Notes for teachers

Organising student trips overseas

Tailor Made Vietnam has been running trips throughout Southeast Asia for several years in which time we have escorted numerous student and adult groups to all parts of this region in complete safety. Whilst the level of infrastructure development is not the same as in developed countries, all countries in which we run student trips are very safe places to travel. All Tailor Made Vietnam staff, tour leaders and local guides endeavour to provide a safe and enjoyable travel environment for all travellers. Please read the information below to further understand the steps for organising a student trip to the region or please contact our Australian office if you would like to discuss organising a trip or if you would like us to come to your school (Australia and NZ only) to give a presentation to staff, teachers & students about travelling in the region.

Student interest

Invariably, there will be students wishing to join the trip (and possibly having to withdrawal for various reasons) right up until the final numbers have been determined approximately 6 weeks before the trip begins. So as to establish a firm trip cost and begin booking procedures and flight reservations, it is very important to try to get an idea of the number of students interested in travelling as soon as possible.

Deposits

Once students have been informed of the dates for the trip, it is important to collect deposits from students so as to get a good idea of the level of commitment to travelling. Student deposits will ideally be kept by the school and deposited into the school’s bank account for payment to the Tailor Made Vietnam in one sum at a pre-determined date.

Flight reservations

The most important consideration for teachers taking trips to the Indochina region is securing firm travelling dates so flights can be reserved as far in advance as possible. This should be done as soon as possible (for a December trip, flight reservations should be made in Jan/Feb). Reservations can be amended or even cancelled at any time; however booking flights quickly to reserve places is most imperative. N.B. High season in the region begins around the 7th of December until mid January so it is advisable for groups to depart before this time so as to take advantage of cheaper airfares.

Insurance

Tailor Made Vietnam can issue a competitive group insurance policy for any student group (please see itinerary for further information and cost). Some schools have their own insurance policies for students travelling abroad whilst some parent’s insurance policies also cover the children for overseas travel under their family insurance policies. For further information please contact our office.

Passports & Visa

Upon finalising a list of students intending to travel, it will be necessary to verify all students have a valid passport and that their passports are valid for at least 6 months from the day the trip completes. All Australian students/citizens require a visa to visit Vietnam and Myanmar whilst Cambodian, Thai and Laotian visas are available on arrival for most nationalities. Citizens of ASEAN countries require only a passport to visit any of these countries. For further information on visa requirements for non-Australian nationals, please contact our office.

Once all student passports have been received, Tailor Made Vietnam will forward all students a visa application form that are usually distributed during an information evening. Once these applications have been completed, Tailor Made Vietnam will collect all these application forms and passports for visa processing and then return the passports (with visas) to your school/college for redistribution.

Finally

Travelling in this region does sometimes require a degree of flexibility. It is not uncommon for the occasional power blackout to occur, sites and businesses to close without apparent reason and transport to come to a halt or timetables to change without prior notice. It may at times also be necessary to modify the itinerary during the trip or during the weeks leading up to the trip owing to flight cancellations or amendments. Should Tailor Made Vietnam deem it advisable to amend an itinerary for any reason, these options will be discussed at length with school staff members concerned.