How to Reserve & Book a Trip with Global Educational Tours
At Global Educational Tours, we understand the challenges educators face when planning school trips. The paperwork, recruitment, and uncertainty can feel overwhelming. That’s why we’ve built a process that is stress-free, transparent, and completely secure for trip organizers.
Our School Trip Toolbox puts every form, permission slip, and administrative document at your fingertips — accessible online 24/7. Our built-in Recruitment Tool lets you gauge genuine student interest and track sign-ups in real time, so you know exactly if you have enough participants before making any commitment.
Select Your Trip
Browse our educational tours and select the trip that best fits your group’s learning objectives. Once selected, you’ll receive immediate access to your personal Trip Organizer Dashboard with full itinerary details.
Review Your Trip Proposal
Your customized trip proposal includes destination, dates, tiered pricing, and all itinerary components. Pricing is presented in passenger increments of five to show exactly how costs change with group size.
Use Recruitment Tools While Deciding
While reviewing your proposal, use our built-in recruitment tools to gauge student interest and track potential participants — so you know if you can reach the minimum passenger numbers before any commitment is made.
All the forms and resources you need to get approvals and manage participant documentation — in one place, online, 24/7.
Permission Forms
Digital permission slips parents can sign online
Administrative Approvals
Templates and forms for school administration
Medical & Emergency Forms
Customizable health and emergency contact forms
Fundraising Resources
Tools to help students fund their trip
Accept Your Trip Proposal
Accepting the proposal confirms your agreement with the trip package details — destination, dates, and pricing structure. This is not a commitment to book; it simply confirms you accept the proposed itinerary.
Book Your Trip
Once you’ve confirmed sufficient passenger interest through the recruitment tool, you can officially book. This triggers:
- Invitation emails sent to all interested participants
- Instructions for creating individual passenger accounts
- Deposit: $50 per person for ground trips
- Deposit: $150 per person for trips with airfare
Payment Schedule & Pre-Trip Preparation
Monthly
Passengers receive payment invitations to contribute toward their balance
120 Days Before Trip
Passengers review and confirm their personal information
90 Days Before Trip
Dietary restrictions and food allergies confirmed
65 Days Before Trip
Reminder sent that final balance must be paid before the 60-day deadline
The 60-Day Deadline — Critical Trip Milestone
This is the most important milestone in your trip planning. At 60 days before departure, the following are all locked and finalized:
- Final passenger manifest is secured and locked
- Itinerary is finalized and sent to the motor coach company
- Rooming list is locked and sent to hotels
- Meal selections and dietary restrictions are sent to restaurants
Final Preparations & Departure
30 Days Before Trip
Scheduled meeting with your Trip Team to review all final details
Day Before Trip
Receive driver information with phone number, plus tour leader, manager, and guide contact details
Ready to begin your educational journey?
Explore our available tours or connect with a trip consultant to design your perfect educational adventure — completely stress-free.