Hosting Q&A

Who can host a pop-up?

Any traveling family with a desire to meet other worldschoolers qualifies! We are looking for self-motivated, organized Hosts who meet deadlines in a timely manner.

 

Hosts will fully be in charge of creating the event within the Worldschool Pop-Up Hub's parameters (7-day event, focus on lower cost activities, etc). Though we provide planning forms, example itineraries, and pop-up guidance, the Host accepts the responsibility to create a fun week for the worldschoolers.

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No prior experience is necessary for Hosts or Designers... the Worldschool Pop-Up Hub will do all the set-up and the Host will do all the planning. 

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Do I need to know the destination well in order to host a pop-up there?

Not at all. As long as you're interested in visiting the area yourself and know how to shuffle activities into a fine-tuned 7-day plan, that's all that's necessary.

 

Hosts will create the first draft of the itinerary 2 months before the pop-up starts. This provides a general feel for the area, it's not necessary to be on the ground to formulate the initial plan. After that, however, each Host is different. Some Hosts prefer to arrive early and spend a week or two in the area prior to the pop-up, others land one day ahead of time. Both approaches are completely acceptable. You choose what's right for your family and comfort level.

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What if I've never been to a pop-up before? 

No worries, the only prerequisite is that you'd like to invite our worldschooling community to join your family's journey. Honestly, the pop-ups tend to run themselves because when worldschoolers meet each other, there is so much to share and friendships are easily established. Once you have a framework for the week's activities, you're all set!

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Do I need to teach classes and run activities?

No, not at all. The itinerary provides the outline for local activities during the week. This might include visiting an art museum, exploring historic ruins, lounging at the beach, or having a picnic at the playground. There are no classes to teach or tours to give...in the case of a guided activity, it is handled by the local community. Examples:

• In St Petersburg, Florida, we took a class on fish dissection at Tampa Bay Watch Discovery Center

• In Merida, Mexico, we toured the Uxmal ruins with a local archeologist

Whenever a fee is involved, each family is responsible for their own portion.

 

Who is in charge of arranging accommodations?

Each family will take care of all their own lodging, transport, meals, and entrance fees. When a new itinerary is designed, the Designer must recommend safe and convenient neighborhoods that are central to the itinerary activities. Families then can coordinate within the private Facebook groups to stay near each other for more of a neighborhood feel. Here is more info on what our events do and do not include: Event Details

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I work while I travel. How much time commitment is necessary during the pop-up?

Your time spent directly with the pop-up crew is flexible. The Pop-Up Hub expects Hosts to attend a minimum of one scheduled activity each day including the first meet - & - greet event of the pop-up. Of course Hosts typically attend more than this because they're also looking for community and connections and time to explore. 

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Is there a cap on the number of families that attend the pop-ups?

The correct answer is: It depends!

 

Placing a cap on the event is completely optional. We have had anywhere from 2 - 30+ registered families per event (even bigger for Worldschool Prom). Large numbers can be daunting to any Host, therefore, it's possible limit the number of ticket sales according to the Host's comfort level.

 

Event caps are one of our first questions when Hosts fill out preliminary paperwork. Additionally, if we do limit the number of tickets, we can always increase that amount later on according to the Host's wishes (but do not decrease amounts).

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I'm currently in the desired pop-up location. Can we put together an event in the next few weeks?

Sorry, no. Please consider that the Worldschool Pop-Up Hub needs 3 months to advertise your event. In the case you'd like to launch your event sooner rather than later, it is possible to complete all preliminary paperwork, including the contract, within 48-72 hours. So yes, there is a possibility to run a faster timeline on event creation, but generally speaking, please provide 3+ months notice. This allows a better reach with our advertising and gives families more time to mobilize to your destination.

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You keep mentioning the Host, the Designer, and the Itinerary. How do all those parts work together?

There are 3 different roles responsible for each pop-up: the Designer, the Host, and the Worldschool Pop-Up Hub. 

• The Designer creates the itinerary: a week's worth of interesting things to do in the locale. It's important to carefully group the activities to avoid repeatedly crisscrossing the area, as well as line up activities on the correct dates for opening hours, free-day at the museum, etc. Designers typically host the first running of their itinerary... so the Designer and Host often are the same person.

• The Host acts as a friend on the ground who helps coordinate the group, ensures everyone finds the meeting place, and points people in the right direction when they have questions. Hosts also connect with attendees ahead of time by interacting and sharing local information within the private Facebook group for our events.

