Group Leader Expectations

Educational travel is exciting and something to remember - for the right reasons. To ensure all participants have a safe and enjoyable time, we ask that Group Leaders fulfil minimum expectations on all Think Outside The Classroom tours.

Before the tour begins:

• Collect and share dietary and other information requested by Think Outside The Classroom in a timely manner.

• Make sure participants passports and visas are in order. 

• Ensure payments have been made following the payment schedule in your booking confirmation invoice. 

• Be the main point of communication between Think Outside The Classroom, the students, the school, staff members or chaperones attending the trip and parents. This includes distribution of pre-departure booklets, our booking terms and conditions, and forwarding of questions that may be raised.

• Create group policies and set expectations, such as behaviour contracts with students, policies around drinking alcohol, or agreeing lights-out time and consequences for poor behaviour.

• Prepare contingency plans for situations that could develop on tour. Be familiar with the medical insurance in place, which may require payment and reimbursement on receipts minus an excess, and carry sufficient funds in local currency or international payment card for use in such situations, copies of authorisation letters from parents, and copies of medical information that may be required.

On tour:

• Supervise minors at all times. Group Leaders and chaperones act “in loco parentis” (in place of a parent) at all times whilst on tour. This means that a guide or Think Outside The Classroom representative should never be left alone with the group and there should always be a travelling adult present as chaperone. Think Outside The Classroom may alter or cancel activities where minimum supervision is not provided, as per the booking conditions.

• Maintain good behaviour amongst the group. Schools may discipline their students in varying ways and it is not up to Think Outside The Classroom or your guide to be involved in that process. Group Leaders are in charge of any disciplinary action if required. We recommend agreeing policies and procedures before departure, with plans in place to handle more serious incidents that may invoke consequences in Think Outside The Classroom's booking conditions.

• Check attendance and do headcounts. Group Leaders are in charge of making sure all passengers are present at the required meeting time (as stated by the guide or Think Outside The Classroom representative). Whilst the guide will do headcounts, it is also important that the Group Leaders do their own counts as well, as a double check. This includes waking students up at the start of the day, making sure they are adequately prepared for daily activities, and confirming students have essential items such as passports and public transport tickets before leaving.   

• Meet with other teachers/chaperones. Group Leaders must make sure that their fellow chaperones are aware of their responsibilities within the group.   

• Be familiar with medical histories. Whilst Group Leaders are requested that they share the medical histories of the passengers with Think Outside The Classroom, it is ultimately the Group Leader’s responsibility to be aware of medications and health concerns   

• Assist with rooming assignments. If staying in multiple hotels then room allocations may vary and Group Leaders will be required to assist Think Outside The Classroom in allocating students to rooms   

• Stay behind in case of emergency. In the case of illness, accidents, lost passports or anything that causes a passenger to be left behind, the Group Leader (or an adult chaperone who they have elected) must stay behind with this traveller. If the rest of the group is to continue on the tour, there must also be another responsible adult present with them. Note that some activities and venues have a minimum supervision ratio, and this may lead to itinerary changes as per our booking conditions.

Self-guided tours

On prior agreement, some tours may be arranged without a guide or Think Outside The Classroom representative accompanying the group. In these cases, the Group Leader will take on additional responsibilities, including:

• Attending a pre-trip briefing to become familiar with the itinerary, booking information and logistics of the tour.

• Manage all on-tour logistics as required, including transport, activities, hotel rooming and restaurants as per the agreed itinerary.

• Directly manage on-tour incidents and be responsible for ensuring the safety of the group at all times.

• Ensure they have read and understood Think Outside The Classroom’s Risk Assessments and safety policies and procedures in full.

In the event of an on-tour incident, support will be available from Think Outside The Classroom via our 24-hour emergency phone number.