How to Plan a School Trip to Berlin

Welcome to Berlin, Germany

Berlin is not only the capital of Germany, but also one of Europe's most visited locales. Known for its architecture and iconic tourist attractions---like the Brandenburg Gate and the infamous Berlin Wall---Berlin serves as a major gateway to the formerly divided Soviet-bloc Germany. It is also home to a host of educational, historical, cultural and scientific venues. Students who wish to visit the region will have no problem finding enriching, motivational and exciting things to discover and explore.

Things You'll Need

• Telephone
• Computer
• Internet access
• Letters to parents/guardians
• Permission slips
• Risk assessment/emergency procedures
• Travel reservations/tickets
• Driver's license or I.D. card
• Passports and visas
• Insurance information
• Immunization records
• Maps
• Tourist information packets

Instructions

1. 

   Search for great travel deals

   Estimate how much the trip will cost. Hire a travel agent, call around or do your own research. Browse online travel sites (Kayak, Expedia, Travelocity and TripAdvisor, for example). Read newspapers and travel magazines to find the best deals. Look for bundled packages, discounts and other special offers designed for large groups, namely schools.

2. 

   Ask for school sponsorship

   Ask the school to sponsor all or most of the trip. Compare rates and itineraries for at least two or three travel packages. Discuss these findings with your colleagues and school officials, including the school principal, headmaster or dean. Ask the students and parents for their input and preferences.

3. 

   Take a trial run

   Arrange a precursory trip beforehand. Invite another person to travel with you. Use this time to take pictures, talk to the locals, visit local establishments and enjoy points of interest in order to get a feel for what the trip will entail. This will help you plan meaningful, well-balanced activities to entertain, encourage and teach your students.

4. 

   Get authorization from parents

   Prepare and send letters to the parents or guardians explaining as much as possible about the journey (if your students are minors). Include details such as anticipated arrival and departure schedules, out-of-pocket expenses, modes of transportation, lodging information, things to pack and special requests or considerations. Enclose permission slips for their signatures.

5. 

   Assess risks and pitfalls

   Develop a thorough and accurate risk assessment. It should list emergency and non-emergency data, for instance, the name of the group leader (usually the teacher in charge), names of additional staff or chaperons, dates of travel, special equipment, clothing, pre-planned and backup activities. Also, outline what to do in the event of an emergency or other unforeseen event, which can negatively affect the health, safety and well-being of you and your fellow travelers. Examples include, but are not limited to, disease outbreaks, inclement weather, contaminated drinking water, food poisoning and assaults against tourists.

6. 

   Passport needed

   Get a passport for each passenger, if required. Passports are issued from the country in which you reside. Contact the nearest embassy or consulate for that particular country. Prices vary, depending on the passport type and how quickly you need it. It can take months to get a passport, so give yourself plenty of time to submit the application and await issuance.

   In the United States, passports are issued by local agencies, including select post offices. Call or visit any one of a number of passport issuing agencies across the United States to schedule an appointment. Otherwise, notify the Berlin office at:

   U.S. Embassy Berlin

   Clayallee 170, 14195 Berlin

   Telephone: [phone] (emergency services only)

   Telephone: [phone] (routine calls and information requests, 2 p.m.- 4 p.m., Monday through Friday)

   Fax: [phone]

   American Citizen Services Email: [e-mail]

7. 

   Don't forget your visa

   Acquire visas to legally enter the country, if necessary. Visas are issued through the German Embassy. As with passports, fees for German visas vary, based on type and turnaround times for issuance. Applicants must apply in person, by appointment. U.S. applicants, please use the following contact information:

   (The address below, which was copied from the U.S. State Department's website, is incorrect. As of December 2010, this office has been closed temporarily for renovations).

   German Embassy

   4645 Reservoir Road NW

   Washington, DC 20007

   Telephone: [phone]

   *Below is the current contact information:

   Embassy of the Federal Republic of Germany

   2300 M Street NW

   Washington, DC 20037

   Telephone: [phone]

   Visa questions: 202-298-4224

   Passport questions: 202-471-5529

   The German Embassy/Consulate has offices in Atlanta, Boston, Chicago, Houston, Los Angeles, Miami, New York and San Francisco. Call 202-298-4000 to get contact information if you live in or near one of these areas.

8. Cover as much ground as you can before the trip. It's better to be over-prepared than under-prepared. Have important legal and financial documents readily available for a trusted friend or family member, if needed (power of attorney, will and bank account numbers, for instance). Gather, arrange and pack all pertinent documentation and belongings needed for the getaway. Make sure that any health issues or special needs are resolved, if applicable.

Tips & Warnings

• Plan the trip as far in advance as possible--- four months to a year---for the cheapest rates. If you wait until the last minute, your costs can skyrocket.

• Educate yourself, your students and other traveling companions about German traditions and customs. The more you know, the better.

• Stay alert and stay alive! Watch out for each other. Use the buddy system and never go anywhere alone.

• Avoid unfamiliar places, known or suspected terrorist hot spots, political protests and other potentially dangerous situations.

• Blend in with the locals. Do not draw unwanted attention to yourself by being loud, rowdy, disrespectful or inappropriately dressed.

References

• Cactus: School Groups Abroad
• Halsbury Travel: Risk Assessment for School Trips
• US Department of State: Country Specific Information-Germany
• U.S. Embassy in Germany: U.S. Citizen Services: Passports & Reports of Birth
• U.S. Department of State: Passports
• German Embassy-German Missions in the United States: Visa Application Process

Resources

• Kiplinger: 28 Best Travel Sites
• Planetware: Berlin Tourism
• Kayak: Things to Do in Berlin, Germany
• Expedia: Trip Planner
• United States Postal Service: Passport Application Information
• Travelocity: Trip Planner