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Why ETOAI Member

Respected Sir/Madam,

Greetings from the “Educational Tour Operators Association India” (ETOAI) – India’s first association of educational tour operators, established in 2015.
Our association was formed with the objective of streamlining educational outings and school picnics while prioritizing the safety and security of students, ensuring transparency for schools, and maintaining accountability among educational tour operators and service providers.Our Members are well scrutinized as per our association policy where proper documentation with regards to safety, relevant documents viz. Aadhar card, PAN card, bank accounts, etc. are well documented and kept with the records of the association and are updated and renewed from time to time.
Caterers, Transporters, Hotels and Resorts, local guides, escorts, national monument
authorities, museum authorities, Manufacturing and Service firms etc and also tourism and education government departments and the Educational Tour Operators.

What Schools/ College Should Expect When Confirming a Picnic or Trip with an Operator:

When working with any tour operator—especially not affiliated with ETOAI— Please ensure the following information is clearly provided:

  • Name and address of the resort or destination.

  • Exact distance from the school/ College.

  • Verification that the resort/park holds all necessary legal permissions.

  • Insurance details of the resort or water park.

  • Capacity of the venue and estimated crowd expected on the scheduled date.

  • Written confirmation from the operator outlining all services to be provided.

  • Safety procedures adopted by the resort, including ride maintenance schedules and the date of the last safety audit.

  • Details of water purification systems in use at the resort/park.

  • Valid food and beverage licences for the premises.

  • Fire safety and evacuation plans, with details of drills or compliance checks.

  • Availability of medical assistance on-site along with a dedicated vehicle for emergency transportation.

  • Contact details of the nearest medical emergency centre with phone numbers

  • Presence of CCTV surveillance across the resort for security monitoring

Regarding the Travel Vendor

To ensure a reliable service provider, please verify that the tour operator:

  • Has a minimum of 3 years of experience in handling school tours

  • Has successfully worked with at least 10 reputed schools

  • Is affiliated with ETOAI for accountability and support

Benefits of Working with ETOAI Member Operators:

When you choose an ETOAI-affiliated operator, you gain the backing of a credible, accountable organization. In case of issues such as:

  • Financial discrepancies

  • Non-fulfilment of promised services

  • Overcrowding or poor quality of resorts/parks

  • Safety concerns

Our association steps in to mediate and resolve matters swiftly and fairly.
Furthermore, ETOAI is actively engaging with state tourism departments and central government bodies to create guidelines and ensure standardized practices for school tours across India. We are also forming a committee comprising school principals and education leaders to further strengthen oversight and coordination between institutions and tour operators.

We sincerely hope your esteemed institution will support this initiative and benefit from the structured, safety-focused approach that ETOAI promotes. These measures are designed to help schools conduct picnics and educational outings more safely, securely, and efficiently.

For suggestions, clarifications, or to connect with an ETOAI member near you, please contact us at: [Insert Email ID]
We look forward to helping create memorable, enjoyable, and stress-free trips for your students.
Thanking you,

For Educational Tour Operators Association India (ETOAI)

Yours sincerely,
President

 For any query please mail us on : [email protected]

HOW TO SELECT A TRAVEL VENDOR

Subject: Guidelines for Selecting Educational Tour Operators for SCHOOL / College Industry Visits and Academic Program

Respected Sir/Madam,

Greetings from the Educational Tour Operator Association of India!!!!
As part of our shared vision to promote safe, enriching, and academically aligned experiences for students, we wish to highlight important guidelines for planning and executing educational tours, including industry visits, practical workshops, and international academic programs.

Today, more than ever, experiential learning is playing a vital role in bridging classroom knowledge with real-world application. Carefully curated educational tours, especially those that offer industry exposure or hands-on workshops contribute significantly to students’ academic growth. However, such tours must be managed by reliable and experienced Educational Tour Operators to ensure both educational value and student safety.

We urge your institution to consider the following key factors when selecting an Educational Tour Operator:

  • Relevant Experience

    Select operators who have proven experience in managing college-level educational groups and understand the academic expectations of such tours.

  • Customized Educational Itineraries

    To opt for a professional and destination savvy tour planners who can design bespoke programs aligned with the students’ course, field of study, or industry requirement.

  • Safety & Emergency Preparedness

    Ensure the operator has proper emergency protocols, trained personnel, and student insurance (preferably through registered medical insurance providers).

  • Industry Expertise & Network

    Tour operators should have connections with relevant industries, companies, or organizations to arrange meaningful, high-value visits.

  • Transparency & Institutional Communication

    Any changes in the tour itinerary or program should be communicated clearly to the institution with proper justification and documentation.

  • KYC & Financial Accountability

    Tour operators must provide proper KYC documents for verification, and payment transactions should preferably be made via bank transfer (even when cash is involved), to maintain transparency and accountability.

  • No touch Policy

    All tour managers or assistance should maintain No Touch policy throughout the tour duration. All Tour managers should not occupy any seats with the students. Even in any emergency situation faculty should be in charge and accompany the students to the hospital. Any outsider should be strictly banned entering a student’s bus or Hotel Rooms any time.

A Very Important Note on Unofficial or Misleading Tours:

We are increasingly seeing cases where students enroll themselves in unofficial or privately arranged tours, often misrepresenting them as official college programs. In many instances, parents are misled into believing the trip is institutionally approved.
To prevent such misunderstandings and ensure the safety of students, we strongly recommend that colleges circulate a common message to all parents via official groups or communication channels, stating:

“Any tour or industry visits officially organized by the institution will be accompanied by a written Consent Form, duly signed and stamped by the Principal or Faculty In-Charge.”
This simple measure can create strong awareness among parents, ensuring they verify the authenticity of any excursion their child is participating in.

We also caution against engaging with unprofessional operators, as this may lead to:

  • Inadequate planning, unsafe travel, or unsupervised activities.
  • Risky behavior among students, including the consumption of illegal substances or actions that may have serious legal, physical, and emotional consequences.
  • Lack of discipline or structure that can jeopardize the students’ safety and damage the reputation of the institution.

Institutions must ensure that the chosen tour operator clearly defines rules, conducts pre-tour orientations, and collaborates with faculty for supervision. Student safety must be a shared responsibility between the college and the operator.

By following these best practices and remaining vigilant, we can together ensure that every educational tour becomes a safe, well-structured, and truly valuable learning experience.

We remain available for any guidance or assistance you may require.

Thanking you,
For Educational Tour Operators Association India (ETOAI)

Yours sincerely,
President

For any query, please mail us on : [email protected]