Instructors should make arrangements directly with licensed travel agencies, and they should not accept payments from students. Exceptions to this policy require notice to the program director and the permission of the dean.

Customarily, travel agencies will quote prices based on double occupancy, with a surcharge for those who wish single rooms. The standard quote will include air fare, room with breakfast, airport transfers, a guide or driver-guide, and group transportation during the tour. Tour leaders should try to minimize students' outlay during the tour by making the agency's advance price as comprehensive as possible, including bus to Newark or JFK (if necessary), museum and other entrance fees, metro passes, group dinners (if any), and fees for any special guides or lecturers.

Agencies will generally a scale of price in increments of five paying travelers, with twenty-five travelers, for example, each paying less than would twenty travelers. Agencies will figure students' costs so that they cover the expenses of supervising faculty members. Students' costs may not be used to defray expenses for anyone other than the instructor or his or her official course assistant.

Agencies should work from a detailed itinerary (sample) written by the instructor.