Yes! While our website includes some of the most popular destinations, we have planned and led many field trips to destinations not listed on our website. We customize every trip to fit the needs of the group, including less-frequented destinations. Contact us to begin planning your trip.
Field trips are most economical with a minimum of 40 paying participants per motor coach. However, some field trips are feasible with as few as 30 paying participants.
Each TC has been trained to help make your group’s field trip the best it can be. The TC manages details of the trip which include transportation coordination, check-in at all venues, and troubleshooting of any issues that may arise. The TC keeps everyone on time and makes sure the group follows the itinerary. In other words, the TC is the project manager for your field trip. The TC always sits on the front row aisle seat on the right side (door side) of the motor coach. This allows the TC to communicate easily with the driver and to exit quickly when necessary. During your field trip, please direct any questions to your TC.
Most motor coaches seat 56 passengers.
Some motor coaches are equipped with lifts to accommodate passengers who are unable to climb stairs. For a passenger in a wheelchair, four seats are removed to allow adequate space and security. Thus, the capacity for a motor coach traveling with one wheelchair passenger is 53. As soon as you know that one or more passengers require the use of a lift for boarding a motor coach, please contact the office to let us know. We will make the proper arrangements.
In short, the answer is no. Typically, a TC manages two to three motor coaches depending on the itinerary. If the group is using a split itinerary, at least one TC will be assigned to each itinerary. Once your group’s numbers are finalized, we will let you know where TCs will be positioned.
Before field trip day, assign each participant to a motor coach, keeping in mind the number of seats available. Be sure to distribute parent chaperones and teachers throughout each motor coach.
For each motor coach, appoint one teacher who will take accurate headcounts throughout the trip. Once everyone is loaded, the teacher designee on each bus is responsible for reporting the number of students, parent chaperones, and teachers on the bus to the TC. This teacher should also sit in the front row for ease of communication. Please also provide the TC with the names and cell numbers of the responsible teacher for each bus.
The required minimum of paying participants per motor coach is stated in your confirmation letter. However, if a group that meets the minimum qualification for a particular number of buses but can be accommodated by fewer buses, The Travel Store will ask that the group ride on the fewest buses necessary. This helps to conserve resources such as drivers, parking, TCs, and time.
For one-day field trips, motor coaches will arrive at the school at least 30 minutes prior to the departure time stated on your itinerary. For overnight field trips, motor coaches will arrive at the school at least 45 minutes prior to the departure time stated on your itinerary. Your group will be invited to board after the walkthrough and all-clear from the TC.
At least two weeks prior to departure, please provide The Travel Store with instructions regarding where the motor coaches should enter campus and park.
The trip leader for your student’s group will distribute the registration portal link and trip code. The link will take you to a screen where you can set up a new account if you do not already have one. If you have registered a student to travel with us before, you can simply log into your existing account. The link will also take you directly to the trip; however, you may be asked to enter the provided trip code. Simply follow the prompts to make the appropriate selections, complete the questionnaires and documents, and enter a payment method. The registration system is straightforward and user friendly.
The online registration system distinguishes between an account holder and a passenger. The account holder is the adult (18 years or older) responsible for digitally signing all necessary documentation and remitting payment for any passenger(s) added to a trip using this account. The system asks for the account holder’s birthdate to verify that the account holder is of legal age. Once the account holder’s information is entered, a passenger can then be added to a trip.
Account holders may pay online using either bank account information or a major credit card. Please note that The Travel Store does not accept personal checks or cash.
If for any reason a passenger’s registration must be cancelled, the account holder should log into their account and select the appropriate trip and passenger. A simple click on the “Request a Cancellation” button is all that is required. We will receive notification of the request and will process the cancellation, including any refund that is due. All refunds will be processed in the same manner as the payment was received. Please allow two weeks for refunds to be credited to the account holder’s bank account or credit card.
For a one-day field trip, a cancellation is eligible for a refund if requested more than 14 days prior to departure. The refund will be the amount recovered by The Travel Store less a 15% administrative fee.
A cancellation made within 14 days of departure is not eligible for a refund.
For an overnight field trip, a cancellation is eligible for a refund if requested prior to the final payment date. The refund will be the amount recovered by The Travel Store less a 15% administrative fee.
A cancellation made after the final payment date and more than 45 days prior to departure will result in a forfeiture of the deposit. The refund will equal the remaining balance paid less a 15% administrative fee.
A cancellation made within 45 days of departure is not eligible for a refund.
A summary of the cancellation and refund policy will be included in trip documents. Please note that convenience fees are not refundable.
In most cases, special dietary needs can be accommodated. Vegetarian, gluten-free, and peanut-free diets are offered almost everywhere. While we work with our vendors to provide appropriate meals for everyone, we recommend that participants with serious food allergies bring their own food items to avoid possible cross contamination.
In short, field trips continue as planned, rain or shine. We recommend that all participants check the weather forecast and dress accordingly. The travel coordinator accompanying the group will determine if adjustments are needed and will work with our office and the lead teacher to take the appropriate measures to shelter the group.
Because we frequent highly populated venues, a wristband is a quick way for the TC to identify those who are part of the group and, more importantly, those who are not.
Passengers are welcome to bring snacks onto the motor coaches. However, please restrict onboard drinks to screw-top bottles or leak-proof containers. Snacks should also be in resealable packaging. Items prohibited onboard include gum, chocolate, dairy products, peanuts, and any items that readily melt. Trash bags are available on every motor coach; please use them.
For passengers under 18 years old, identification is recommended but not required. For passengers 18 years and older, a government-issued photo I.D. is required. For further information, please visit the Transportation Security Administration.
Unless directed otherwise, students are housed four per room, and adults are housed two per room. Roommates will be determined by a rooming list submitted by the trip leader.
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