Step by Step Guide to Planning a School Trip

It's no secret that teaching is a stressful job and you put in countless hours outside the classroom that goes unnoticed by many.

If you've taken on the extra responsibility of planning a school trip, this step-by-step process will make this as simple and pain-free as possible.

Step 1: Decide where to go and what the focus of the trip will be

Understanding the curriculum and educational goals of your trip as well as the interests of your students is the first important step. Shortlist two or three destinations that fit your educational goals while keeping in mind that it needs to be something parents will support, and students will want to go on.

Step 2: Obtain Approval

Getting approval is an essential step, and if you’ve done a thorough job with step one, this will assist you now. Going to your relevant school officials with an outline of what you achieve and a sample itinerary is the best way to do this. You can download one of our sample itineraries here.

Step 3: Set a Budget

Once approval has been granted request a quote for the itinerary that you have selected, keeping in mind that you can make changes to it to suit your school’s individual interests. To get the most accurate quote, have approximate dates ready and your best guess at teacher and student numbers. It makes sense to add a buffer to the price you quote to parents as numbers can unexpectedly change.

Step 4: Information Evening

An information evening is the best way to gauge an idea of how many students are going to sign up for this trip. You will be joined either online or in person by our expert team who will be able to answer any question that parents or teachers have. This evening is pivotal to the success of the trip and it is best to right away ask for expressions of interest once the evening is complete.

Step 5: Make the Booking

Once you have a clear idea of the numbers it is time to make the booking. You just let us know you want to proceed and we will make all your bookings from flights, accommodation, attractions, and specified meals. Any information that we need from you will be clearly communicated with timelines outlined so there are no surprises along the way.

Step 7: Risk Assessment

Plan for safety and emergencies by creating a detailed risk management plan. Your school will likely have a template for you to work off and should include such things as emergency contact information, medical needs, and contingency plans.

Step 8: Enjoy Your Trip

While it may not quite be a holiday for you, it is still rewarding to get out of the classroom and get to know your students in a different environment. All the planning and work will be worth it as you see the trip come to life. Also, you’ll have our tour manager with you the whole time, which means less stress and more time to take in the experience.

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