Parents want the very best for their children.
For many parents, a school trip is the first time their children are traveling without them. It can be overwhelming and a little scary. That’s why our team prioritizes safety and well-being.
Whether it’s your first trip or you’re a seasoned traveler, we’re sure you have some questions! These are our most frequently asked questions…
What is Included?
Student Safety is Our Priority
Safety is at the top of every parent’s checklist and ours as well. We were the first U.S. based tour operator to earn the WTTC Safe Travels Stamp.
Kaleidoscope has a comprehensive safety plan for each trip and clearly communicated emergency procedures. We have a 24-hour toll-free emergency number. We book only hotels with interior corridors, choose only transportation companies with impeccable safety records, and hire highly trained and experienced staff.
Our commitment to safety is clear from the start of your child’s trip to its conclusion.
We commend you for encouraging your child to travel as part of a comprehensive education. It requires a financial commitment and (sometimes) many fundraisers to make it happen. We recognize that you expect a top-notch experience and exceptional value for your hard-earned dollars. We don’t cut corners, we partner with quality suppliers and we work hard to give your child the trip of a lifetime!
Protecting Your Adventure
Don’t let the unexpected ruin your trip. Find out how to protect your adventure so you don’t miss a step.
Kaleidoscope Adventures is a full-service tour company specializing in student group travel. Our primary emphasis is developing festival and performance tours for middle and high school bands, choirs, and orchestras.
We also specialize in senior class trips, dance and theater as well as educational tours for science and history groups.
For more than 30 years, Kaleidoscope Adventures has been a leading innovator in the student tour industry. Our expert team works closely with educators to create a unique and enriching travel experience that will enhance their classroom curriculum and bring the classroom to life.
Established in 1993, the team at Kaleidoscope Adventures has over two centuries of combined experience in the travel industry. Kaleidoscope Adventures is registered with the state of Florida as a seller of Travel and is members of the American Bus Association (ABA), Student Youth Travel Association (SYTA), Cruise Lines International Association (CLIA), National Association for Music Education (NAfME), International Air Transport Association (IATA) and the Better Business Bureau (BBB). We adhere to a strict code of ethics to maintain the above-mentioned memberships.
Kaleidoscope Adventures Cancellation Policy – Individuals
At Registration: Your full deposit is non-refundable when received by Kaleidoscope Adventures.
Between 2nd payment date and 35 Days Prior to Departure: The entire per person deposit is non-refundable + any unrecoverable fees paid to suppliers (including shared group costs).
35 Days or Less Prior to Departure: 100% of payments are non-refundable.
You will also have the option to purchase travel protection including special cancel for any reason coverage (not available in the State of NY) when you register.
We understand that circumstances may require trips to cancel before or even during travel. The team at KA will work closely with your group leaders and school district to reschedule the trip.
Travel protection varies depending on which coverage you choose. Our preferred partner is Travel Insured International (TII), which offers options including Cancel For Any Reason (CFAR). Plan details are available before purchase and it’s the traveler’s responsibility to review them carefully. Call TII directly with any coverage questions at 844-440-8113 / ext. 1.
There is nothing more important than the health and well-being of our travelers. Your safety is always our priority. To ensure that you have the safest trip possible, we are taking bold steps, starting with a 24/7 Professional Tour Director assigned to your group. In addition, we:
- Increased safety protocol training for all KA staff and tour directors
- Include post-departure travel protection as a gift for each traveler
Our plan is designed to help you travel confidently and safely. As always, you can expect constant communication, coordination, and troubleshooting from your Professional Tour Director, and access to a staffed, 24-hour emergency line during your trip.
If a student becomes ill while traveling, we will follow the district, destination, and supplier protocols to respond. Our expert staff has undergone rigorous training and is prepared to react in emergency situations.
If a student gets sick, be assured that we will work with schools, group leaders, suppliers, and parents to determine a plan of action that keeps all students safe. Our team is an extension of your team!
Again, our job is to handle the difficult situations and coordinate an appropriate response. The KA professionals will work with school districts, group leaders, and others to determine the best course of action for that student and the group.
