1
Connect
Together we’ll discuss your program goals and needs.
Group Program Design
Designing Your Custom Faculty-Led Program
Every program we deliver is unique. Here's how we build yours, together.
Co-designed with your faculty
No financial commitment until confirmation
Pre-departure session for your group
Full support from start to finish
4 Simple Steps
How It Works
Every group program we deliver at Kaya is unique, because every partner's needs and objectives are different.
We know that faculty and group leaders have learning goals and a syllabus that direct the program focus, participant demographics that shape the itinerary, and institutional requirements that inform processes and logistics.
That's why we work one-to-one with you and your team to develop and deliver programs that are truly co-designed.
We also want the process to be as simple as possible, so we follow a clear 4-step plan.
1
2
Co-design
With your input, we develop and fine-tune the perfect itinerary.
3
Commit
We support institutional approvals and recruitment processes to ensure a successful launch!
4
Let’s go!
From pre-departure planning until your return, we’re with you every step of the way!
Let's Talk About Your Program Goals and Needs
We start with a video or phone call to discuss your ideas and program vision.
- Every program is unique and we want you to feel comfortable bringing us any questions or ideas.
- You may already have a country, learning objectives or even a set itinerary in mind, or you may be starting from scratch. This call is the starting point of the journey.
- No time for a meeting? You can complete our questionnaire instead, although a quick chat really helps us understand your needs and shape the proposal around them.
When to get in touch
6–18 months
Most institutions come to us 6–18 months prior to program start. This allows time to develop the program, complete institutional approvals and recruit their students. Need a quick turnaround? We can work to that too.
Top tip
Check your institution's deadlines for program applications and let us know, so we can help you hit those dates.
Building Your Custom Itinerary Together
With your input, we develop and fine-tune the right itinerary for your group.
- After our initial call, we put together a brief of all your program needs and work with our ground teams to develop a proposal.
- Depending on your needs, we can focus on one destination or suggest several that could be a good fit, for you to choose from.
- Once we have an initial itinerary and budget, we share the proposal for your review.
- With your input, we can then discuss any adjustments needed to meet your budget, learning goals, or participant needs - and adjust things to reach the perfect itinerary.
Already have contacts on the ground?
Share them with us. We're happy to try to build existing contacts and connections into your proposal.
Timing
2–3 weeks
Proposals typically take 2–3 weeks, or a little longer if there are more complex requirements to explore.
Approvals, Recruitment and a Successful Launch
We support institutional approvals and recruitment processes to ensure a successful launch.
- Once you're happy with the final proposal and itinerary, we work with you and your institution on a contract or agreement.
- Every institution has a different process. We're happy to help navigate the paperwork needed to get your program approved for recruitment.
- We support your student recruitment efforts with promotional materials, co-hosted virtual info sessions and sharing ideas to help you gather student interest.
No financial commitment until your confirmation deadline
We understand a program can't run until you've recruited your students. The confirmation deadline is typically 90–100 days before travel (longer for some itineraries, such as Antarctica).
Top tip
Approvals and recruitment are often the longest part of the timeline, so give yourself as much time as possible.
Support From Pre-Departure to Return
Your group has reached the numbers it needs to run. Hooray! From here, we're with you every step of the way.
Once your group is confirmed
- We send you an invoice so we can start confirming bookings for each part of the program.
- We collect participant details, either through your institution's own process or using our forms.
- We fine-tune the day-to-day itinerary with you, based on final group numbers, specific participant needs or any changes on the ground.
Preparing to travel
- 5–8 weeks before departureWe meet with program leaders to agree a communication plan.
- 4–6 weeks before departureWe co-host an online pre-departure session to help participants prepare for their travels.
- In the lead-up to departureWe check every detail, so our ground teams are ready for your arrival and your participants are ready for their adventure.
While you're away and after
- During your programWe stay in contact with both your travelers and your home institution, so everything runs smoothly and support is always on hand.
- After you returnWe hold a debrief to hear what went well and what we can improve for your next group program with Kaya.
Planning a group program?
Book a call
Ready to start designing your program?
Whether you have a full itinerary in mind or just an idea, we'd love to hear from you.
