Embarking on an educational tour is a journey of a thousand details, each playing a critical role in the adventure ahead. Crafting a meticulous timeline for your tour preparation is crucial, ensuring that every participant is ready and the experience unfolds seamlessly. Here’s a guide to developing a comprehensive preparation timeline.

Initial Recruitment Phase

Kickstart your preparation with multiple recruitment meetings, utilizing the wealth of resources provided by Passports. Early engagement is key to building interest and securing participants.

Group Confirmation and Planning

Once your group is confirmed, host a meeting to delve into deeper planning, discussing goals, expectations, and any special requirements of the tour.

Pre-Departure Meetings

Schedule meetings 3-6 months out from departure to go over logistics, itineraries, and educational content. A final pre-departure meeting about 30 days prior is crucial for covering last-minute details and answering any remaining questions. Don’t worry, we have specialized presentations for you to utilize that will indicate to participants what should be top of mind at whichever cadence.

Leverage Advisor Expertise

Throughout this timeline, leverage the expertise of your tour advisor. Their guidance can help refine your plans, ensuring that your tour is both educational and exhilarating.

Regular Check-ins

Maintain regular communication with participants and their guardians, providing updates, reminders, and educational resources to keep the excitement and engagement high.