(800) 219-0903


1050 Crown Pointe Parkway, Suite 500, Atlanta GA, 30338


Resources for parents

Get resources and information to help you plan your trip. Learn about the cancellation policy, insurance, safety tips, and more before starting your smart student travel journey.

Travel Tips

For many students, their school district-provided trips are a highlight of the year. Whether it’s a class trip to a large city or a weekend visit to an outdoor learning facility, these excursions give students a chance to expand their knowledge and have fun with their peers. For those whose parents can join them on the journey, it can be an even more rewarding experience. Exploring new places in the company of family adds another layer of joy and adventure to the occasion. Parents can attend these educational outings with their children thanks to some school districts’ special programs.**

Families can strengthen their bonds through these programs while continuing to learn together in exciting environments. With an eye toward academic enrichment and parent-child bonding, attending student trips with family can be an experience that all involved remember fondly for years afterward.

They will surely treasure the time spent together learning about the world beyond what can be found in classrooms alone. It is sure to be a time rich with laughter and new discoveries!

**Each tour is customized to the school. Some tours allow parents with an adult price, and some do not allow parents.
Please check with your school’s group leader.

Smart Student Travel - Parental Resources

Insurance & Cancellaton

No one wants to think about dealing with late fees or account cancellations, but it is important for group members to stay mindful of payment deadlines and grace periods. Should you find yourself unable to make your payments on time, it is essential that you contact your group leader immediately.

If you are able to make payment within the seven-day grace period, then a late fee will be added to your account. However, if payment is still not made within this timeline, your account will automatically be cancelled and any unpaid fees will need to be accounted for at a later date by more traditional means such as cash or check.

Ultimately, the best way to avoid any unwanted stress or extra costs is simply by adhering to the payment deadlines outlined in your contract. Take control of your financial obligations and keep your account active; it’ll save you a hassle in the long run.

Document Downloads

Cancellation and Insurance specifics

Smart Student Travel Cancellation Policy
1. Trip cancellations must be in writing.
2. You can request a cancellation by email to admin@smarstudenttravel.com
3. A parent, legal guardian, school administrator, or teacher can cancel a trip on behalf of a student.
4. Smart Student Travel will refund fees paid, less credit card and travel protection plan fees, if canceled 60 days or more before the trip departure date.
5. There are no refunds paid by Smart Student Travel if you cancel 0-59 days before your trip departure date. You must submit a claim to the travel insurance provider where you purchased your trip protection.

Frequently Asked Questions regarding Trip Details

Whether your school District is looking to travel with students across Europe or domestically around your home city, Smart Student Travel’s top priority is safety and the organization of your trip.

Trip Details

Your Group’s final itinerary will be distributed by your Group Leader or at your final parent meeting within 2-3 weeks of your tour date. Please be aware that all itineraries are subject to change prior to or during your child’s tour.

Depending on your request, most changes can be made up to 60 days prior to your tour date. Please contact us at 1-800-219-0903 or admin@smartstudenttravel.com to request any changes.

Tours are usually chaperoned at an adult to student ratio of 1:10. Chaperones are the responsibility of the group and are not provided by Smart Student Travel Please check with your Group Leader if you have any questions.

Each tour varies. Some tours allow parents to attend and offer an adult price. Other tours do not allow parents to attend. Please check with your Group Leader.

What happens if a student has a medical emergency? 

We will provide chaperones with a list of area hospitals. The chaperones on your tour will immediately seek medical attention and contact the parents. Please see your chaperone/group leader for the medical forms required by your school district.

What if I have an emergency and need to reach my child?

You may contact your child directly if cell phones are permitted on their tour or you may contact Smart Student Travel at any time, and we can contact the group leader on your behalf.

How many adults or chaperones travel with students?

Tours are chaperoned at an adult to student ratio of 1:15, 1:10 or 1:5. Chaperones are the responsibility of the school and are not provided by Smart Student Travel.

Are parents allowed to attend a tour?

Each tour is customized to the school. Some tours allow parents with an adult price and some do not allow parents. Please check with your school’s group leader.

All tours will operate as scheduled unless it is determined that the weather is too dangerous to proceed. We recommend that you check the weather forecast of your destination and pack accordingly. We recommend that your child packs a rain poncho or other waterproof clothing should the forecast call for rain or snow.

Payment & Registration

When you register, you will be prompted to create an account. Once you have created an account and registered, you will see payment options and the payment plan. You will be able to make a payment by check or credit card in your account.

We encourage all participants to make payments at the scheduled time. We are happy to discuss your situation with you. Please call us at 1-800-219-0903 to discuss any special circumstances you may have.

Yes. You will receive email payment reminders a few days prior to each payment date

Please refer to your School’s Trip Registration Flyer. It provides instructions on how to register and make a deposit. In order for your registration to be complete, each participant must make an initial deposit and complete both the Tour Terms and Conditions Form and Cancellation Policy Acknowledgement form.

Due to lack of participation, Smart Student Travel will allow the group to cancel a tour within two weeks of the initial deposit date and receive a 100% refund. All decisions will be discussed with your Group Leader.

Once we receive a fundraising check from your school, we will apply the amount to your individual account. If your school/organization is paying Smart Student Travel directly, you will need to contact your Group Leader to find out your balance.


The chaperones on tour will immediately seek medical attention and will contact the parents. If your child needs to be transferred to a medical facility, a chaperone will accommodate your child. Your child will remain chaperoned until discharged from the facility.

