AN ESSENTIAL GUIDE HOW TO ORGANISE A HOW TO ORGANISE A CUSTOM-MADE CUSTOM-MADE

GROUP TRIPGROUP TRIP

Organisation, planning, everything you need to know…

SILC organises ‘à la carte’ tours for groups (children, young adults, students,…) from abroad. Putting together a custom-made trip enables you to be free to choose the

ideal service at the best price with regard to: dates, means of transport, planned visits, itinerary, length of stay at each stage, preferred accommodation, etc., etc...

Each trip will respect a set specification, an educational programme and will reflect the

wishes and budget of the organisers and the participants.

A CUSTOM-MADE GROUP TRIP

PERFECT PLANNING…

Select an agent Request a

quotation

Present the project to parents, to the school principal and to the participants

Return the quotation signed

Send out registration forms

Collect information and payment from participants (a

deposit) Pay a deposit to the Agency to

confirm the reservation

TRIP

Request payment of the balance and pay

the Agency for the whole cost of the trip

Send a list of the names of

participants and accompanying

adults to the Agency

Organise an information

meeting with participants and parents

During the trip (if a school trip): with the help of the participants,

keep a blog of the trip

Provide a report about the trip for parents

Organise a presentation of the

trip for parents (physical or virtual)

M-7 M-6 M-5 M-4

M-3 M-1 M M+1 M+2

M-3

Receive the details of the trip:

departure and arrival times, mode

of transport,…

M-2

Biarritz waterfront

…AND IDEAL PERIOD- For short stays and classic discovery tours, choose the low season between 1st September and the end of February, and outside of school holidays*.

less crowded therefore better availability of transport companies, host families, local organisers and tourist sights

more interesting prices

- Trips for which you wish to promote

exchanges with young people in a French school, check up on school term and school holiday dates*.

*Holiday periods in France: Summer

holidays in July and August, two weeks

at half-term in October, at Christmas,

in February and at Easter)

M-7REQUESTING A QUOTATION

To obtain your personalised quotation, use the designated form and provide information about your preferences.

Things to check in the quotation:. Are the transport and transfers included?. What type of transport is proposed?. Which things are optional?

<< Open the form

Signs in Paris

M-7CHOOSING AN AGENCY - SILC is an agency accredited by L‘OFFICE the

National Office for the Guarantee of Language and Educational Trips abroad:

- SILC is a member of the SNAV (National Association of Travel Agents), in association with major French airlines, railways, coach companies and travel agents promotes and insures high quality and security in the travel industry.

- We work in collaboration with the association l’APEL (Parents Association), the French Federation of Parents’ Councils (FCPE) and National Consumer Associations

- We work to a strict framework ahead of and during the stays

- We regularly monitor the school tour operators

- We guarantee high quality trips carried out under optimum safety conditions.

M-7CALCULATING THE BUDGET

Look closely at the contents and the conditions of the quotation.

Check whether the costs of the accompanying adult are included.

Remember to include in your calculation:- The cost of creating files (photocopies, paper,...)- The cost of travel on local public transport, if it is not included. - Upon your return: the cost of making a CD-Rom, of setting up a presentation or making up booklets- …

Metro station in Paris

M-6INFORMATION FOR PARENTSOrganise a meeting or give out an

information sheet to pupils with the registration documents.

Purposes:

Inform them of the value of the trip (educational and cultural value)… Provide information about the content of the trip (who, when, where, what…?)…

Motivate the children and their parents by emphasising the educational project…

A SILC supervisor can assist you with this.

DOCUMENTS TO REQUEST FROM PARENTS

- The registration form fully completed

- A medical information form

- A health insurance card and a civil liability insurance

certificate - A deposit cheque

- A photocopy of the passport to check the date of validity

DOCUMENTS TO REQUEST FROM PARENTS

- The registration form fully completed

- A medical information form

- A health insurance card and a civil liability insurance

certificate - A deposit cheque

- A photocopy of the passport to check the date of validity

M-4CONFIRMATION TO THE AGENCY Confirm the reservation with the travel agent by returning the reservation form and the signed quotation with the deposit so that reservations can be made with the service providers (transport companies, accommodation, excursions,...)

M-3Ask families to pay the balance of the trip in one or more instalments. Send to the Agency a detailed list of the participants

M-1INFORMATION MEETING-Present the supervisory team-Emphasize the educational project and what is expected from participants -Present the programme and the activities-Talk about the accommodation-List the clothing they will need-Specify how to contact the student and the supervisory team by telephone in an emergency -Remind them of the departure and return times and emphasise the need for punctuality -Inform them of the local lifestyle: smoking, eating habits, etiquette, ... and remind them of the rules of living in a community-Give some practical advice: pocket money, overseas telephone calls

during the

STAYTHE DAY OF DEPARTURE : CHECK-LIST

Final recommendations before departure...

- Take the registration and note down the absentees

- check that each student has the necessary identity documents (passport + visa)

- Take a roadmap

- Remind them of the safety and conduct rules

STUDENTS ASSIGNMENTS

- Write a travel diary (describe the day’s programme, make a note of things that surprised you...)

- Collect documentation (advertisements, postcards, maps, leaflets...)

- Be inquisitive, observant, ask questions, take notes

- Bring back local products to enjoy at the return celebration party

during the

STAY

Ensure the safety of the group:

- Never leave the students on their own

- Regularly do a head count

- Remind them that they are not allowed out at night

- Always have a first aid kit with you

- Leave regular messages for parents on the telephone messaging system

- Ask students to complete a report of the stay to give to the local agent

THE TEACHER’S DUTIESduring the

STAY

Prepare a detailed feed-back report for parents:

- The travel arrangements (transportation, timetables, any incidents)

- The conditions of the stay (reception, hospitality, comfort, food...)

- The organised visits (the welcome, the service provided by the tour guides, the educational benefit...)

- The partner organisation (monitoring, organisation,...)

AFTER THE TRIP :FULL REPORT

M+1

Lavender field in Provence

Choose different forms

of oral and written expression:

- Ask students to complete their diaries with a conclusion about the whole trip

- Create a presentation with photos, local produce, narratives about the trip, ... on a CD

- Organise an « open day » to present the trip to other students, the teachers and parents

THE STUDENTS’S WORK M+1

Think about next year’s trip…

M+2NEXT TASK…

Pont du Gard in Provence

For 50 years, SILC (Schools International Language and Cultural

Association) has promoted the discovery of other cultures through

travel, and has contributed to the learning of foreign languages in

France and abroad.

SILC offers different types of holidays

for « 7-77 year olds »:

- Language courses abroad – 7-18 year olds- Excursions – 6-17 year olds- Educational school trips – 7-18 year olds- High School attendance programme – 14-18 year olds

info@silc-in-france.com Tel. 33 5.45.97.41.14

Each year SILC organises

school trips for more than

10 000 students

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