Faculty & Group Leaders
Whether you want to focus on marine biology in the Caribbean, art in Italy, finance in China, or archeology in Arizona, CelestialVoyagers can plan the perfect trip for you!
Our expertise spans the globe, and we work with supervising teachers to maximize both the cultural and educational expectations for their students' travel.
CelestialVoyagers will help you manage all trip details, such as student lodging and passports.
Our balanced itineraries minimize travel time and maximize your time at the sites.
We will also provide agency assistance to larger groups to handle all logistics while traveling, so that faculty members can focus on their academic objectives.
Preparing Your Academic Trip
Step 1: Planning Your Tour
Our team members are experts in the art of travel and trip planning, and they will work with you to create the perfect trip for your learning objectives and budget. We can also suggest additional options to further enhance the overall travel experience.
What we need from you:
- Desired travel dates
- Destination(s) of interest
- Estimated number of participants
- Registration preferences (if any)
- Transportation preferences (if any)
- Syllabus & course objective(s)
- Desired services (optional excursions, professional visits, etc.)
- Administrative requirements for trip approval (if applicable)
Step 2: Proposal and Contract
Once CelestialVoyagers has your anticipated trip details, we will create a proposed itinerary for your review. Once you agree on a finalized itinerary, we will prepare a proposal that will specify the trip’s details (including flight details and hotel list), and outline all important dates and deadlines. Upon acceptance of the proposal a formal contract will be sent for acceptance upon signature.
You can contact us by mail, phone or email at:
Tel: (212) 203-1021
Step 3: Notify Your Administration
Whether or not you require formal approval for your trip, it may be wise to notify your department and/or administration about your travel plans in advance. CelestialVoyagers is happy to help assist in this process if necessary. If you're working with a grant to help fund your trip, let us know and we'll provide the appropriate documentation on our end.
Step 4: Promoting Your Tour
Generate excitement among your students about your upcoming tour! Here are some ideas below:
- Inform students
- Display promotional materials online and in a variety of locations with lots of foot traffic
- Send updates to parents and guardians by mail or email
- Hold regular meetings
- Develop fundraising opportunities
Step 5: Informational Meeting
Organize informational after-school meetings for students. In the initial meeting, describe the trip, distribute itineraries, circulate an attendance list, and send students home with an invitation for parents to attend a parent-student meeting.
Step 6: Parent-Student After-School Meetings
In your first meeting with the parents, explain the value of educational travel and address questions or concerns. We can provide you with customized presentations and other informational materials as desired. Refer parents and students to our website where they can access a customized page for their tour and contact us directly with any questions.
If you choose to have students register through our site, show them where they can access it and provide them with the required information (tour name). Make sure to get parents’ contact information for future communication as well.
Step 7: Tour Departure
Booking Terms & Conditions
The deposit amount is set by the airlines and therefore varies, depending on the chosen airline(s). Once you approve the airline contract, you will typically have about 2 weeks to submit your deposit to hold the group space at the given price.
Cancellations, Penalties and Fees
All changes and cancellations must be provided in writing. The following penalties apply:
|Whole group cancellation before utilization date||$250|
|Name changes and corrections||$250|
|Deviations||$250 + difference in airfare|
|Cancellation after ticketing||100% of tour cost|
Utilization is the percentage of seats that you must fill in regard to the total amount of seats reserved in the group contract.
For example, if the group contract is for 50 seats and the airline's utilization percentage is 80%, there must be a minimum of 40 participants traveling in order to avoid airline penalties. The penalty amount is usually $250 but it will vary by airline.
Deviation is a change in the flight schedule and/or route.
For example, a flight deviation is if one of the passengers who is traveling with a group from New York to London would like to change the return date of his/her ticket to stay in London for a longer period of time. A route deviation is seen, on the same trip for example, when the passenger would like to travel to Paris for a week from London and return to New York from Paris.