Horizon Ridge School of Cleveland is taking twenty tenth and eleventh graders from Italian II and III to Rome, Florence, and Venice for eleven days in June, with three mornings at a language school in Florence at the center of the trip. ETI360 brought together the school's itinerary, the operator's, hotels', and language school's arrangements, and the school's own procedures, checked passports and entry against the current rules for U.S. citizens, checked group sizes, timed entry, and dress rules against each venue's own guidance, timed the coach transfers and the walks between places, and listed the emergency departments by travel time from each place; the school or provider confirms which one the group uses. Each document below is written for the person who uses it, and each opens in full.

Horizon Ridge School of Cleveland is a fictional school; its location is shown for illustrative purposes.

Trip
Italy Language and Culture Journey, Saturday, June 12 to Tuesday, June 22, 2027
Group
20 students in tenth and eleventh grade from Italian II and III, and four chaperones, one adult for every five students
Program
Fourteen places in Rome, Florence, Siena, and Venice: the Pantheon, the San Cosimato market in Trastevere, the Vatican, the Colosseum and the Forum; three mornings at a language school in Florence, with the Baptistery, the Uffizi, and the Accademia; a day in Siena; the Doge's Palace, Murano, and a boat route students navigate in Italian
Travel
Flights from Cleveland through Newark to Rome and home from Venice, high-speed rail between the cities, and a private coach for the airport transfers and the Siena day
Lodging
Three nights in Rome, four in Florence, and two in Venice, each hotel a short walk from its station
School
Horizon Ridge School of Cleveland, a fictional school

Decision by decision

Each decision the school makes about the trip, and the documents that support it. Every document is written for the person who uses it, and every one opens in full. Under each document, Look inside shows three of its pages as the school receives them; select a page to open the US Letter edition at that page.

ETI360 builds every document to two paper sizes. The US Letter edition (8.5 × 11 inches) is the standard in the United States; the A4 edition (210 × 297 mm) is the standard in most other countries.

Approving the trip

The record the office files, and the Trip Risk Working File for the school to review, complete, and approve.

First page of the School Trip Record

School

School Trip Record

Trip facts and contacts, passports, entry, and insurance with the consular contacts for Rome, Florence, and Venice, then the reservations, the trip calendar, and the flights, trains, and coach transfers. Filed with the contracts, confirmations, roster, health records, and signed permission slips.

US LetterA4

Look inside
School Trip Record, page 2
Trip facts and the purpose of the trip, who is responsible for what, and the school's approval lines.
School Trip Record, page 3
Passports against the entry rule, the insurance and its 24-hour assistance line, and the U.S. consular contacts for each city, with where an emergency passport is issued.
School Trip Record, page 5
The flights through Newark, the two high-speed trains, and the coach transfers, planned at typical traffic plus a fifth, with margin on top.
First page of the Trip Risk Working File

School

Trip Risk Working File

Hazards, controls, and emergency actions organized one section per activity group, from the flights to the boats in Venice, with the emergency care for each group and the live-assessment prompts for the day. The school completes it, amends it, and approves it.

US LetterA4

Look inside
Trip Risk Working File, page 2
The nine activity groups, each with its own section, and the scales every risk is rated on; the school may substitute its own.
Trip Risk Working File, page 13
On foot in crowded cities: a student separated in a crowd and theft from the person, each with its controls, its emergency actions, and a rating the school can change.
Trip Risk Working File, page 26
Water transport in Venice: the emergency department and the walking route from the hotel, where an ambulance is a boat, then the live-assessment prompts for the day and the school's review lines.

Telling families

The letter home, passports and insurance, the days at a glance, and the forms that come back to the office.

First page of the Family Trip Brief

Families

Family Trip Brief

The letter home, passports, insurance, and health, the days at a glance with the hotels, how to reach the group from Cleveland, the packing list, the student agreement, and the permission slip and health update that come back to the school office.

US LetterA4

Look inside
Family Trip Brief, page 2
The letter home leads with the dates, the cost, and the day the forms are due, then explains what students will do in Italian each day.
Family Trip Brief, page 3
Passports, insurance, and health: the validity rule in plain words, the date passport copies are due, and the photograph and fingerprints that replaced passport stamps at the border.
Family Trip Brief, page 6
The permission slip and health update, returned to the school office by Friday, October 16, 2026.

Preparing the leader and chaperones

Day plans for every day of the trip, the procedures, and the emergency departments by travel time from each place.

