3. Let’s Get Started
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3.5 The Travel Agent
The first order of business for the coordinator is to select a travel agent to assist in generating the initial itinerary, determining the total cost of the trip and recommending a schedule of payments. It is wise to shop around for a reputable agent. Since the bulk of travel days will be spent in Japan, it is important that there are representatives who will be able to deal with issues that may arise in Japan. It is also important to invite the agent as a partner and a member of the parent/teacher committee. Some things to look for when selecting an agent:
- their service rating?
- the number of years in the travel business?
- do they have offices in Japan? If not, what Japanese agencies do they use?
- ask for referrals
- have they had experiences in booking group tours?
- will the agency assign one person to work on the school’s account?
Some travel agencies may have the flexibility to offer incentives. If the travel group is large, the agency may offer to cover the cost of one or more teachers. If this is not possible, the cost of the teachers must be factored into the overall cost of the trip. Keep in mind that the teachers are responsible for the safety and well-being of students during the entire duration of the trip, and it is not fair to have them pay.
Costing will include the following: air and ground transportation, hotel, Japan Rail Pass (recommended), luggage service, admission to facilities and guided tours, trip cancellation and medical insurance. Gifts and pocket money can be estimated separately but should be noted to parents as an extra cost. If possible, it would be convenient to purchase medical insurance from a company that has agents in Japan who will pay all medical expenses directly for you. It is wise to estimate slightly higher than the amount suggested by the travel agent in order to allow for currency exchange rate and unexpected costs. Determine if the agency can guarantee the cost of future increases. Once the initial itinerary and costs have been determined, publicize the Japan Trip in your school. The student application form should follow your board’s guidelines on international travel. The poster should contain the following information:
- date of the trip
- length
- itinerary
- cost
- meeting date
- application deadline
Remember to balance your itinerary so that the students will visit different sites each day. Historical and cultural sites should be mixed with commercial and contemporary sites to maintain student interest. Allow short break times between sites to compensate for 'jetlag’.
Your principal will advise you of the board application deadlines for approval of international trips. Without having some idea of the number of students participating in the trip, it may be premature to seek board approval prior to the first parent meeting.