Frequently Asked Questions

Virtual Focus Trips™ are live, two-way video sessions with real ocean experts from Mote Marine Laboratory & Aquarium. You pick the date and time. We connect you to an authentic experience. Sessions are fun, safe, and interactive. We can see and hear you—and you can see and hear us. Our team leads science demos, answers questions, and shares animal encounters to spark STEM curiosity.

Why do you call it a Virtual Focus Trip?

A Virtual Focus Trip is Mote’s redefined version of the traditional “virtual field trip.” While the term virtual field trip has become broad, covering everything from virtual reality experiences to pre-recorded videos and web-based scavenger hunts, our Virtual Focus Trips are different. They are live, interactive videoconferences led by real educators that bring learners face-to-face with marine science.

The word Focus highlights both the audio/visual nature of these programs and the intentional design behind them. It also connects to the third phase of our Scan, Zoom, Focus, Reflect framework. This framing sets clear expectations that learners will pay attention, participate, and interact, distinguishing our programs from generic, faceless webinars and reinforcing Mote’s mission to create meaningful, learner-centered experiences.

During a Virtual Focus Trip, your group connects with a Mote educator through Zoom or a similar platform for a 30–60 minute session. Most interaction happens through video and audio, but we may also use chat, Q&A, reactions, or other conferencing features. To keep sessions lively and engaging, we may integrate a variety of multimedia tools, including live animal cameras, pre-recorded behaviors, green screen, and game-show style quizzes.

Typically, we connect with one classroom at a time, but we are flexible and can host up to 100 logins or endpoints simultaneously. Whether your group is gathered in a single classroom or participating as part of a larger global learning network, we tailor the program to create a great experience.

There are several services we use to receive booking requests. Some offer discounts to qualified members. If you have any questions about requesting a program, please feel free to call or email us for assistance.

🔵 TidyCal

We use TidyCal.com for booking virtual focus trip. You can choose to pay now or pay later when booking through TidyCal.

1. 💳 Pay Now (Credit Card or Bank Transfer) We process payments securely through Stripe. You can pay by credit card or through your bank ($5 back, see terms). You will not be charged until we approve the request.

2. 🧾 Pay Later (Invoice) We will email you an invoice. Payment is due within 30 days of the invoice date, regardless of your scheduled program date. A 5% late fee will be added to unpaid invoices after the due date and will continue to accrue each billing cycle until paid in full. Late or unpaid invoices may result in cancellation without the option to reschedule. Outstanding balances must be resolved before we accept new bookings. You may pay by check or request a link to pay by credit card.

3. Booking a Program Choose a date and time. TidyCal shows only available dates. If your preferred time isn’t listed, select the closest option and note your exact preference in the Additional Information section.

4. Select your program.

5. Complete the required information.

6. All booking requests require approval. We’ll review your request and respond within three business days.

7. After Approval TidyCal will email you a Zoom link to join the program. If you need to connect using a different technology, let us know in the Additional Notes.

8. You’ll receive reminder emails leading up to your session.

9. Your confirmation email will include a link to reschedule. You may reschedule anytime before the program begins. However, if you need to reschedule, your new date will be at least 21 days from the date you make the changes. TidyCal will notify both you and our team of the updated schedule.

10. You may also cancel using the link in your confirmation email. No refunds are available once your booking request has been approved.

🟣 CILC

The Center for Interactive Learning and Collaboration partners with Mote to connect individuals to live, interactive, virtual visits that inspire learning.

• CILC Premium Members save 10% when booking through CILC. Your discount will be applied when we invoice you.

• Rescheduling and cancellations must be managed through your CILC account, or by contacting us at marven@mote.org at least 48 hours in advance.

• Organizations with a CILC Content Dollar Bank have accounts maintained CILC. They track, pay and rectify all payments for programs through this service.

