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Planning a school trip? Things to think about...

Fri, 12 February 2016

Planning a school trip? Things to think about...

So you want to plan a school trip... 

We understand that planning a school trip can be overwhelming. To help guide you through the process, we have written a short guide on what to think about to get your tour off the ground.

You need to decide on some critical factors before planning a school trip in order to help you narrow down the choice of destinations and achieve your desired outcome.

Before planning anything, decide on:

• Learning objectives – what do you want your students to learn?
• Where do you want to go? – having your learning objectives can narrow down your destination choices and help your students get the most out of the trip.
• When do you want to go? – Think about high and low seasons – high season may increase the price of your trip, however during low season some visits may be closed or have restricted visit times.
• What travel company to choose? – review a few options and request your quotes. You may want to speak to students and parents after you ask for a quote to give realistic expectations of the costs. Ensure you are always comparing like-for-like.
• Set your budget keeping in mind that you may require a contingency fund.

Your tour operator can help you organise travel, accommodation, excursions/tour guides, activities and learning support. At European Study Tours we can help you tailor make your own trip to suit you and your students’ needs and to meet your learning objectives. We are ABTA and ATOL protected which gives everyone peace of mind. We are also accredited with the Learning outside the Classroom Quality Badge and understand the importance and value a school trip may bring, whether it be abroad or in the UK. 

What else do I need to consider? 

Authorisation and Documentation:

Depending on your establishment, there may be certain planning procedures to follow, it is always recommended to speak to your manager or head teacher for advice. In addition you may want to think about the following information whilst planning your trip. 

• Authorisation from your manager or head
• Permission from parents of students (comes later on after you have decided where, when, and budget)
• Insurance, risk assessments, travel firms risk assessments (are they ABTA and ATOL protected?)
• Information about your students – medical conditions allergies, emergency contacts, passport information, visa’s (if needed?), parent contact details.
• Communication chain – emergency contacts – out of hour’s contacts.
• Code of conduct
• Disclaimers
• Forms your establishment may have regarding planning and trip procedures.

Additional hints and tips:

• Plan as early as possible, this can help gain interest and improve response rates, and a chance to tweak itineraries if needed.
• Make sure your outcomes are outlined as early as possible
• Set deadlines early to obtain response rates, retrieve documents and collect deposits.
• Visits may change opening times due to high and low season, think about how this may affect your tour and when you decide to travel.
• Try offering the trip to more than one subject area – this can improve your response rate and numbers.
• You may want to ask other staff members about their experiences planning trips.

Have a look on our website for ideas on destinations and subject areas for inspiration. Our Teachers Zone also has some material that you may find useful. 

Wherever you decide to go, we'll be there every step of the way to help plan your perfect tour, and are on hand 24 hours a day while you're away, for unrivalled peace of mind.

Call us on 0844 5761 960 or visit our quote page and let us help you plan your perfect trip!

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