• The Worldschool Pop-Up Hub runs the behind-the-scenes details such as creating the events, private social media groups, group communication platform, advertisements, ticket sales, etc, and helps the Designer and Host with any assistance they need.

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The Worldschool Pop-Up Hub has a contract to explain all the terms, expectations for each role, and payout processes. Hosts and Designers review the contract before any payment is collected.

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What are the costs to host or design a pop-up?

For individual Hosts or Designers, there is a US$250 flat fee for the planning assistance and behind-the-scenes coordination. 

 

In the case of a Co-Host or Co-Designer, each family is responsible for a US$150 payment. Like the other attendees, Host families are responsible for their own accommodation, transport, meals, and entrance fees; however, Host and Co-Host families attend the pop-up free of charge.

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Note: Hosting costs will reduce for events taking place April 2025 and later (when ticketing fees increase). April rates: Hosting Fee = US$200. Early Bird Ticket = $140/family. Regular Rate Ticket = $180/family. Each extra Co-Host = $50.

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Wait... What? A Co-Host?

Sure, why not? This is a mobile community, the more the merrier! You can partner with one of your worldschool buddies and become Co-Hosts and/or Co-Designers... or you can make a post in our Co-Host Hook-Up Forum to find a person or destination compatible with you. 

[Note: this forum is in its beta-stage, please reach out with questions]

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Do I actually get paid?

​Absolutely! Our philosophy is that the more gatherings we offer, the more our extended community has a chance to meet and interact. Hosts receive 50% of the ticket revenue and Designers receive 10% every time that their itinerary is run. Commissions are evenly split between Co-Hosts or Co-Designers.

 

Please note: As a US-based company we follow US tax laws. Any payouts over US$599/calendar year need to be reported to the US Internal Revenue Service and hosts will need to provide a US social security number (SSN) or employer identification number (EIN) for proper tax filings. If that is not possible, commissions are capped at $599. Legal workarounds, such as sending the Worldschool Pop-Up Hub a legitimate invoice for project management, are listed in our contract. Feel free to reach out if you'd like to know more about those options.

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How much work is it to rent a pre-existing itinerary?

We estimate it takes 10-15 hours to review the existing itinerary & make appropriate revisions, coordinate efforts with the Worldschool Pop-Up Hub, and interact with prospective guests via social media.

 

How much work is it to design an itinerary in a new destination?

Design and hands-on time take roughly 30-45 hours from our first planning forms to the finalization of the itinerary. 

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I've never organized an event like this, what sort of planning resources do you offer?

For Hosts who rent an itinerary, there is minimal planning involved. Your itinerary is already sorted as well as most information to share in the social media group (neighborhood recommendations, interesting articles on the destination, etc). We'll help you with ideas for itinerary revisions (for example finding an appropriate substitution if the scheduled local festival only happens in the spring and you're running an event in the autumn).

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For Designers we offer a series of Google Forms to set your ideas into motion. Our forms help locate information on diverse activities, accommodation options, and transport advice necessary to draw worldschoolers to your event. Designers will work on one form at a time, receiving the subsequent forms after completion. All the forms explain our philosophy as well as keep ideas organized.

• Form #1: Application to Design a Pop-Up

• Form #2: Minimum Event Details

• Form #3: Itinerary Brainstorm and Design Phase

• Form #4: Itinerary Schedule & Social Media Engagement

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What if we don't sell any tickets?

The Worldschool Pop-Up Hub does not cancel events once they're published. Additionally, there are no guarantees for minimum tickets sold. When Hosts create events with us they take on this risk, as does the Worldschool Pop-Up Hub. Though we do our best to draw families to your destination, Hosts are expected to be available to run the pop-up regardless of ticket sales.

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What if I suddenly can't attend? What if there is a hurricane? What if...
Our contract covers extenuating circumstances the best we can. In the event of  unforeseeable changes, we'll work with the Hosts and Guests to find an agreeable solution.

 

Also we don't want anyone to lose money on their investment with the Worldschool Pop-Up Hub and our contract reflects this. Any part of your Hosting Fee not recuperated with ticket sales becomes a credit at the Worldschool Pop-Up Hub which can be used toward attending or hosting events in the future. It's good to have a contingency plan in place, but please try not to be bogged down by the "what-ifs"... we will figure it out. 

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I still have some questions.... can I contact you?

Yes, we're always here to help. Fill out our Contact Form... or if you prefer to remain anonymous please use this survey: Easing the Worries of a Potential Pop-Up Host