• Otherwise, Mote will email you an invoice. Payment is due within 30 days of the invoice date, regardless of your scheduled program date. A 5% late fee will be added to unpaid invoices after the due date and will continue to accrue each billing cycle until paid in full. Late or unpaid invoices may result in cancellation without the option to reschedule. Outstanding balances must be resolved before we accept new bookings. You may pay by check or request a link to pay by credit card.

🟠 EdExploreSRQ

Sarasota teachers save 10% on any of our listings on EdExploreSRQ. Our EdExploreSRQ listings are eligible for funding from the Community Foundation of Sarasota County, as well as the Education Foundation of Sarasota County. Find out how to fund your virtual field trip.

1. Use our TidyCal booking system to submit your request and select the “Invoice” option.

2. Your discount will be applied when we email your invoice. Payment is due within 30 days of the invoice date, regardless of your scheduled program date. A 5% late fee will be added to unpaid invoices after the due date and will continue to accrue each billing cycle until paid in full. Late or unpaid invoices may result in cancellation without the option to reschedule. Outstanding balances must be resolved before we accept new bookings. You may pay by check or request a link to pay by credit card.

3. TidyCal only shows available dates. If your preferred time isn’t listed, select the closest option and note your exact preference in the Additional Information section.

❄️ Connected North

TakingITGlobal works alongside Mote to co-develop session concepts, ensuring each experience is tailored to meet curriculum goals and student interests.

1. Browse & Choose: Explore a catalog of guest speakers and interactive workshops. Pick sessions that best fit your class and curriculum needs.

2. Submit a Request: Select two possible dates and include any classroom details to help shape the experience.

3. Confirm Details: Connected North coordinates with us and sends a calendar invite with all session info. Any materials needed will be shipped in advance by Connected North.

4. Join & Participate: On session day, a Connected North host will join to introduce the activity, assist with tech, and support student engagement.

5. Give Feedback: After the session, you’ll receive a quick feedback form to help improve future offerings.

🟢 Streamable Learning

We are one of hundreds of content providers available through Streamable Learning by ClickView.

1. Teachers select an upcoming live stream from the Streamable Learning calendar.

2. Once scheduled, Streamable Learning sends the Zoom access details directly to the teacher.

3. Teachers join from any device and display the program on a classroom screen.

Program length varies by format and audience, but we’re happy to make sessions shorter or longer to meet your needs. Share your preferences in the Additional Info section when booking, or contact us by phone or email.

🕐 Up to 60 minutes

🔬 Science Talks — For 6–12+ & adult lifelong learners

• Lecture-style presentations with interactive segments and deep dives into marine science and conservation topics. Ideal for marine biology clubs, SCUBA groups, garden clubs, land trusts, libraries, nature centers, and Audubon chapters.

🎟️🎟️ Combo Packages — For K–4, homeschool groups, learning pods, and public libraries

• Pairs a 30-minute SEA Me Read session with a related 30-minute Wonderful Animal Virtual Encounter for a full-hour, themed experience.

🕜 Up to 30 minutes

🦈 Wonderful Animal Virtual Encounters — For 3–12, adult lifelong learners, homeschool, learning pods, and public libraries

• Live animal meet-and-greets with behind-the-scenes tours and educator-led discussion.

📚 SEA Me Read — For K–4, homeschool groups, learning pods, and public libraries

• STEM story-based programs with read-aloud segments, demos, and interactive discussion.

🧭 Explorations  — For 3–12, adult lifelong learners, homeschool groups, learning pods, and public libraries

• Inquiry-driven investigations using MARVEN, our portable virtual learning companion, to explore local environments both inside and outdoors.

🕒 15+ minutes

🧬 Ask The Oceans — For independent learners

• Short, personalized sessions for those curious about marine biology careers, ocean science topics, or Mote research. Great for Q&A with our ocean experts.

