student travel companies come in all sizes :)
- Website and Marketing: Shiny brochures and updated Facebook posts are nice but not necessarily an indication of integrity or having the best interest of your student group.

### **How you’ll find the right student travel company:**

Ask the student group travel company business information and level of experience. These questions will relate to years in the industry, insurance, and professional organizations. The answers you receive are a good indication of delivering a high-level trip and customer satisfaction. 

 

The student travel company should be able to share medical and emergency contingency plans. 

This is extremely important. Reputable companies will have 24/7 customer support while groups are on tour, doctors on-call program, an emergency plan that they can share, and a protocol for when a student is injured or hospitalized.

 

Often overlooked but significant is the financial health of a student travel company. Payments made by the families you serve safe should be safe.  

What is the trip protection policy offered in the event of a cancellation? Can the student travel operator provide customer references and include all of your trip requirements in the tour agreement? How is your trip supported on tour? 

What does not matter when selecting a tour company?

### **Why selecting the right educational tour company matters.**

Selecting the right student travel program impacts the quality of your tour. You want to partner with a team that has your trip’s best interests in mind. You and your students deserve a memory-making trip. 

 

Your school community will appreciate this opportunity that you are providing. You create a legacy on your middle school or high school campus and a lifelong memory for your students. Use our experience as a guide to help you make the right decision for your student group. 

 

We hope you will find this helpful in your quest to find the perfect student travel company. 

If you'd like to see various tour destination comparisons, take a look at our growing list of reviews. 

### **Check out these articles on trip pricing:**

### [**Washington DC and Colonial Virginia vs. Washington DC and Philadelphia**](https://www.gltravelco.com/blog/washington-dc-and-philadelphia-vs-washington-dc-and-colonial-virginia-reviewsratingsprices)

### [**Philadelphia vs. Boston**](https://www.gltravelco.com/blog/educational-tours-boston-vs-philadelphia-reviews-pros-cons-pricing)

If you have questions or need to be pointed in the right direction, we will gladly send you references of companies that uphold the same standards we do.

If you have any questions or comments, feel free to reach out.

Thanks and good luck!

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