First page of the Trip Leader Card

Trip leader

Trip Leader Card

Groups, contacts, and standards, the airport and rail procedures, a plan for every day of the trip, and the emergency plan: the emergency departments by travel time from each place.

US LetterA4

Look inside
Trip Leader Card, page 3
Airports, rail, and moving the group: the moments when twenty-four people and their luggage have to arrive somewhere together.
Trip Leader Card, page 5
The Florence days, timed around three mornings at the language school, the Uffizi and the Accademia in two groups of twelve, and the day in Siena.
Trip Leader Card, page 7
The emergency plan: 112 and the action sequence first, then the emergency departments by travel time in each city, and the walking route in Venice, where an ambulance is a boat.
First page of the Chaperone Briefing and Pocket Emergency Card

Chaperones

Chaperone Briefing and Pocket Emergency Card

For the adults who keep the same group of students for the whole trip: their role, the head count, the rhythm of the days, hotel and travel duties, and the procedures for when something goes wrong, with a card to print, cut, and fold that carries the emergency sequence and every working number.

US LetterA4

Look inside
Chaperone Briefing and Pocket Emergency Card, page 2
Hotels and movements, then the four procedures: a student separated, a student hurt or unwell, an evacuation or security instruction, and a behavior or welfare concern.
Chaperone Briefing and Pocket Emergency Card, page 3
Conduct, the working contacts, and what each chaperone carries every day, on a page each chaperone signs at the briefing.
Chaperone Briefing and Pocket Emergency Card, page 4
The pocket card at finished size: 112 and the emergency sequence, the emergency departments with their distances and times, the hotels, and a line for the day's regroup point.

Connecting the trip to learning

One inquiry question and a language task for every day, carried from the classroom to Italy and back.

First page of the Educational Journey

Teachers

Educational Journey

One inquiry question, the places day by day with a map for each city and what students do at each, the language task for every day, and the field journal and assessment guide.

US LetterA4

Look inside
Educational Journey, page 2
Language in Place: the question students carry for eleven days, the three strands, the route on one map, and the fourteen places in visit order.
Educational Journey, page 4
Florence and Siena: the language school, the Baptistery, the Uffizi, the Accademia, and the day in Siena, each place with what students do there.
Educational Journey, page 6
Learning by Day: what students do and produce each day, and the language tasks, each finished in Italian with someone who is not a teacher.
First page of the Student Journey Guide

Students

Student Journey Guide

The book students carry every day: the question, the days ahead, how the group travels with a cut-out trip card, a page for each city with the map, the places, and journal prompts, a log for the daily language task, and the final synthesis with its grading guide.

US LetterA4

Look inside
Student Journey Guide, page 3
How We Travel: the rules in the order students meet them, the daily backpack, and the trip card to cut out and carry, with a line of Italian to show if they lose the group.
Student Journey Guide, page 4
Rome in the guide: the map, the places and what students do at each, and the first journal prompts with room to write.
Student Journey Guide, page 7
Your Italian, Day by Day: one task a day, with a column for what the student actually said rather than what they meant to say.

Improving next year's trip

What students, families, the leaders, and the operator said, set out for the school's review.

First page of the Post-Trip Feedback Report

After the trip

Post-Trip Feedback Report

A short set of questions asked of students, parents, the leaders, and the operator after the trip: what each group said, the moments people described with the day they belong to, and what the answers show. It states; it does not recommend.

US LetterA4

Look inside
Post-Trip Feedback Report, page 2
What the answers show, with example responses because the trip has not yet run: three statements that are not recommendations, and the one place parents and students diverge.
Post-Trip Feedback Report, page 3
The rated questions as each group was asked them, with how many answered and how many chose the two highest answers; the means are printed only to compare this trip with the next one.
Post-Trip Feedback Report, page 4
One moment, in their words: the answers to the open question, grouped where people described the same thing, with the day and the part of the plan it belongs to.

Who decides

The school and any provider it works with retain responsibility for decisions, supervision, live assessments, and final approval.

The Trip Risk Working File is written for the school to review, complete, and approve. Its ratings are a starting point, its review lines are for the school’s own controls, and the trip leader makes the live assessment on the day.

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Horizon Ridge School of Cleveland is a fictional school; its location is shown for illustrative purposes.

Horizon Ridge School of Philadelphia is a fictional school; its location is shown for illustrative purposes.

Tideline School is a fictional school; its location is shown for illustrative purposes.