We will connect by whatever technology is necessary. Zoom is our preferred platform, but we’re flexible and can usually work with whatever system your classroom or organization requires. If you use our Zoom account, your session link and instructions will be in your confirmation. If your school mandates another platform, simply send us your link and we’ll join you there. With more than 30 years of virtual experience, we’ve tried using Zoom, Microsoft Teams, Google Meet, Cisco WebEx, and many other systems.

Schedule a free test call to ensure everything runs smoothly. 

Hardware to connect:

• 🖥️  Computer (laptop or desktop), tablet or smartphone

• 🔵  Software to connect (Zoom, Teams, etc)

• 🟢  Webcam

• 🎙️  Microphone and headphones or speakers

• 🛜  Stable, high-speed internet connection

👕 Proper tops and bottoms must be worn. Clothing displaying offensive language, racial slurs, or imagery deemed unsuitable for a learning environment should not be worn.

Use our interactive Educator Planning Guide to set goals, gather resources, prepare your learners, and reflect on your learning journey.

7 Tips for the Best Trip Ever (2025 edition)

1. Computer — The right 🖥️ for the job. A reliable laptop or desktop with at least 4 GB of memory (8 GB recommended) and a solid processor (i5/i7 or Apple M1/M2) for smooth video. iOS and Android devices may work for individuals or small groups, but a computer is best for full rooms.

2. Software — Full Zoom ahead. Our programs run on Zoom by default, but we can connect through Teams or other platforms if needed. We will try to connect by whatever technology is necessary. Let us know what you need.

3. Video — Can you see us? Can we see you? Place the camera at the center, just above the screen, for natural eye contact. Angle it so the whole group is visible, including both the front and back.

4. Audio — Make sure you can hear us, and we can hear you! Laptop microphones miss voices from the back of the room. A room microphone or external mic will make sure everyone can be heard.

5. Connectivity — A wired (Ethernet) connection is better than Wi-Fi. Plug in for the best experience. Weak connections can cause buffering or dropped calls, so make sure your internet is strong enough for smooth video.

6. Lighting — Don’t leave us in the dark. If you are using a projector leave some lights on so we can see your group. This is an interactive program, and seeing each other makes it even better.

7. Engage — You know them best. An adult facilitator must be present throughout the program. As a co-host, you help admit participants, guide behavior, and decide how students interact. Your support makes the program run smoothly.

💡 BONUS TIP – Schedule a free Tech Check with us before your program—we’ll test your connectivity, audio, and video to make sure everything runs smoothly. You’ll also get a brief preview of our award-winning, interactive lessons. Let’s set you up for success.

Yes, under two conditions.

1. If Mote hosts the connection with our Zoom account, we can record and store a temporary recording for an additional $100 (i.e., program fee + $100 recording fee). The recording may be accessed for up to two weeks through Mote's hosted recording.

2. If you would like to retain, duplicate, or redistribute the program beyond that period, a flat fee of $500 per session applies. In that case, the video feed will include a visible watermark that cannot be removed or altered. Please note the following terms apply in all cases:

• Recordings may not be shared publicly or distributed through third-party platforms.

• Content may not be processed by AI tools or automated systems to record, transcribe, analyze, or extract information without prior written permission from Mote.

From small groups of fewer than five to auditoriums of over 5,000, our educators connect with audiences of all ages and sizes. However, for the best experience, Virtual Focus Trips work best with groups of about 20–30 learners.

100 logins

If we host the Virtual Focus Trip as a regular Zoom meeting, we can provide up to 100 logins through our account. This format works best for a single group or classroom from one or a few locations. It allows greater interactivity, with participants able to share audio and video (based on our settings).

We can make you or another facilitator a co-host to manage participant interaction. You have the ability to admit your participants from the waiting room, monitor behavior, and decide who may speak or appear on video. Questions can be allowed through microphone, chat, or the Q&A feature.

500 logins

If we host it as a Zoom webinar, we can accommodate up to 500 logins through our account. This format works best for large groups across multiple locations. Interaction is limited, and participants cannot share audio or video.

