If you’ve ever thought about taking your band on a trip, you’ve probably imagined epic performances, your students making core memories, and the pride of representing your school in a new place.
But let’s be real: band trips don’t always go as planned. Flights get delayed, weather rolls in, and yes, even the occasional grouchy bus driver makes an appearance. However, professional tour operators and a skilled tour manager can make a huge difference when the unexpected happens. Here are some common band trip challenges and how a good tour operator and tour director can use their experience and creativity to keep the trip going strong.
Flight Delays and Cancellations
Nightmare scenario: you arrive at the airport only to find out your flight is delayed… or worse, canceled! While this could derail your carefully planned itinerary, an experienced tour operator has a knack for turning lemons into lemonade.
When faced with a flight cancellation, tour operators jump into action to contact the airline and coordinate updates. If needed, extra hotel nights, transportation, and meals will be booked on your behalf. And, the best part, the costs of these additional reservations will be covered by your travel insurance.
In the meantime, why not take advantage of the unexpected downtime? Since most travel insurance doesn’t include replacement activities, having a tour manager with a knowledge of cool, free activities can make all the difference in keeping the group entertained and spirits high. For instance, stuck in New York? Your tour manager might guide you on a walk through Central Park, take you to the Lin-Manuel Miranda-owned Drama Book Shop, or help you discover hidden gems like the Whispering Gallery in Grand Central Terminal.
Bus Issues
Ah, bus transportation: a rite of passage and a necessity for most schools, but also sometimes the most frustrating part of the trip. Late buses, broken down buses, drivers who aren’t the best, workshop locations that just don’t want to be found… you may have experienced a few of these situations yourself at some point.
However, tour managers are pros who deal with these issues all the time. Lost driver? We’ll whip out Google Maps and help them. Grouchy driver? We’ll show them a little kindness – sometimes a well-timed thank you and cup of coffee can go a long way.
If small adjustments don’t do the trick, a tour operator can work to get a replacement driver lined up—no drama, just solutions.
Sick Travelers
When a student or chaperone gets sick, it’s all hands on deck. A good tour operator has protocols in place to handle these situations seamlessly; meanwhile, the rest of the group continues with their itinerary, ensuring no one misses out on the experience they’ve been looking forward to for months.
One challenge that sometimes arises is dealing with the dreaded norovirus, which occasionally spreads through big cities in waves. Tour managers and office staff are invaluable in these scenarios, as they know where the nearest urgent cares are and have experience acting quickly to quarantine sick passengers and find efficient treatment solutions. On occasion, tour operators have even arranged for medical professionals to visit the group’s hotel, ensuring that everyone who needs care can be seen promptly and without unnecessary stress.
Snow Days
You can’t control Mother Nature, but you can embrace her surprises. If a snowstorm impacts your itinerary, why not lean into it? Encourage your students to enjoy the snow with a quick round of snow angels—and your tour manager knows all the best spots for epic snowball fights!
Meanwhile, your tour manager and their support team will work behind the scenes to adjust plans as needed, keeping safety as the top priority. Finding warm, creative solutions to have fun is also key, like organizing a game night and pizza party at the hotel. It’s all about making memories—and we can’t let some snow put a stop to that.
Government Shutdowns
Imagine being on a trip in Washington, DC, only to find that the Capitol and Smithsonians are suddenly closed due to a government shutdown, whether it be budget- or weather-related. What now? This is where having a tour manager and their support staff is invaluable.
Armed with the knowledge and experience of past government shutdowns, they’ll quickly pivot to alternative activities and private vendors that are not affected, ensuring that your students still have an enriching experience. Did you know that there are some really cool, non-federally funded museums in DC, like the International Spy Museum?
The Unexpected Little Things
Sometimes, it’s not the big issues but the small hiccups that can throw a wrench in your plans. Maybe a student forgets their instrument at the hotel before a big performance, or a student laying the wreath at the Tomb of the Unknown in Arlington National Cemetery doesn’t have shoes that meet dress code requirements. These might seem like small details, but they’re the kind of problems that can snowball into major stress.
A skilled tour manager can help you solve these challenges while the trip stays on course. Whether it’s hunting down a replacement trumpet in Chicago on a national holiday or making copies of sheet music at 8 am in Branson, they’ve got you covered. Their presence means that your trip runs smoothly so you can focus on the most important thing—connecting with your students.
There’s An Art To Overcoming Band Trip Issues
Tour operators and tour managers can take the stress out of planning and running a band trip, and one of the most important ways they do that is by using experience and creativity to overcome unexpected issues when they arise. Everything from flight-delays, cancellations, bus issues, sick travelers, snow days, and government shutdowns can be overcome when you have dedicated group travel professionals on your side. The truth is: there’s an infinite amount of ways band trip issues can be overcome, which is why experienced tour operators and tour directors help out so much- because it is truly an art.
Dealing with unexpected challenges on a trip can feel overwhelming, but when you partner with a reputable tour operator, you’re never on your own. Their experience, expertise, and dedication to your group’s success mean that even when things go sideways, your students will still have an incredible time. And isn’t that what it’s all about?
Now is the time to plan your next band trip! Consider a multitude of other destinations to excite and enrich your performance groups in the upcoming year. Green Light loves to see groups traveling, performing, and reaching their goals, and we’re happy to assist in that process however possible.
Green Light Group Tours is providing this FREE download of tried-and-true tips and suggestions for creating the best travel experience ever! Instant download available HERE. Ready to request a quote for your next band trip? You can do that HERE.
Special thanks to our business partners Green Light Group Tours and Jennie Gulley for this article. Green Light specializes in exciting and educational travel experiences for your students!
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