Class Act Tours
Examples and guidelines

Below, you will find information preparing your parent night and tidbits from Class Act Tours to get you started.

B. Payments and Rooming list Schedules.

1. Payment Schedules. A nonrefundable initial nonrefundable deposit of $100pp for groups will be required to hold your group reservation. The deposit is usually collected at the first parent night by the school. A letter should be sent home from the school detailing the date and time of parent night. This letter should also include the amount of deposit due, along with the payment plan schedule for parents to review prior to attending parent night. Usually final payment is due at least 6 weeks prior to departure. There is a $25.00 late fee for anyone paying their payments 1 week late, $30.00 late fee for 2 weeks late, and a $40.00 late fee for 3 weeks late. If you choose to have payments mailed directly to Class Act Tours, we will notify you directly if a payment is behind 3 weeks.

We recommend that you meet with the parents and discuss a different payment plan for that individual family. There are important, practical reasons for the payment schedule to be followed, most of which are beyond Class Act Tour’s control. First and foremost, the price of your tour has been calculated on the basis of prepayment discounts that apply if Class Act Tours is able to prepay its suppliers, including hotels, restaurants and various activities, on your behalf. If we fail to meet these prepayment deadlines, we forfeit discounts that have already been used to calculate the price of your trip.

2. Rooming Lists: We request your cooperation in submitting your rooming list online at RoomingList@ClassActTours.com at least 4 weeks prior to departure. Remember to group the children four to a room. Single, Double and Triple rooms are available upon request for an additional amount.

ADMINISTRATIVE DETAILS
A. Preparation for Parent night

1. Posters. Upon request, Class Act Tours will provide you with posters to promote your upcoming trip. This will encourage the students to sign up quickly as they see their friends showing interests. Checks or Cash will be accepted at parent night for deposits. Credit Cards are accepted with an additional 5% fee.

Upon your request, Class Act Tours will forward you a DVD to help with Parent Night. The evening usually consists of the following:

• Details of staff accompanying the trip
• Payment schedule, including a clear indication that deposits are non-returnable
• Details of what is, and what is not, covered by the cost (Insurance., Bus driver tips)
• Advice on appropriate clothing and pocket money
• Details of the viable number needed for the trip
• Accommodation details
• A clear statement concerning discipline and appropriate sanctions and school policy
• Details of travel arrangements and itinerary
• Answer questions
• Sign up

As you probably already know, the most important parent night, which is usually mandatory for most schools are scheduled 2-3 weeks prior to departure. A sample agenda below has been used in the past by Class Act Tours:

2nd Parent Meeting Agenda 2-3 weeks prior to departure
1. Introduction

2. Safety Precautions:

-high airport security
-high DC security

-Emergency Phone Chain
-With a Class Act Tours representative at all times
-1 chaperone per 8 students, or 1 per 10
-Emergency cards for students
-EMERGENCY Phone Numbers:
-Hotel Information

3. Flight Information
-Airport Information

-Where to meet

-Which chaperone to see for IDs, luggage tags, and emergency cards

4. Itinerary
***Medications and Medical forms turned in
***Designated person to have First Aid kit and medical forms

5. Rules for the trip
-Please express to your child how disappointed you would be if we would need to call you about their behavior
-Serious Offenses are sent back home at parent’s expense
-All school rules apply
-Check your child’s luggage
-no nail files, nail clippers, anything that can be translated as a weapon-no alcohol/cigarettes/weapons
-check dress code

6. What to pack:
-only 1 bag
-ABSOLUTELY NO CARRY ON except for purses
-School and weather appropriate clothing; dress in layers
-personal items
-camera
-No CD players, cell phones, or expensive items unless approved by school
                    **will probably be stolen or used and abused
                    **will set off detectors; held in contempt of court at Supreme Court
                    **these items usually cause us the most problems
-Send only the money you never want to see again

7. Hotel rules state they must be in their rooms at 9:30.

8. Picture Order Forms turned in

9. Insurance Explanation

10. Questions

Let’s get started!

678-881-0855