Get ready to embark on your adventure by setting up travel arrangements through your Travel Specialist,
coordinating room assignments and meeting with chaperones and parents.
Share any special travel requirements, such as an alternate departure gateway request, disabilities of any travelers, dietary restrictions, allergies or other medical needs with a Travel Specialist or Experience staff member in advance of departure. Please let us know how we can best prepare for the needs of your group throughout the program.
Once all travelers are registered, it is up to the group leader to make rooming assignments. Domestic student travelers are placed in triple or quad rooms. International programs outside of North America offer twin occupancy for travelers. Room upgrades can be made for an additional fee.
Generally, adult travelers and chaperones share a twin room with one other adult of the same gender, from the same group or partnering group.
After making room assignments, it’s a good idea to host a meeting for your chaperones and any accompanying adults on your tour. When hosting a chaperone meeting it’s helpful to go over the itinerary, rooming assignments and discuss what responsibilities come with the role of chaperone. This is also a great opportunity to clarify details and address any questions before departure.
We also suggest planning a parent meeting at least 30 days pre-departure to address any of their questions or concerns. This gives you time to go over the daily itinerary, emergency contacts, how parents can reach their students and relevant insurance information (if traveling outside the U.S).
Experience understands there is a growing concern over the COVID-19 outbreak and travel. We are attentively monitoring the situation and following updates from the U.S. Centers for Disease Control and Prevention (CDC), the World Health Organization (WHO) and the U.S. Department of State.
Public health authorities are focusing on prevention efforts and actively testing anyone whose symptoms are compatible with COVID-19. It is important to note that for travel and community settings, the CDC reports a low risk of exposure for those who are in the same environment for a prolonged period of time and without close contact as someone with laboratory-confirmed COVID-19. Learn more about the CDC Exposure Risk Categories.
To alleviate any uncertainty, Experience is implementing an Upcoming and Future Travel Policy for 2020. This policy allows our programs to adjust their travel dates and plans to provide more flexibility for travelers and relieve any immediate concerns. As the situation evolves, we will remain in contact with group leaders to keep them informed and adjust any travel plans as needed. We want to assure all group leaders, parents and travelers that we will not send programs to destinations that are deemed unsafe by the U.S. Centers for Disease Control and Prevention (CDC), the World Health Organization (WHO) or the U.S. Department of State. The health and safety of our travelers is of the utmost importance and always a main concern on our educational tours. We will continue to stay informed and safely navigate the situation.