We have the exact opposite situation here. The teacher that's taking them to Italy is NOT sanctioned by the school, so he can't have any meetings there or hand things out during school hours. The reason is, he does this on his own, and it's only open to IB students. That's "International Baccalaureate", it's a fairly rigorous program--I think there are only 37 juniors out of 600 total juniors in the school (probably even fewer seniors). But, since it's not open to the entire school, it's not sanctioned. From the teacher's perspective, he wants a small group, and the IB kids are very motivated and hard-working--plus, he teaches them, so he knows them all. He's using a reputable tour company, and had a well-planned itinerary, so I'm not really worried. Plus, we have his contact info if we need it.
That said, we don't have flight info at this time, and I'm not sure on hotels. I think things get more fleshed out in Jan., when people have to "fish or cut bait" on paying for the trip.