We think teachers are amazing. Working closely with teachers throughout New Zealand, we see time and time again the strong desire to provide a life changing overseas experience for their students. But with an already intensive workload and a severe lack of time to get everything done each day, the prospect of planning an overseas experience for a class full of students can be an overwhelming prospect. Defining Moments is committed to helping teachers facilitate these experiences for their students and support every teacher through the entire process to achieve it. From obtaining board approval & senior leadership, advertising and presenting the tour to families, along with the logistics of making travel arrangements for so many people at once.
Every tour is different and so once a teacher reaches out to us, an expert from our sales team will talk with them one-on-one to understand what this tour can achieve for the participants. They will also discuss the destination, best dates of travel, tour length, meals, accommodation, the educational outcomes and activities, and all the other specific details that can be included.
Using our expertise and working together with our teachers / tour leaders and our suppliers, we will customise a proposed itinerary that meets the expectations, schedule and budget.
Needing to get board approval for the trip? Defining Moments will provide proposed itineraries and documentation to include with the application, along with being available to meet with the school to offer support and assist with tour approval.
It’s time to spread the word and organise a presentation evening for all students and parents. Defining Moments will provide teachers with all marketing material to hand out. On the presentation evening, our Sales Manager will present the tour to parents with the teacher, discussing all tour details and be there to answer off any questions ensuring we can have maximum uptake for the tour.
Once student registration numbers are confirmed, the next step is to book your tour. From this point, a Defining Moments Group Tour Specialist will be assigned to the group and will be the main point of contact from now until the tour returns. The Teacher / Tour Leader is provided with a timeline, covering dates of when tour details need to be received or organised such as passports, insurance, payments, dietary requirements, visas, entrance letters, t-shirts and more. The itinerary will be confirmed, deposits paid then the booking process commences.
Your assigned Tour Specialist will handle the co-ordinating of your tour from here, working with our air and land suppliers to finalise bookings. Throughout this process, we will refer back to the Teacher / Tour Leader, obtaining details outlined in the Teachers timeline and to keep them regularly updated on the progress.
In the weeks leading up to a tour, your Tour Specialist will confirm final details with Teacher / Tour Leader around pre-departure information and arrange for final travel documentation to be sent out to the school.
A compendium containing all detailed documents and vouchers for the tour will be provided to the Teacher / Tour Leader.
Upon receiving final travel wallets and documentation, a pre-departure meeting will be scheduled with students and parents to discuss any final details or questions about the tour.
On departure day, a Defining Moments representative will be present at the airport to help assist with the check in process and to farewell the group on their tour.
On destination arrival, we have our experienced land suppliers on hand, whether it is for groups with a fully guided escort, guides only for tours / excursions or just arrival assistants for meet and greets at each destination. Both Defining Moments and our land suppliers are available for 24/7 emergency contact throughout your tour.
The Defining Moments team will continue to monitor and check in throughout the groups time away to ensure that the tour is running smoothly.
Along with having feedback surveys completed, we will also schedule a final meeting through phone or in person with the Teacher / Tour Leader to run through all details of the tour.
Defining Moments continue to stay in contact with our past school groups, discussing future tour opportunities.