Group Leader 101
Your comprehensive guide to leading successful educational tours.
INTRODUCTION
Roles and Responsibilities
Learn about the essential role you'll play as a Group Leader, from creating your dream tour to focusing on educational engagement and student experience. With our full in-house operations team taking care of logistics and safety, this section will guide you through your primary responsibilities.
Benefits of Being a Group Leader
Explore the rewarding aspects of being a Group Leader, both personally and professionally. From the joy of inspiring young minds to the opportunity for career growth, this section delves into the many advantages that come with leading educational tours.
GETTING STARTED
Initial Steps
Your first steps toward becoming an inspirational group leader, including essential qualifications and how to get started.
Choosing a Suitable Tour
Tips on selecting tours that match the educational goals and interests of your group.
RECRUITMENT & PROMOTION
PREPARATION PHASE
FUNDRAISING & FINANCES
COMMUNICATION
Start an Open Dialogue Early
Master the art of effective communication, building trust and clarity with parents and students.
Pre-Tour Informational Meeting Cadence
Utilize our suggested pre-tour informational meeting cadence to answer FAQs, ensure all participants are fully preparation, and to begin getting the group familiar with one another.
TOUR PLANNING
Collaborating with Passports
How to work closely with Passports to set realistic expectations from all parties.
Download before Departure
Learn about the essential apps for things like communication and navigation abroad that the pros swear by.
Tour Director Communication
Your Tour Director will reach out directly prior to departure for a quick introduction. Be up front about your expectations, but leave the planning and logistics to Passports.
Daily Checklist
Stay organized and efficient utilizing PassportsGo so you’re familiar with the day ahead of you and there’s no confusion.
Evaluations and Reviews
Keep track of feedback on tour, and gather insights from participants to refine future tours and celebrate successes.
What’s a Marketplace Tour?
Learn all about what a marketplace tour is and their larger goal. A lot of times, it’s a great option for groups!
Private Groups vs Public Groups
There are generally two kinds of groups that travel. Learn about the pros of each, no matter which is the right fit for your group.
Setting Up a Meeting
How to organize a successful recruitment meeting that captivates and informs potential participants.
Virtual Meetings
Leverage technology to reach out to participants (and their guardians) that may not be able to attend your in-person meeting.
Crafting an Effective Timeline
Plan your preparations with a timeline that ensures nothing is missed and everyone is ready.
Travel Document Preparation
Navigate the complexities of passports, visas, and other travel documents with our essential tips.
Fundraising Ideas
Innovative and practical fundraising strategies to make your tour accessible to all students.
Gifts & Donations
Explore how to navigate students to their personal web link that they can use should someone want to contribute to their tour cost.
Host a Post-Trip Debrief
Reflect on the experience and show appreciation for everyone's contributions in a post-tour session.
Understanding Group Dynamics
Strategies for fostering a cohesive and inclusive group atmosphere that enhances the travel experience for everyone.
Communication & Expectations
Be communicative and utilize your Tour Advisor’s knowledge. They are the pros! Make sure they are aware of your expectations or any necessities from the jump so they can make it happen.
Utilize Your Resources
Learn how to utilize the resources we provide in an impactful way. From promotional posters and flyers, to email/text templates, to power-point presentations - we have you covered.
Pre-Tour Checklist
Essential checks for group leaders and participants to ensure a smooth and prepared departure.
Safety & Emergency Protocols
Prepare for the unexpected with comprehensive training on safety and emergency response.
Realistic On-Tour Budget Planning
Tried and true advice for preparing your students to have a realistic on-tour budget.
PassportsGo
Take a deep dive into our in-house mobile app used to keep everyone informed and connected.
Pre-Departure Briefing
Learn about the most important aspects that should be discussed with all participants (and guardians) 15-30 days before departure.
Code of Conduct
Whether using ours or creating your own, establish clear expectations by integrating a code of conduct into your planning.
ON-TOUR RESOURCES
Traveler Handbook
Dive deep on all aspects of the tour so you have a good grasp on realistic expectations. From what to expect on arrival day, to how to navigate stressful situations - we have your back.
Traveler Journals
Encourage students daily to use the journals we provide. Having this keepsake to look back on keeps the memories alive.
POST-TOUR
Group Leader Testimonials
Had the time of your life?! Have some tips on what could have gone better? Schedule a Zoom Testimonial with our marketing department to talk about your experiences.