Your logins

If you host the call, capacity and interactivity will depend on your platform and plan. In that case, you must schedule a test call before the main session and make us a co-host during the call.

Free Programming

• 💙 Yes! We offer free SEA Show events at least once a month. You can see upcoming dates and details under our Free Events tab.

• 💜 We also provide free programs on a quarterly basis through the CILC.org Community of Learning calendar. If you need ASL interpretation for a program, please contact info@cilc.org.

• ❤️ Subscribe to our YouTube channel for the latest videos, including animal spotlights, behind-the-scenes care, research updates, and virtual learning content. Subscribe and turn on notifications so you never miss a moment of ocean discovery.

• 🎤 We also regularly speak, both virtually and in person, at various educational workshops, conferences, and symposia. See where we will be next.

Funding Virtual Focus Trips™

• Add a WAVE to your Adoption when checking out and save almost 53%. Your adoption funds expert care, rescue efforts, and groundbreaking research that protects our ocean’s future. Adding a WAVE through our Animal Adoption program is just $100 (regularly $211.11).

• Sarasota Teachers — Our EdExploreSRQ listings are eligible for funding from the Community Foundation of Sarasota County, as well as the Education Foundation of Sarasota County. Find out how to fund your virtual field trip.

• CILC Premium Members save 10% when booking through this link.

• SWFWMD Splash! Grants. Virtual Focus Trips from Mote are Approved Field Studies Programs. Up to $3,000 per teacher for freshwater issues. Public and charter K–12 are eligible.

• Save 10 % — Book 3 or more of our Virtual Focus Trips™ at one time and we can discount your programs 10%. Email marven@mote.org for details. This offer cannot be combined with other discounts or promotions.

Oceans for All

• 🛟 Help Mote continue providing FREE interactive virtual learning experiences to students, teachers, families, and lifelong learners by making a donation today.

Yes. We offer a free Demo session to help you get ready for your Virtual Focus Trip™. During the demo, we’ll test your connectivity, audio, and video, and give you a short preview of our award-winning lessons. We’ll also walk you through the simple technology options we use and answer any questions about scheduling, customizing, or engaging your learners.

• 💬 Schedule a full demonstration session  (Up to 30 min)

• ⚙️ Schedule just a quick test call (up to 15 min)

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Mote Marine Laboratory & Aquarium has a 70-year legacy as an independent, nonprofit, 501(c)3 global marine research and science education institution. Mote began in 1955 and flourished on the foundational pillars of “Passion, Partnership and Philanthropy” - the passion of a single researcher, Dr. Eugenie Clark, her partnership with the community and philanthropic support, first of the Vanderbilt family, later with the significant support and guidance of the William R. Mote family, and today through donations by thousands of individuals who believe in the mission of Mote.

Today, Mote has grown into eight campuses stretching from Tampa Bay to Key West, with a ninth new campus, the Mote Science Education Aquarium (Mote SEA), currently under construction. Mote has 38 diverse world-class research programs and centers of excellence studying oceans locally and internationally, with an emphasis on positively impacting conservation and sustainable use of marine resources. Learn more at mote.org.

Our Mission

The advancement of marine and environmental sciences leading to new discoveries, revitalization, sustainability and greater public understanding of our oceans through innovative research, education and outreach.

Our Vision

Mote Marine Laboratory will excel as a leader in nationally and internationally respected research programs that are relevant to conservation and sustainable use of marine biodiversity, healthy habitats and natural resources. Mote research programs will positively impact a diversity of public policy challenges through strong linkages to outreach and education.

We’re happy to help with custom programs, combo packages, after hours bookings, and more.

Jason Robertshaw, Virtual Programs Manager

• 📞 Call (941) 388-2904 — Monday–Friday, 9:00 am–4:00 pm ET️.

• 📧 Virtual Programs marven@mote.org

• 📧 Lifelong Learning Programs endlessoceans@mote.org