KNOW BEFORE THEY GO
Parent & Traveler FAQ
The need-to-knows for your child’s trip
Sending your child on an educational trip is exciting, and it’s natural to have questions. From registration and payments to safety, accommodations, travel documents, and what happens while they’re away, we’ve gathered answers to the questions parents and guardians ask most often.
Can’t find what you’re looking for? Your child’s teacher or group leader can help with trip-specific questions, and the ETA team is here to help with registration, payments, and travel details.
Registration, Payments & Cancellations
Everything you need to know about signing up, paying for the trip, insurance, cancellations, and refunds.
How do I register?
You will receive a trip code from your trip leader. Use that code to create an account on our website, register your child for the trip, and make payments.
Is there a sign-up deadline?
Yes. Your teacher or group leader will let you know when registration and the initial deposit are due. You can also view this information on our website using the trip code provided by your teacher or group leader.
Can I still register my child after the deposit date has passed?
Yes. You will either need to create a new payment schedule with ETA or catch up on payments. If the group has reached its maximum number of travelers, your child may be placed on a waitlist.
How can I make payments?
We accept e-checks (ACH), credit cards, debit cards, and checks or money orders mailed to our office. Visit our Contact page for mailing address.
Do you provide trip cancellation insurance?
Yes. Each traveler has the option to purchase trip cancellation insurance at the time of registration. The cost of the insurance will be added to the cost of your trip.
What is the policy if a student withdraws after registering?
We strongly recommend trip cancellation insurance, which gives you additional options if your child needs to cancel. Please review our cancellation policy for complete details.
When are refunds available and what fees apply?
If you purchased trip insurance, refunds are available if you cancel at least 48 hours before departure. In that case, you may receive 70% of your trip cost, less the cost of the insurance. A notable exception is cancellation for a fully covered medical reason, which may allow for a full refund.
Parents, Guests & Trip Participation
Answers to common questions about whether parents or other guests can participate in a student trip.
Can parents or guests come on the trip?
The school administration or teacher leading the trip will decide whether parents and/or guests may participate. Please contact your child’s teacher or group leader for details specific to your program.
Anyone participating in the trip must be registered and paid through ETA.
Can parents or guests meet up with the group partway through the trip?
Anyone who is not registered with ETA for the tour cannot join the group for any portion of the program. Our programs are not sold à la carte. To participate in tours, ride on the coaches, join group meals, or otherwise take part in the program, you must be registered and paid.
Are vaccinations required?
Vaccination requirements vary by destination. We will provide information about any vaccination requirements for your child’s trip.
Are health forms required?
Yes. During online registration, students and parents will be asked to complete medical forms and provide emergency medical information.
Does ETA provide medical support during the trip?
Before departure, we identify medical facilities near the stops on your itinerary. Our Tour Managers are trained to handle these situations, and chaperones will help ensure students receive the medical care they need.
My child uses a wheelchair or has restricted mobility. Can you provide accommodations?
ETA welcomes all participants and makes every effort to accommodate specific student needs. Please speak with your group leader about any special requirements so we can make the necessary arrangements.
For domestic trips, buses with wheelchair lifts can be arranged for travelers using motorized wheelchairs. Please note that there may be some activities in which a traveler is unable to participate.
What emergency support is available during the trip?
Our Operations Team is available 24/7 just prior to and throughout your tour. Your group will also have a Tour Manager on the ground during the trip, with our office team available whenever additional assistance is needed.
Passports, IDs & International Travel
Know what documents your child may need before departure.
What ID does my child need for domestic travel?
Students under 18 do not need a government-issued photo ID for domestic travel when traveling with an adult group leader. Airlines and transportation providers accept the group manifest, and the group leader will verify each student’s identity.
Students 18 and older must present a valid government-issued REAL ID or valid passport.
How long does my child’s passport need to be valid?
For travel outside the United States, passports need to be valid for six months after your return date to the U.S.
For bus travel to Canada, students under 19 do not need passports and may travel with a birth certificate. Adults will need a passport.
You can find more general passport information at www.travel.state.gov/en.html
Does my child need a visa for international travel?
Visa requirements depend on your destination and any countries you travel through along the way. Your Travel Specialist will provide information about visas required for U.S. citizens during the trip planning process.
When should we arrange passports and visas?
If your child does not have a passport, apply as soon as possible. Standard and expedited processing times can vary, so be sure to allow plenty of time before departure.
Preparing for the Trip
Practical answers to help your child arrive prepared.
How much spending money should my child bring?
If your tour does not include lunch, we typically recommend $15 per person, per day for lunch. Most tours already include meals in the quoted price, so students generally only need additional money for personal expenses such as souvenirs.
Are checked baggage fees included? Can my child bring a carry-on?
Checked baggage fees vary by airline, so students are responsible for paying applicable fees at check-in for domestic flights. A standard-size carry-on that fits in the overhead compartment can usually be brought on board without a charge.
Most international group tickets outside North America include one free checked bag. Because airline policies can change, we recommend checking with the airline or verifying details with our team within 30 days of departure.
Is Wi-Fi available at hotels and on buses?
Almost all of the hotels and coach companies we work with provide free Wi-Fi access.
Do students share beds in quad rooms?
Yes. Quad rooms have two double beds, with two students sharing each bed.
How are roommates chosen?
The teacher or group leader organizing the trip is responsible for creating the student rooming list.
Supervision & Student Expectations
Understand how students are supervised and what’s expected of them while traveling.
What are chaperones responsible for during the trip?
Your group leader will communicate expectations specific to your trip. Generally, group leaders bring chaperones to help supervise students, with each chaperone typically responsible for a group of 8–12 students.
Chaperones check in with students at breakfast, before bedtime, and whenever the group gathers throughout the day. They also help keep the larger group together by managing their smaller student groups.
Who is responsible for student behavior and enforcing rules?
Teachers and chaperones are responsible for managing student behavior and addressing participants who do not follow the student code of conduct. ETA focuses on managing the logistics of the trip.
What behavior is expected of students?
All students are expected to follow our Student Trip Code of Conduct.
What happens if a student breaks the rules?
Participants who break the rules may be removed from the program and sent home at their own expense. Violations of local, state, or federal laws may be referred to the appropriate legal authorities.
While Your Child Is Traveling
What to know about the group experience and how ETA handles unexpected situations.
How does ETA keep our children safe?
ETA takes safety very seriously. We carefully choose, vet, and continually monitor all of our partners, including transportation companies, hotels, restaurants, and attractions. ETA also has comprehensive emergency plans in place for any situation that may arise.
Will my child travel with students from other schools?
No. We do not combine trips with other schools or groups unless your group leader requests it. Your group will have a private tour customized specifically for them.
What happens if my child loses their luggage or passport?
Our 24/7 Operations Team will work with the on-site Tour Manager to assist with lost luggage and other travel issues.
What happens if there is bad weather or an unexpected closure?
Many activities can take place rain or shine. When weather or an unexpected closure requires a change, our team can quickly adjust the itinerary and arrange alternate activities.
What happens if a flight is delayed or canceled?
If a flight is canceled, we’ll work with the airline to get the group back on track. When a cancellation is outside the airline’s control, such as severe weather, applicable insurance can cover accommodations and meals, and our team will handle the arrangements.
If the group misses part of the planned itinerary, we’ll do our best to rearrange activities so students can still experience as much of the trip as possible.
Privacy & Student Information
How is my child’s personal information handled?
Please review our Privacy Policy for information about how student and parent data is collected, used, and protected.
