Travel Planners Exclusive
The Jumpstart program was invaluable and made all the difference in the world. The introductory dinner and presentation were the perfect way to kick off four days of education and networking I could not have gotten any place else. The Jumpstart program itself the following morning eased my new girl anxiety and made the rest of the conference seem a lot more manageable. Thank you for pointing out all the great materials for reference on the website. I am very excited to be a part of this community!Victoria Guico, San Diego Zoo Global
IntroductionThis Jumpstart manual contains documents generously shared by fellow travel planners. The aim is twofold: Help new travel planners begin a travel program and / or resurrect a dormant program Serve as a resource for veteran travel planners who may want to update their program’s materials. Each subject heading is accompanied by a series of questions.
Table of ContentsCreating Your Mission Statement | A Day in the Life of a Travel Planner | Choosing Tour Operators | Creating an annual Trip Calendar | Organizing your Travel Data | Communication with Confirmed Passengers | Host / Faculty Interactions | Marketing | Justifying your Travel Program | Risk Management: Documentation and Emergency Planning
Create Mission StatementQuestions to Consider when developing your mission: Are you a revenue based travel program with and educational mission? Are you strictly building relationships through the educational travel program? Are you cultivating relationships but also teaming with development to continue cultivation? How does the travel program highlight University / Institutional goals?
Life of PlannerTravel Planners need to be adept at juggling many tasks and planning well in advance. Two main tracks of planning efforts need to take place at one time: planning a year’s worth of trips for the future and planning efforts for each individual trip, leading up to departure.
Choose Tour OperatorsQuestions to consider before committing to a tour operator. How many total trips should the travel program offer? As a new program, consider the staff resources available for the travel program and the time commitment for each trip added.
Trip CalendarQuestions to consider when developing your annual calendar. What times of the year do I want my trips to depart? Ensure that your trips are planned throughout the year and not in conflict with other important dates for your institution or potential traveler base.
Travel DataQuestions to consider when determining how to organize your travel data. How should I organize my passenger and tour information? How should I organize my financial and budgetary information? This tracking will play a big role in your own tracking, will help make future planning easier and clearer,
Communication with PassengersQuestions to consider when developing your communications sttrategy with passengers. Who is my audience and would online communication be a good option? How can I engage my passengers beyond the trip? What can I learn from Passengers and their trip feedback to help with future trip planning?
Host Faculty InteractionsIf you are working with faculty and staff hosts, here are some items for consideration. How do I communicate to these two different constituencies, pre and post tour? How are their obligations different while on a tour? Do I have a faculty member / institutional representative that may serve as a faculty lecturer?
MarketingQuestions to consider when developing your marketing plan. Many otour companies create and mai la direct mail piece, anywhere from 5k to 18k pieces per trip, per institution. You will provide the mailing list for them. Have you segmented your database and know the size of your community? How can your database be better segmented for marketing purposes?
Justify Your ProgramWhether you have twenty years of data or just a few years of data, showing your travel program’s institutional worth is important. Though it may seem overwhelming, the data you need may be as simple as a data pull from your database and then cataloging the information. Having this information readily available is an easy way to explain the benefits of
Risk ManagementLegal Documents and Agreements. Now that you have Chosen the trips you would like to offer, what documents might you need to formally create a partnership with a tour operator? Here are some examples. Institutions label these documents differently but the overall documents usually share the same information. Tour Operator Agreements
Jumpstart Online Tutorials
The Basics of Nonprofit Travel
Now offered to all Travel Planners as an ETC Member benefit, the Jumpstart Online Tutorials are a fast-paced tutorial series designed to educate new travel planners or for those in need of a refresher course on the basics. The Tutorials start with “Section One – The What, Why and How of Educational Travel,” then move to “Nuts and Bolts,” “Risk Management,” “Marketing” and end with “How the Travel Industry Works for You.” We have also made available the Jumpstart e-Manual which includes invaluable information regarding your colleague’s travel program documents.