Estimate how much the trip will cost. Hire a travel agent, call around or do your own research. Browse online travel sites (Kayak, Expedia, Travelocity and TripAdvisor, for example). Read newspapers and travel magazines to find the best deals. Look for bundled packages, discounts and other special offers designed for large groups, namely schools.
Ask the school to sponsor all or most of the trip. Compare rates and itineraries for at least two or three travel packages. Discuss these findings with your colleagues and school officials, including the school principal, headmaster or dean. Ask the students and parents for their input and preferences.
Arrange a precursory trip beforehand. Invite another person to travel with you. Use this time to take pictures, talk to the locals, visit local establishments and enjoy points of interest in order to get a feel for what the trip will entail. This will help you plan meaningful, well-balanced activities to entertain, encourage and teach your students.
Prepare and send letters to the parents or guardians explaining as much as possible about the journey (if your students are minors). Include details such as anticipated arrival and departure schedules, out-of-pocket expenses, modes of transportation, lodging information, things to pack and special requests or considerations. Enclose permission slips for their signatures.
Develop a thorough and accurate risk assessment. It should list emergency and non-emergency data, for instance, the name of the group leader (usually the teacher in charge), names of additional staff or chaperons, dates of travel, special equipment, clothing, pre-planned and backup activities. Also, outline what to do in the event of an emergency or other unforeseen event, which can negatively affect the health, safety and well-being of you and your fellow travelers. Examples include, but are not limited to, disease outbreaks, inclement weather, contaminated drinking water, food poisoning and assaults against tourists.
Get a passport for each passenger, if required. Passports are issued from the country in which you reside. Contact the nearest embassy or consulate for that particular country. Prices vary, depending on the passport type and how quickly you need it. It can take months to get a passport, so give yourself plenty of time to submit the application and await issuance.
In the United States, passports are issued by local agencies, including select post offices. Call or visit any one of a number of passport issuing agencies across the United States to schedule an appointment. Otherwise, notify the Berlin office at:
U.S. Embassy Berlin
Clayallee 170, 14195 Berlin
Telephone: 49-30-8305-0 (emergency services only)
Telephone: 49-30-8305-1200 (routine calls and information requests, 2 p.m.- 4 p.m., Monday through Friday)
Fax: 49-30-8305-1215
American Citizen Services Email: [email protected]
Acquire visas to legally enter the country, if necessary. Visas are issued through the German Embassy. As with passports, fees for German visas vary, based on type and turnaround times for issuance. Applicants must apply in person, by appointment. U.S. applicants, please use the following contact information:
(The address below, which was copied from the U.S. State Department's website, is incorrect. As of December 2010, this office has been closed temporarily for renovations).
German Embassy
4645 Reservoir Road NW
Washington, DC 20007
Telephone: 202-298-4000
*Below is the current contact information:
Embassy of the Federal Republic of Germany
2300 M Street NW
Washington, DC 20037
Telephone: 202-298-4000
Visa questions: 202-298-4224
Passport questions: 202-471-5529
The German Embassy/Consulate has offices in Atlanta, Boston, Chicago, Houston, Los Angeles, Miami, New York and San Francisco. Call 202-298-4000 to get contact information if you live in or near one of these areas.
Cover as much ground as you can before the trip. It's better to be over-prepared than under-prepared. Have important legal and financial documents readily available for a trusted friend or family member, if needed (power of attorney, will and bank account numbers, for instance). Gather, arrange and pack all pertinent documentation and belongings needed for the getaway. Make sure that any health issues or special needs are resolved, if applicable.
