5 Commonly Asked Questions About Educational Tour Operators

March 06 , 2019

Looking to relieve some of the responsibility and stress from planning your short-term study abroad, faculty-led programs or group travel throughout Europe? If this sounds like an obstacle you’re currently facing, than you are likely considering partnering with a tour operator for support.

As you explore your options that work best for you and your unique program needs, there are many common questions that arise as you work through the partnership process for the first time. We have answered the five most commonly asked questions about tour operators to help ease the process for you.

Please note that this information varies and is dependent on the partner you work with and the services they offer. A majority of the information provided is based on the services and experience of our organization and our 16 years of working in student travel. Please contact us if you have any specific questions or are interested in learning more.

1) How does the process work?

The process of planning and operating your group program in Europe can vary depending on the tour operator you partner with. At 4.0 Tours, we have a streamlined process that begins with a consultation to discuss your specific needs and wishlist items for your program.

After gathering all the details regarding your specific program, the operations team begins to build your custom itinerary to fit within your budget. Upon finalization of the itinerary, you will have a chance to review the proposal together and implement any possible changes. Any approvals from your organization would happen during this part of the planning process.

Once the program is finalized you will begin to market your program to potential students. Depending on your tour operator, they may be able to provide support materials and resources to assist in your marketing process. After you have obtained the minimum number of participants to operate your program, you simply need to arrive on the designated day and time of your program and the tour operator can handle the day to day management and details of the trip.

2) What portion of the program are we able to customize?

There are many factors that influence the amount of flexibility and customization that are implemented into your unique program. A large factor is your overall budget, which determines what options are able to be included and what may need to be an optional addition for participants.

Another factor is your time constraints, the length of your program will determine what destinations and activities can reasonably be fit into your itinerary without feeling rushed. Additionally, the educational aspects of your tour are of the utmost importance and will be often times be prioritized throughout the planning process.

Overall, the flexibility of your program will be dependent on the operator you use and the extent of their capabilities. We recommend speaking with your potential partner about what they are able to customize early in the process of selecting a provider so that your final outcome is as you had expected.

3) What if I only need specific logistical support?

This question is very specific to each provider, as not all providers are willing to provide “à la carte” options or may require a minimum contracted amount to work with you.

At 4.0 Tours, we are an experienced tour operator and are equipped to offer customized services based on the specific needs of your organization and group. Whether you need assistance with just transportation and accommodation, or you’re looking for a fully-packaged program, we can provide as much or as little support as you’d like.

4) Won’t I pay more working with a tour operator?

This question is one of the most commonly asked questions we receive when speaking with potential partners and we’re here to set the record straight. Again, we can only speak based on our own business practices and this cannot always be generalized to all tour operators and providers.

By leveraging over 15 years of partnerships and transporting over 100,000 students across Europe, we have the business connections and group buying power to negotiate better rates for your groups, which end up saving you and your students valuable Euros.

5) Is insurance provided?

All provider options that your organization are considering should be fully insured entities. Dependent on the provider, third-party travel and medical insurance can be added onto to your program package or may be included in the base price. Please speak with the individual organization about what their insurance options are.

4.0 Tours is a brand of Bus2alps AG, a member of the Swiss Travel Bond Association which is reserved for financially sound, professional tour operators. We offer our partners third-party travel and medical insurance, which can be added on for trip participants.

Did we answer all your questions? If not please fill out our contact form below so we can answer your specific questions.

Program Development

7 Best Questions To Ask When Choosing a Tour Provider

If you’ve decided to start planning your study abroad program and search for a tour provider but don’t know the questions to ask potential providers, we’ve got you covered. Based on 15 years of experience, we have compiled our list of the 7 best and most necessary questions to ask during your process of selecting a tour provider for your program.


Sammi DiBacco

Sammi DiBacco