The initial price quoted to you is a provisional booking only. We do not hold any reservations on your behalf and plans are subject to availability. However, if you want to take our offer up, we will check availability and will do our best to hold services provisionally, without financial obligation to you, until you are able to collect deposits from your students. This may not be possible all the time, especially at peak times.
To provisionally book a trip, we need a first deposit. How much this is will be stated in your quote along with the insurance premium, if applicable. When we receive confirmation from you and deposits, we will write to you with a confirmation of booking, along with your provisional accommodation details and itinerary.
Final numbers and final payment are due no later than 65 days prior to departure.
TETC – The Educational Tour Company provides resources, a step-by-step guide to smooth out the booking process as well as FAQ’s and useful tips to make the process of organising and promoting your trip that much easier, and help to save your time.
We will provide you with the innovative uGroop online platform to plan, organise, promote and manage your tour from preparation to return. For promotion, uGroop works with your Smartboard and with links can be emailed to students and parents. During the booking process you can monitor registrations and progress online. When the tour commences your entire itinerary and related resources will be online and available for quick and easy reference by your school, the tour participants and their parents and guardians. uGroop will also have downloaded documents such as:
Template Letter to Headmaster
Template Letter to Parents
Risk assessment guidelines
A representative from TETC – The Educational Tour Company can attend Parent/Student information evenings in the Sydney metro area. If you are outside this area, please contact us as we may be able to assist depending on availability.
6 Steps to a Successful Tour
Contact us to discuss your exact tour requirements. We will provide you with a tour proposal – please be sure to check this thoroughly and ensure it meets your exact needs. Do not hesitate to get in touch if you require any amendments to be made.
Call on 1300 050833, use our quote request form, or email [email protected]
Remember that a quote is not a booking. Most suppliers require a deposit to be paid before formal confirmation, therefore actual confirmation of space and price will only be effective when your deposit has been received. Check our bookings terms & conditions
Next, gain approval to run the tour from your Head / Principal. The process will vary between establishments but in addition to our quotation you may be asked to provide Health & Safety and Risk Assessment information. We can help you save time with this by providing relevant forms and information.
We will guide you through all of your itinerary planning and assist with any your queries. They will send you information and recommendations for your trip preparation. See alongside “Dates for your diary” – we will require timely payments and various items of documentation by specific deadlines to ensure the smooth and efficient operation of your tour. Your Final Itinerary and Tour Pack will be sent to you 2-3 weeks prior to departure.
It’s time to promote the tour to your students. Book with us a day and time for your Parents/Students information evening. We will provide you with a Viewer Link that can be emailed to all parents so that they can see the Parent’s version of the proposal (teacher-specific pages are hidden). A Representative from TETC – The Educational Tour Company will be happy to attend the evening, present the proposed tour and answer any travel related questions. (Sydney, Melbourne, Brisbane metro areas and Canberra) or you can use uGroop yourself to present the tour. The deadline for collection of deposits is two weeks later.
Once all deposits have been received by the School, send us the amount by cheque or Electronic transfer. Please advise us by email when deposits are sent.
Over the booking period, your students will make the subsequent payments according to the set deadlines; we will help you compile rooming lists; discuss your educational levels and topics for your classroom lessons, complete homestay documentation (where available); and assist with any documentation your require.
Struggling for numbers?
|More year groups||Open the tour up to more year groups – lack of interest from one particular year group does not mean the trip has to be cancelled.|
|Cross Curricular||Why not combine two or more subjects on your tour? All of our Classroom lessons are suited to genuine Cross Curricular with separate classrooms (minimum 8 per subject).|
|Promotion||Promote your tour – we can provide you with free promotional posters to advertise around school and with uGroop online can be projected to use in assemblies, meeting and at parent evenings, with links that can be emailed directly for the parents and students to see all that we have to offer. The added visibility will generate more enthusiasm and demonstrate the schools commitment to improving the student learning outcomes.|
|Other school||Talk to other schools in your area for a joint-group, or let TETC know. Your solution might be in our extensive database of schools and teachers|