Tips for Directors Preparing for your first Parent Meeting There is a lot to think about as you approach your fist parent meeting, so we wanted to offer a little advice and guidance.  This check-list should help you focus on some of the most important points to discuss at your first parent meeting. Be sure to add your more specific topics to the list.  If you have additional ideas or think we left something important off the check-list, please let us know. First Parent Meeting Check List Copies of the Itinerary: Bring enough copies of the itinerary for everyone, and be sure to inform the parents that the itinerary will change over time. Cost and Inclusions: Go over the cost of the trip and what is included in that price.  Be sure to discuss the extra costs to students, like meals and activities that are not included in the trip package and souvenirs. Payment Deadlines: Set your student payment deadlines several weeks before your half balance and final balance are actually due, so you can make your trip payments on time.  Give everyone a list of payment due dates, and explain your payment procedure.  Be sure that everyone knows who to write their checks to. Fundraising: Discuss your fundraising plans and goals.  Set dates for different fundraising events and share that information with the parents.  Ask for volunteers to help with different fundraising events. Chaperones: Determine approximately how many chaperones you wish to take on the trip.  Discuss your expectations for chaperones.  Then explain the guidelines and selection process you will use when choosing your chaperones.  Choose your chaperones early and have them follow the same payment plan.  You don’t want to be searching for chaperones at the last minute.  School Rules: Discuss the school rules and policies for traveling.  Be sure point out any stipulations that exclude students from travel (low grades, suspensions, etc.) Payment Deadlines: Set your student payment deadlines several weeks before your half balance and final balance are actually due, so you can make your trip payments on time.  Give everyone a list of payment due dates, and explain your payment procedure.  Be sure that everyone knows who to write their checks to. Questions and Answers: Open the floor for any questions that everyone can benefit from hearing the answer to.  Have parents with personal questions that are specific to their situation or child meet with you after the meeting to ask their questions.  If you do not know the answer to a parent’s question, please write down the question and contact your travel consultant the following day.  We will be happy to help answer all of your questions.

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