3 Tips for Planning a School Trip

3 Tips for Planning a School Trip

3 Tips for Planning a School Trip

When a trip organizers first reach out to us, we usually receive the same kinds of questions. We are more than happy to help, but perhaps clarifying a few of the most commonly asked questions with some advice may save you some confusion. 

  • Passenger Breakdown

  • Travel Dates

  • Objective

Passenger Breakdown 

In all things related to costs, a passenger breakdown of students, teachers, and chaperones is imperative. Many organizers ask about the cost of a trip without disclosing their passenger breakdown, which is kind of difficult to do. There are a lot of factors that contribute to the cost of your trip, and they aren't split by a simplified “price per person”. 

For example, if you’re traveling by plane, group airfare is an entirely separate transaction that differs from any accessible price you can find online as an average traveler. Group airfare is usually cheaper, but it varies depending on how many seats need to be blocked off. The airline needs to know how many seats they can sell to the public. The cost of a motorcoach is divided amongst the number of traveling passengers. Room prices for a hotel are varied depending on the type of occupancy; single, double or quad, then we need a finalized number of hotel rooms to secure at the hotel. All of this directly relates to your passenger count.


Travel Dates

I’m sure you have heard of the term, “peak season”. Crowded visits and inflated prices are all symptoms of the notorious peak season, and it remains true when planning a school trip. If you cannot budge on the time of year you choose to travel, be mindful of when peak season occurs for the destination. You will need to plan several months ahead of time to secure prime time slots and general availability. This is also important if you wish to remain as budget-conscious as possible. Late fall, like October and November, winter months, such as January and February, and even early spring, like March, are pretty affordable times of year to travel across the board. 



Determining the purpose of your travels can help solidify the details of your trip, including the tips listed above. If the trip your planning is more lax and celebratory, perhaps it can serve as an incentive trip, welcoming only a select few to attend. If you wish to plan a very educational excursion, then maybe consider planning for your AP-students around the fall/winter time, before the exams. The objective of your trip can also help your Travel Specialist offer suggestions of overall destinations, attractions or meals for your students to enjoy. Communication is key!

Every group is different, and we understand that your district, school, or organization has to be mindful of a variety of schedules, restrictions, budgetary constraints, and more. The passenger breakdown, travel dates, and trip objective are all categories your Travel Specialist will inquire about from the very beginning. You’ve been warned!  It’s how we can establish the groundwork for planning and executing the best trip possible for your students. If you have any additional concerns about those three items, do not hesitate to reach out. We are more than willing to discuss your unique situation! 


By: Sarah Hessasta