Once travelers are enrolled
Congratulations! Now that you’ve started to enroll your travelers, you’re ready to plan the details of your trip, and we will guide you every step of the way!
At EF, we measure deadlines in months prior to a tour’s departure. This section pairs the steps to take with their corresponding dates. All of this information is also available by logging in to your personalized site and clicking on "Countdown to Travel".
What to do now
Requested tour and departure date
Tell your tour consultant your requested tour and departure date. EF combines groups with similar tour and departure date requests into one larger group. This allows a group of six to travel at the same price as a group of 15 or even 50. Therefore, group travel requires flexibility in two ways: tour choice and tour date. Your exact tour and departure date will be confirmed around 70 days prior to departure.
Tour flexibility
We ask for your top three tour choices. We make every effort to provide you with your first choice but may have to offer your second or third choice, or a comparable tour. EF deems a tour comparable when at least 50 percent of the itinerary’s overnights are the same and the Program Fee is within $200 of your first-choice tour. If the new tour’s Program Fee is lower than the original, we’ll refund you the difference. If the new tour is more expensive, your travelers are responsible for the additional amount. Other changes may include reversing and/or modifying the order in which cities are visited or arranging ground transportation to an alternate gateway. Your tour consultant is a great resource to help you determine your second- and third-choice tours.
Date flexibility
Based on your requested tour date, we ask you for a date range within two days of the originally requested date for tours departing October through April, and within four days for tours departing May through September. For example, if you request February 20 as your departure date, your date range will be February 18-22. Let us know about any conflicts, such as exams or graduation, so we can accommodate your group.
Expected group size
It’s very important to keep your tour consultant up to date on your estimated number of travelers. Keeping this number accurate will assist us as we begin booking your flights and hotels, especially since your group will be combined with other groups.
Adult travelers
Please keep in mind that while some adults travel with us, EF’s tours are designed for students. Our itineraries are fast-paced and include a lot of walking. Also, because inclusions like museum admissions and hotel rooms tend to be more expensive for adults, we do require that adults pay an adult supplement fee.
Insurance
Ask your tour consultant about the insurance options that you have as a group leader.
Tour extension (if applicable)
Many tours offer an extension to the regular itinerary. If all or only part of your group opts for the extension, please confirm with your tour consultant exact numbers and names upon enrollment to ensure accurate reservations. Please note that tour extensions are not guaranteed to run. If you have paid for an extension and it does not run, EF will refund the price of the extension. If you have not yet made your tour extension arrangements, contact your tour consultant immediately.
Private group request (if applicable)
If you do not want your group to be combined with other groups, you can choose to travel as a private group. This option is available for an additional fee, which varies based on the final number of paying travelers. Let your tour consultant know prior to your first enrollment if you would like to be a private group. If you have not yet done so, contact your tour consultant immediately.
Group special travel arrangements (if applicable)
Your group can choose to spend additional days abroad before or after your tour. Special travel requests ust be submitted upon enrollment. Certain fees and restrictions apply. You can have EF book your accommodations or you can make your own arrangements. If you have not discussed this with your tour consultant, please do so immediately.
Tour and date range
Now that you’ve discussed your tour choice and date range options with your tour consultant, explain to your travelers which tours you’ve chosen and the date range you provided.
EF’s monthly payment plan
Remind your students that all EF travelers are automatically enrolled in EF's monthly payment plan. Our convenient payment plan allows students to pay in small monthly installments and avoid late fees. This free program automatically deducts monthly payments from a checking account or credit or debit card and gives your travelers until 35 days prior to departure (25 days prior for 2011/2012 tours) to pay for their tour in full.
Insurance
Discuss the benefits of EF's recommended All-Inclusive Insurance Plan, specifically designed to meet the needs of EF travelers. We encourage all travelers to sign up for this comprehensive coverage plan in the event that something unexpected happens before or during the tour. The deadline to enroll is 75 days prior to departure. However, coverage begins as soon as a traveler adds it to his or her account, so we advise travelers to purchase insurance upon enrollment.
Group Leader Release and Agreement
In order for us to continue planning your tour, you must agree to the terms of EF's Group Leader Release and Agreement as soon as possible. If you prefer, you may sign a printed version of this form and return it to EF via mail.
Keep recruiting
Continue to generate interest and enroll students using meetings, posters, announcements, help from other teachers and students, as well as eftours.com. See your Getting Started guide for more ideas. We recommend that you recruit at least two or three travelers above your desired group size. This way, you’re prepared in the event that someone cancels. Don’t forget: You can earn cash stipends and discounted Program Fees based on your group size.
Check Group Status Report online
Visit your personalized group leader website by logging in with your group leader ID and password and check back often to see who’s enrolled on your tour. Verify your travelers’ tour balances and see which travelers have signed up for optional excursions and insurance. Additionally, make sure that you confirm that all of your travelers' names appear exactly as they will appear on their passports.