If you’ve traveled as a performer or an educator, you know that performance travel is very different from any other kind of travel. Venues, instruments, attractions, meals, security and group reservations all take a lot of planning – which is why most music programs choose to work with a travel provider.
Traveling with your student performers is exciting and meaningful, creating bonds, memories and lessons that last long after the trip itself. The trip-planning process typically involves 9-18 months of discussions, decisions and details – so it’s essential to work with someone you trust, someone who will put your needs first and someone you enjoy working with.
But how do you choose the best provider for your group? Here are some boxes you’ll want to check as you find the right partner to plan your next trip.
Start With Trust
There’s very little margin for error in student travel. When it comes to choosing a provider, it’s all about trust – including trust in yourself.
Trusted Referrals
Start by tapping into your network of colleagues and peers for trusted referrals. The veteran music educators in your circle have been through the travel-planning process and likely have providers they can recommend.
You might also explore director-specific online communities and social media pages, where fellow educators are always willing to share their perspective.
Trusted Insights
You can also trust their insight on performance travel itself, so ask for more than a referral – ask about their experiences. What did they wish they knew about traveling with their students? What would they have done differently with the benefit of hindsight? What advice would they give you about travel at this stage in your career?
Trusted Recognition
Armed with a list of referrals, you can start doing a little research. Specifically, investigate the credentials, accreditations and awards each company has received. Have they earned awards from leading destinations? Have they been recognized for delivering outstanding service? (The first annual SBO Teachers’ Choice Awards, announced this past December, is a great place to start.)
Trust Yourself
Finally, it’s essential that you trust yourself. You know your students and your program better than anyone. So take the time to consider your travel dreams and your musical, educational, and cultural goals before talking to travel providers – this will help you to help them get it right.
Find Your Fit
With a short list of potential partners in hand, we recommend moving on to fit – which is all about customization, experience and vibes.
Your Needs Come First
It’s your trip, after all. You’ll want a provider who asks questions and listens before they start pitching ideas or building itineraries. Your group has its own history, needs and dreams, so an “off the shelf” trip is rarely going to be a fit.
Find a provider who will take the time to get to know you and understand your program – that’s the foundation that the perfect trip for you is built on.
Specialized Expertise Is Essential
You’ll want someone with group travel experience, but more importantly, you want a provider with significant performance travel expertise. Clinicians, logistics, rentals, industry connections – you need a performance expert who’s been there and can handle every detail, anticipating your needs throughout the process.
Vibes Matter Too!
Your fit is so much more than an experience match – it’s also a vibe check. You’ll be working with this person for months, so make sure you get a good sense of their empathy, communication style, responsiveness and listening skills.
It’s important to genuinely enjoy working with your travel provider, since you’ll be partners in dreaming up an incredible experience for your students.
More to Look For
Finally, here are two more focus areas that will help you choose between potential partners.
Systems, Tools and Resources
As you connect with specialists and learn how they work, consider some of the finer points of the process. Find out how each provider operates when it comes to payment collection, communication, crowdsourcing of funds and more. Every company works differently; look for what works best for you. Keep track of what each provider offers so you can compare apples to apples.
The Devil’s in the Details
There are thousands of ways to build a trip to any given destination, and the finer points are often what make the difference between a decent trip and an outstanding one. Carefully review the full lists of inclusions and identify the items that differ. Does the experience hit all your high notes? Does the itinerary offer the right balance of learning opportunities and fun?
The process for finding the right travel provider for your program doesn’t have to be overwhelming – it should be exciting! You know your group best, so take the time to find a provider you can trust and who fits in all the important ways, while also delivering the service, systems and inclusions you deserve.
