If your organization travels, this section will provide valuable resources to make your trip as smooth as possible.
1. Know what the purpose of the trip is and plan all other activities around it. Be certain to keep this purpose in mind when planning other activities.
2. Be certain that the director, trip coordinator, and chaperons are aware of each other's plans for an activity. The trip coordinator should work with the director and advise the chaperones of the plans involving the director only as needed. If you are working with a travel company, be certain to include the tour escort in planning while on the trip. He/she may know important information concerning a venue or activity.
3. Plan certain incidental things into the overall cost of a trip. These can add up fast and cause an unnecessary burden on the students and their parents if not planned out in advance. Such costs to include might be the following: water for rehearsals or after performances for the students, a rental car that might be used for transportation for the director to special meetings, transporting of students for medical aid, or other emergencies, gratuities, plan for at least one unforeseen meal or snack, ground transportation (subway or bus). It is wise to carry some extra cash, to have a credit card, or a blank check from your booster group for any emergencies.
4. Be certain to inform the hotel that only room to room calling should be allowed, that there is to be no room service, that there should be no movie rentals, and that you will not be responsible for bottled water or snacks that are for sale in the rooms. These and any other special wishes, i.e. girls on one floor, boys on another, and chaperons intermingled among those rooms, etc. need to be made before signing any agreement with the hotel. Communicate with the hotels often.