8 international school trip planning tips
Arranging a school trip requires a lot of careful thought and planning at the best of times, but when you’re planning an international experience, there’s even more to consider.
Despite the extra work, taking your students to an international destination comes with a whole host of benefits, from exciting activities to experiencing new cultures that are a world away from their own.
So, if you’re thinking of travelling further afield for your next school trip, we’re here to help. Check out our top tips for planning an international getaway your students will love.
1. Define the objectives of your trip
It is very rare that you plan a school trip for no reason. Whether it’s team building, rewarding students, learning about new cultures or visiting a place of historic significance, there should be an educational goal or outcome.
So, one of the first things you need to do is to define the objectives of your trip. By setting out your reasons for going, you can begin to narrow down the destination, travel dates, activities and more.
2. Conduct thorough research at every stage
Before you can get your trip signed off, you need to make sure you conduct thorough research at every stage. This will enable you to set a budget and create a full proposal, as well as put together a rough itinerary and a health and safety brief.
When you've got a destination (or destinations) in mind, you should start conducting research into:
The average cost of flights, accommodation, activities, etc.
The educational, cultural and recreational opportunities on offer
Safety, health conditions and political stability in your ideal destination
The weather and the best season/time of year to visit
Local customs and cultural differences that students and parents need to be aware of
This will help you to plan and carry out the best and safest international school trip.
3. Plan and book your trip well in advance
In order to give yourself more time to prepare and to ensure you get the best possible price that’s within your budget, it’s a good idea to plan and book your trip as far in advance as possible.
Of course, there will be several factors that impact how forward-thinking you can be in reality. However, it’s best to start planning, saving and preparing for sign-off as soon as you possibly can.
4. Work with a flight specialist or group travel agency
Even if you’re arranging a relatively small school trip, you’re still going to be looking at a group of at least 10 people. Oftentimes, it will be a lot more than this.
As booking group flights can be tricky, it’s best to work closely with a flight consolidator and travel agency that specialises in group travel for schools.
That way, they can advise you on the best destinations and times to fly, as well as help you to get the best price for your tickets.
When choosing a flight specialist like BTG Travel Management, you’ll be given a dedicated representative to guide and advise you along the way, tackling any challenges that may arise when booking group flights.
This can give you peace of mind and help to mitigate any risks.
5. Hold pre-trip meetings
By arranging pre-trip meetings, you can address any concerns that parents of students may have and answer their questions. You can also provide far more detailed information about the trip, rather than having to send home multiple letters or emails.
You’ll also have the opportunity to obtain necessary permissions and documents from parents, as well as emergency contact information.
You can then provide both students and their parents with a packing list, itinerary and any other key information.
6. Educate students about cultural and social norms
As part of your pre-trip preparation, it’s important to educate the students attending on any cultural norms and local etiquette in your chosen destination. They must be aware of any rules, expectations and behavioural guidelines they need to follow throughout the trip.
For many, travelling internationally means they will be faced with cultures, religions and laws that they are not used to. Therefore, by teaching them what to expect and how to behave, you can ensure a safe and respectful trip for all.
7. Balance your itinerary
When planning your trip and setting out the itinerary, make sure to get a good balance between educational and recreational activities.
Of course, the aim is for your students to learn and strengthen their skills, but it’s unreasonable to give them a jam-packed schedule with no downtime.
By allowing them some recreational time they can rest and recharge, as well as spend some time with one another outside of scheduled activities. Ensure that this downtime is clearly marked on the itinerary before you set off.
8. Ensure a high staff-to-student ratio
Finally, international group travel is no small feat and it does come with increased risks. As a result, it’s vital that you ensure you have a safe staff-to-student ratio before you confirm the trip.
This could be teachers, volunteers or parents, but either way, it’s important to ensure you’ll have enough cover to keep all the students safe throughout the trip. The last thing you need is one or two teachers frantically trying to monitor the whereabouts of 50 students.
Do you need help planning your international school trip?
If you’re in the process of planning an international school trip, you might be looking for some help. As well as following the tips above, you might be looking for a group travel agent to support you.
As a flight specialist, BTG Travel Management can assist in booking group flights for your students. But more than that, we’ll be on hand to ensure your trip goes as smoothly as possible.
If you’d like to work with us, get in touch with the friendly team today.