Start-to-finish support
Trip Planning Process with ETA
This page walks you through the key steps of planning your student trip and shows what to expect when partnering with ETA. Use it as a guide to stay organized and informed from start to finish.
The Basics: Before You Travel
Choosing to work with Educational Travel Adventures means having a trusted partner through every stage of your trip planning. These steps walk you through exactly what to expect as we help you organize details, support your students, collect payments, and prepare for an unforgettable travel experience.
Request Your Quote
etadventures.com/request-quote/
Submit your trip request and an ETA Travel Specialist will reach out within 48 hours with a custom itinerary and pricing based on the details you shared.
Discuss With Your Travel Specialist
Connect with your ETA Travel Specialist to review the initial itinerary, talk through your goals, and map out the planning timeline. Together, you will tailor the trip to fit your group.
Review & Finalize Your Itinerary
Review your proposal and confirm the itinerary and key trip details. This is the time to double check what’s included, ask additional questions, and make sure your plan matches your group’s goals.
Complete Your Travel Agreement
Complete and submit your ETA Tour Agreement to secure your trip. This confirms your program details and keeps planning moving forward.
Receive Marketing Materials from ETA
Your Travel Specialist will send your customized trip flyer and PowerPoint and grant access to your Trip Portal. You will also get guidance on how to use these tools to support sign ups.
Start Your Fundraising Plan & Timeline
etadventures.com/teacher-resources/fundraising-guide/
Build a clear timeline for monthly payments, then create a fundraising plan to help students stay motivated and on track. Many groups fully fund their trips using these tools and strategies.
Plan, Promote & Host Your Parent Meeting
etadventures.com/teacher-resources/trip-promotion-101/
A parent meeting helps build excitement and drive sign ups. Use the provided presentation, share key details, answer questions, and outline your fundraising plan and next steps.
Register Your Students & Chaperones
tourbot.etadventures.com/customerweb/signin
Invite travelers to register through the Trip Portal. The portal keeps enrollment, payments, forms, and communication organized in one place. More info on the portal here.
Finalize Rooming Lists & Other Info
As your trip gets closer, we will reach out to confirm hotel rooming lists, review your final headcount, and collect any remaining details. This helps ensure smooth check ins and that every traveler is accounted for and ready to go.
The Weeks Leading Up To Your Trip
As departure approaches, focus on preparing your students and completing any remaining travel forms. We will finalize logistics, monitor conditions at your destination, and prepare your Tour Manager to welcome your group.
Timeline & Expectations
Below is a timeline of what happens in the months leading up to your trip. These checkpoints help you stay organized while our team finalizes logistics behind the scenes.
90 Days Before Departure
- Your Travel Specialist will talk through an overview of the timeline between 90 days out and your departure date.
- Ensure that all participants and chaperones are enrolled.
60 Days Before Departure
- All paying passengers should be fully paid.
- Rooming list and bus lists must be complete.
- Invoices for fundraising money applied should be fully paid.
30 Days Before Departure
- Some restaurants require that individual meal selections are made in advance for the group. This will be completed through the portal.
7–14 Days Before Departure
- Final itinerary is issued once all components of your trip are finalized.
- If applicable, any advance meal choices required must be submitted.
- ETA holds internal logistics meetings to confirm all specifics and reviews your groups details and itinerary with your Tour Manager.
- Adjustments may be made to ensure smooth travel and a well-prepared experience.
24–48 Hours Before Departure
- You will receive our Bon Voyage email with final reminders and helpful details, feel free to share this with your families.
Time to Travel & Beyond
From departure to post-trip follow-up, this stage is all about smooth travel, on-tour support, and closing the loop after you return.
Board Your Plane or Bus
When it is time to depart, everything is set. Once you arrive at your destination, your Tour Manager will be there to welcome your group and help you get started right away.
Meet Your Tour Manager
At arrival, you will meet your ETA Tour Manager, your go-to person for the trip. They handle logistics, confirm reservations, coordinate with drivers and venues, and adjust plans as needed so you can stay focused on your students.
Enjoy Your Trip!
On tour, your Tour Manager is with you 24/7, supported by our Operations team. If anything comes up, you will get quick, real help with no runaround and no waiting, just support when you need it.
Take a Post Travel Survey
After you return, we will reach out for a short conversation about your experience. Your feedback helps us keep improving and ensures every step of the journey meets your expectations.
Start Planning Your Next Student Trip
When students and families have more time to prepare, sign ups are often stronger. Connect with your ETA Travel Specialist to start exploring destinations, timing, and options for your next adventure.
Roles & Responsibilities
Use this chart to see who’s responsible for what at each stage of the planning process, so everyone stays aligned from itinerary development through departure.
On a smaller screen? Scroll right to see the whole table!
| Timeline Phase | Teacher / Group Leader | ETA Travel Specialist | Students & Families | Chaperones | ETA Tour Manager |
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| Itinerary Development & Contracting 12 – 9 months out |
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| Trip Launch & Preparation 11-9 months out |
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| 90 Days Before Departure |
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| 60 Days Before Departure |
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| 30 Days Before Departure |
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| 7–14 Days Before Departure |
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| 24–48 Hours Before Departure |
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You’re ready. We’re with you every step.
Plan → Prepare → Travel → Share feedback → Start your next trip
You’re in great shape. From your first quote to wheels up, your ETA Travel Specialist, Tour Manager, and Operations team are here to help you stay organized and supported. If you would like to see more trip planning tools, review our other Teacher Travel Resources. If you haven’t yet requested a quote, do so below to get assigned your Travel Specialist and start planning!
