Step-by-step guide to working with Rayburn Tours
Whether you have your perfect destination and itinerary in mind or you’re not quite sure which destination is best suited to your needs, we’re the right people to help you start planning your tour.
If you know exactly where you want to go, when you want to go and what you want to do when you’re there, then let us put together your Bespoke Quotation.
If you have a list of requirements but aren’t yet sure which of our destinations best suits your group and educational requirements, then why not let us offer you our recommendations and impart our wealth of knowledge?
What happens next?
You will be allocated a dedicated School Tour Consultant who will take responsibility for putting together your bespoke quotation. To ensure that the quotation we put together for you is correct and unlikely to require changes, your Tour Consultant will ensure they really understand your requirements and may need to get in contact with you for further information.
You should expect to hear from your Tour Consultant within 1 working day and they will let you know when you should expect to receive your quotation.
You will receive a comprehensive quotation from your School Tour Consultant that will be completely tailored to your requirements. We ask that you take a few minutes to check the inclusions of this quote carefully. If you require any changes to be made to your quote then you can speak to your Tour Consultant who will be more than happy to make those changes for you.
Launch your tour
You may need to launch your tour a number of times; firstly to the head or Local Authority to gain approval and secondly, to your students and their parents. Rayburn Tours is with you every step of the way and have a host of tools to help you throughout this stage:
- As standard we will provide you with our Safety On Tour Guide, which has been created as a tool to aid you in assessing and completing your own safety paperwork, such as risk assessments*
- For Geography Trips only: destination specific risk assessments.
- PowerPoint presentations to help promote your chosen tour to students and their parents.
- Letter templates to send home to parents.
- PLUS, if you would like a little added support throughout this stage, then your School Tour Consultant will be more than happy to schedule a visit to your school whether this be for a parent’s evening or a meeting with the headteacher or educational visits coordinator (EVC).
*An increasing number of some LAs accept our LOtC badge which eliminates or minimises the amount of paperwork required. Check if your LA accepts this accreditation on the OEAP website.
Start by contacting your School Tour Consultant to let them know that you will be booking your trip with Rayburn Tours, this will allow them to hold a provisional booking. They will send you a Booking Form and the details on how to secure your booking, but it really is as easy as:
- Collect the deposits (£40pp for coach tours, £100pp* for flight tours)
- Fill out the booking form
- Send back the booking form with a cheque (or organise a BACS payment)
*This may vary depending on the destination and airline.
What happens next?
Once we receive your completed booking form, you will receive a booking confirmation pack, which includes: confirmation of your booking, passport information sheet, an ATOL certificate and much more. At this stage, you will be assigned a dedicated School Tour Coordinator who specialises in building the perfect itinerary for your subject in your chosen destination. Your Tour Consultant will do a complete hand over with your Tour Coordinator who will look after you from this point onwards.
Plan your itinerary
Throughout the following few months, your School Tour Coordinator will work closely with you to design an itinerary that meets the specific needs and learning objectives of your group and maximizes your time on-tour. They will book any excursions and additional extras you may wish to include at this stage, creating a final document pack which you will receive a few weeks before you travel.
The final documents pack will contain a comprehensive itinerary, details of your accommodation and travel arrangements and an information sheet specifying our on-tour emergency contact procedure.
All that’s left to do is wish you Bon Voyage!
What happens next?
Once you have had time to recover from your travels, your School Tour Coordinator will be in touch to hear all about your time away. They will ask for your honest feedback in our online questionnaire which will help us maintain a high level of service and continue to ensure we offer first-class tours.
Get started now by browsing school trips for your subject
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