Student Group Travel FAQs 

We recommend bringing $50–$100 for souvenirs, snacks, and incidental expenses. Most meals are included in the trip, but students may want additional money for treats or optional activities. A combination of cash and a debit/credit card is ideal. 

Yes, the itinerary includes minimal supervised free time for students to explore specific areas in small groups. The onsite tour director and chaperones will provide guidelines and meeting points to ensure safety. 

The included meals are outlined in the itinerary. For meals not listed as included, students will need to bring money to cover those expenses or purchase food at designated stops during the tour. 

Most groups will travel primarily by charter bus, with some use of the subway when available at the destination. Students will receive a MetroCard (or equivalent) for subway access. The onsite tour director will guide the group throughout the trip and assist with using the subway. Regardless of the chosen ground transportation, be prepared for A LOT of walking. 

The onsite tour director will have a list of emergency contacts for each student. Parents will be notified immediately in case of an emergency. 

Unless the school has specific rules against bringing phones, students are encouraged to bring their phones for communication and taking photos. They should also pack chargers and consider bringing a portable power bank. To minimize distractions, phone use may be limited during group activities. 

Students are expected to adhere to all school and trip rules, respect chaperones and peers, and represent the group positively. Misbehavior may result in disciplinary action, including being sent home at the parent’s expense. 

Students will stay in a well-rated hotel with shared rooms (2–4 students per room). Rooms are assigned based on preferences submitted prior to the trip. Chaperones will be on the same floor for supervision. Hotel information is located on the trip itinerary. 

The onsite tour director will have access to all tickets and vouchers at all times. They will typically meet with the group at breakfast to distribute the necessary items for the day. Additionally, they may set a designated meeting point during the tour to hand out tickets, meal vouchers, cash, and other items as needed. 

Weather in every destination can vary, so students should pack layers and waterproof items. The itinerary may be adjusted as needed for weather conditions. 

Yes, students can bring non-perishable snacks for the trip. Water bottles are also encouraged to stay hydrated. 

Yes, there will be a pre-trip meeting with your school trip leader/sponsor to review the itinerary, packing list, and behavior expectations. Details about the meeting will be sent to parents and students. 

The best way to stay connected during the trip is through the Trip Plans app.  

If you have further questions, please reach out to the operations team at Southwestern Travel Group via email [email protected] or call our office at 615.316.7034 or the designated contact person for your trip as listed on your trip documents.  

A hotel with a pool should always be requested during the trip quoting process, but availability is not guaranteed. If your hotel does have a pool, SWTG will defer to the school sponsor and trip leader to determine if students will be allowed to use it. You can check the itinerary for a link to see if your selected hotel has a pool. If swimming is permitted, don’t forget to pack a swimsuit! 

Please note that every airline handles check-in for unaccompanied minors differently, so be sure to review their specific policies in advance. Additionally, for most groups flying, only travelers 18 years or older will be able to check in using the online or mobile app system. All travelers under 18 must be physically present at the airport with the adult they are traveling with to check-in. Be sure to check your airline’s check-in deadlines to avoid any issues. 

For travelers 18 years and older, to check in for your flight, visit your airline’s website or mobile app up to 24 hours before departure. Enter your booking confirmation number and last name to access your reservation. Follow the prompts to select your seat (unless a seat has already been selected), add baggage if needed, and receive your boarding pass. You can print it or save it to your mobile device. For airport check-in, visit the airline’s kiosk or counter with your ID and booking details. 

Seat assignments will be arranged during the group ticketing process and can be obtained from your SWTG representative. 

You can pack essential items such as travel documents, electronics, medications, snacks, and personal items in your carry-on bag. Liquids must be in containers of 3.4 ounces or less and placed in a quart-sized bag. Dry foods are allowed, and empty reusable water bottles can be filled after security. Check the TSA website for a full list of permitted and restricted items. https://www.tsa.gov/travel/security-screening/whatcanibring/all 

You can pack clothing, toiletries, and other personal items in your checked bag. Most airlines have a weight limit of 50 lbs per bag, and exceeding this limit may result in additional fees. Certain items, such as lithium batteries and hazardous materials, are restricted. Be sure to check your airline’s guidelines for specific restrictions and fees 

If your flight is delayed or cancelled, your school sponsor and the onsite Tour Director (if applicable) will work closely with the airline to monitor the situation and make necessary adjustments. Depending on the circumstances, the itinerary may be modified, and alternative travel arrangements will be explored. In the case of a cancellation, the airline will rebook the group on the next available flight. The school sponsor and onsite tour director will keep everyone informed and provide guidance. Parents and guardians will be promptly notified of any significant changes. If you have any questions, please reach out to the operations team at Southwestern Travel Group via email [email protected] or call our office at 615.316.7034. 

In the event of severe weather, the safety and well-being of the group will be the top priority. The onsite tour director and school sponsor/trip leader will closely monitor weather conditions and adjust the itinerary as needed. This may include rescheduling outdoor activities, moving to indoor venues, or altering transportation plans. If necessary, the group may seek shelter or delay travel until conditions improve. Parents and guardians will be notified promptly of any significant changes or safety concerns. 

In the event of “an act of God” (such as a natural disaster), the safety of the group will be the highest priority. The onsite tour director and school sponsor/trip leader will follow emergency protocols, including coordination with local authorities, the U.S. embassy (if applicable), and the relevant organizations. Immediate action will be taken to ensure the group’s safety, which may include seeking shelter, evacuating to a safe location, or following government or emergency services’ guidance. 

Parents and guardians will be notified as quickly as possible with updates on the situation and any necessary actions. Travel insurance (if purchased) may assist with additional arrangements or accommodations, and the onsite tour director and school sponsor/trip leader will help manage any logistical concerns arising from the situation. 

TripPlans is a free mobile app (by Travefy) that gives you 24/7 access to your detailed trip itinerary, documents, maps, and updates. Download it from the Apple App Store or Google Play Store. Log in using the email your trip organizer used to share your itinerary.

Your full trip itinerary is organized by day and includes hotels, flights, transportation, activities, documents, and contact info. Your trip leader may also include special notes, alerts, and group messages. 

No. After your first login, the app stores the itinerary for offline use – perfect for airports or travel abroad. 

Yes! You can share your itinerary via email or text, and view it online to download or print a PDF if needed. 

Make sure you’re using the correct email address and that your trip has been shared. If you’re still having trouble, reinstall the app or contact your trip organizer.