Before you begin to craft your message, consider who the message is intended for. The audience includes families and students who you want to experience the trip. What is the impact you hope it has on them, or what impact have you seen? What is unique or special about the community that you think a trip will enhance or improve? This will help you determine your choice of words, level of information, organizational pattern, and motivational statement.
Be yourself; don’t become a talking head in any type of communication. You will establish better credibility if your personality shines through, and your audience will trust what you have to say if they can see you as a real person.
Parents and teachers know the regality of kids. Inject a funny anecdote into your presentation in a way that conveys your know how to meet their kids where they are at.
You should feel confident about what is included in the trip
You should feel confident about what in the itinerary that excites you and what you can't wait for kids to experience
You do not need to be an expert in all the tiny details, keep steering parents to use the Question Asking Part of the Sign in Form
The bottom line and the sticker price.
As teachers it can be odd to ask parents to pay for leaning experiences for their child.
Treat the price as nothing more than a weather report. No need to apologize, no need to justify.
Be confident when stating the numbers and be clear that there are limited spots available. Most families opt to pay monthly over an extended period of time. The Bi weekly amount is also really hepful to point out as most families will be paid bi weekly.
Follow up e-mails, follow up conversations all while it is fresh in families minds.