You may try to contact your child directly if cell phones are permitted on tour or you may contact Smart Student Travel at 800-219-0903 at anytime, and we can contact the Group Leader on your behalf.

Payment & Registration

Please refer to your Group Leader in regards to your school’s/organization’s policies in regards to this. If electronic devices are permitted, we ask that the students respectfully turn off such devices during lectured portions of the tour.

Many of our tours are all-inclusive. While everyone’s spending habits are different, the average spending money per student is approximately $50. If there are any additional meals or activities that require extra spending money it will be outlined in your itinerary.

Hotel Accommodations

On your tour paperwork you will see prices based on Quadruple Occupancy (4 students per room) unless otherwise noted. However, you will have the option to register for other options that best fits your needs. Hotel rooms will have 2 beds. For instance, if your child selects Quadruple Occupancy, there will be a total of 4 students in the hotel room, sharing 2 beds.

The Group Leader will determine the hotel rooming list. If you have any questions or concerns regarding the rooming list, please contact your Group Leader. Smart Student Travel is not responsible for the rooming list.

Medications & Special Needs

Please inform your Group Leader ahead of time in regards to medications and allergies. All prescription medication should be placed in bags, labeled, and given to the Group Leader for safekeeping. Even Tylenol or aspirin should be given to the tour leader. During the registration process you will be asked about allergies and dietary needs. Smart Student Travel will make every possible attempt to accommodate your child.

Please inform your Group Leader of your needs so that she/he can discuss with Smart Student Travel about any necessary accommodations while on tour.

General Safety

Going on a school trip can be both fun and educational, but it’s also important to keep in mind that it’s a shared responsibility to stay safe. In addition to any specific safety rules set by the school or trip organizers, there are some key general safety tips that should always be followed.

  1. Firstly, students should always remain together with their group, especially in unfamiliar places.
  2. Secondly, they should listen closely to the instructions given by their teacher or guides and follow all rules of conduct.
  3. It is also recommended that all students wear bright colors or reflectors, so it is easier for them to be seen in crowded settings. If anyone becomes separated from the group or finds themselves in a dangerous situation, they should immediately contact an adult for help.
  4. Finally, it’s important for each student to pay attention to their surroundings and use common sense when dealing with potentially hazardous situations.

Taking these simple steps can help keep everyone safe during a student trip, allowing participants to reap the full benefits of their experience.

Factors that should be considered when deciding on a travel destination include

  • the political, social and economic climate of the chosen region.
  • the security measures in place for lodging and transportation.
  • the crime rate in tourist-oriented locations.
  • and any advisories or warnings issued by foreign governments.

It might also be worthwhile to research how COVID-19 is being managed by different countries’ local health departments, as this has become a major issue impacting global travel at times.

Additionally, one should consider potential destinations that are not only safe but also offer valuable learning opportunities such as fascinating historical sites and ecosystems ripe for exploration. Educators may be able to turn to reliable websites such as UNESCO World Heritage Sites or U.S.-based International Education Programs for a comprehensive list of culturally rich destinations that promise unforgettable memories for both staff and students. Ultimately, when picking out a student travel destination, safety must always come first!

With a bit of thorough research into all possible options and considerations mentioned above, educators will notice their journey becoming smoother and safer every step of the way.

When students travel abroad for educational purposes, it is important to keep in mind that the destination may have different health regulations and guidelines than what is generally accepted at home.

It is important to research health advisory information and take the necessary precautions prior to departure.

  • First, make sure all vaccinations are up to date prior to arrival, including seasonal influenza, as diseases spread more quickly when people are gathered together in new environments.
  • Second, be aware of local food safety regulations which can be very different depending on the country visited. And
  • Third, take steps to protect yourself from mosquito bites by utilizing insect repellent and wearing long sleeves and pants.
  • Additionally, packing an ample supply of any medications you may require*** while traveling is a good precautionary measure against any medication availability issues in foreign countries. Ultimately, being aware of these potential health concerns can help students stay safe and healthy during their travels so they can focus on fully experiencing their destination’s culture and attractions without worrying about getting sick or injured.


***Can students bring/carry their own medication?

Please consult your group leader. This decision is made by your school administration and/or school district.

Keeping track of a passport, especially in unfamiliar terrain, can be hectic and mistakes do happen! However, there are a few simple tips students should keep in mind to help them out if their passport or other documents are misplaced.

  1. First, students should make sure that their passport has been registered with local authorities by filing a police report. This will help protect them from identity theft and ensure they receive any assistance from government authorities.
  2. Second, it is important to contact your embassy or consulate as soon as possible for a replacement document – depending on their situation, students may need an Emergency Travel Document which may require specific applications or paperwork.
  3. Third, always store copies of all documents in a secure online cloud storage such as Google Drive or Dropbox – this could save time and effort while waiting for new documents and help overcome language barriers when dealing with government officials.
  4. Finally, stay organized throughout the process so you don’t miss any deadlines!

Following these tips will help give students peace of mind if they ever find themselves dealing with lost or stolen passports and other travel documents. With careful preparation and some common sense practices to follow when travelling abroad, peace of mind over passport security is more achievable than ever before!


Optional travel protection plans are made available for purchase for each participant on Smart Student Travel’s overnight tours through a travel insurance provider. It is available as an option for one day tours by the Group Leader’s request. The protection plans offer a ‘Cancel for Any Reason’ benefit along with other benefits relating to tour cancellations or delays.

Our Process

Travel Planning Process

The following graphic demonstrates a sample of our complete process illustrating how we successfully facilitate Student/Educator travel.

leaders in educator trips and student travel

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