We will follow the guidelines of the district, transportation company, destination, suppliers, and group leaders to determine if temperature checks are required before or during the trip.
As you plan your adventure, know that COVID-19 has impacted the travel industry dramatically. As a result, your trip price may change. For example, transportation costs may have increased because of physical distancing requirements, or your favorite restaurant may now be closed.
The KA staff is comprised of seasoned professionals who always provide travel beyond expectations. They’ll put KA’s stellar reputation to work to find the best alternatives or solutions for your group. However, this may occasionally mean a price change. Kaleidoscope Adventures will never sacrifice quality or your safety to save a buck.
You can purchase insurance up until the final payment is received by our company. We use an insurance company and specific codes are given for each school. Contact either your group leader organizing the trip or our office for that code. After you have that code you can use it to see the travel insurance options on our affiliate’s site (Travel Insured).
Generally, hotel check-in is either late afternoon or in the evening of your arrival date. If you have a morning or afternoon arrival to your destination, you will go directly to your first day activity. Most hotels do not allow group check-in before 3:00 pm. Check your final itinerary for specifics. Final itineraries are generally sent to the teacher/sponsor two weeks prior to your trip.
We generally recommend $10 to $20 per meal if eating on your own. However, some meals are generally included in the trip package, so please check with your teacher/sponsor for details regarding the particular trip inclusions. Students may also want to bring additional money for souvenir shopping at your own discretion. We suggest each student bring $50 to $100 for souvenirs.
Adding travel protection to your KA trip after you’ve registered is simple:
- Go to the trip website for your specific trip
- Click on the registration link under the heading “Travel Protection Plans”
- Follow the instructions on the Travel Insured International website
Click here for more info: How to Make Payments on a KA Trip
Click here for more info: How to Update Info for a KA Trip
The instructions on how to set up the page and share it on social media and by email are in the link below: https://help.wetravel.
NOTE: If you purchased the optional Travel Protection, your policy information will be provided to you once your cancellation has been processed by our team. Cancellation policies will apply, based on the date your request is submitted.
Click here to view our standard cancellation policies
We cannot allow deviations from trip package pricing without the consent of your group leader. Please have them contact us if you are requesting an exception
Invitiations are typically sent within 24-48 hours of your request on regular business days
If you are trying to register multiple individuals, please submit a request for each person you wish to add
The email invitation is titled “A spot is now available for[YOUR TRIP NAME]” and is sent from the system email email@example.com. If you do not see this in your inbox, please check your spam/junk folders.
If you still do not see the invite, please email firstname.lastname@example.org to reach out to our help desk directly.
If you have questions about your trip activities and inclusions, please contact the teacher/director/group planner at your children’s school or organization directly
Please email email@example.com with the name of the traveler, group trip, and package to which you’d like to be switched. We may need to get approval from your group leader before we can accommodate your request (particularly if the room type is different)
I don’t remember what website to use
Log in to your account on www.wetravel.com. The sign in link is in the top right corner (box with blue text that says “sign in”)
It says my account isn’t verified
An email from firstname.lastname@example.org will include a verification link for you to click. Once you click the link, you can log in and make payments
I forgot my password
You can reset it by clicking on “forgot password” on the WeTravel website. The password reset email comes from email@example.com . You can also directly use the chat on WeTravel.com (bottom right corner – click on the blue speech bubble) for instant support
I don’t have access to the email I used to sign up or I forgot what email I used
Please use the direct chat on the Wetravel.com website to ask for this to be changed (bottom right corner – click on the blue speech bubble)
I’m logged in but now I don’t know where to click to make a payment
Here’s a full walkthrough of how to pay from WeTravel’s help files: https://help.wetravel.
I tried to go to the website but it didn’t load
It could be a browser compatibility issue, which is addressed in the following article: https://help.
Some other problem not listed above
You can always email the help desk directly at firstname.lastname@example.org. Please include your name and the trip name in your request, as well as a detailed description of your issue. It is always helpful if you can send a screenshot of any error message you may be receiving, so we can troubleshoot your issue most effectively