It’s true: There’s a lot that goes into the planning process of each student trip. Every piece is an integral part of the puzzle that ultimately comes together to make a student trip one that creates memories, broadens perspectives, and influences a student’s education for years to come.
Whether it’s your first or 50th trip, keep these helpful tips and considerations top of mind to ensure your student travel experiences are always top tier.
START PLANNING EARLY
One of the most vital trip planning components relies on something we all wish we had more of—time. And taking advantage of planning your trip early pays off in more ways than one. From increased funds and higher attendance to more time to ensure access to all your preferred itinerary items, planning early always pays big. Your tour operator should break down the entire planning process so you understand where you’re at every step of the way.
UTILIZE FUNDRAISING PLATFORMS
Lack of funds is often the most significant barrier students face when it comes to travel, meaning that a strong fundraising approach is of the utmost importance to make a memorable trip a reality. Platforms such as Snap! Raise, Simple Raise, and Fundly can be an invaluable resource and key to the success of your fundraising efforts.
PUT THOUGHT INTO YOUR KICKOFF MEETINGS
A well-planned kickoff meeting is more than just an informational session—it’s your first big opportunity to build momentum, generate excitement, and get buy-in from students and parents alike. Whether it’s your first time leading a trip or your 10th, a strong start sets the tone for everything that follows. Highlight your tour operator’s safety protocols to build trust with parents, rev up the excitement by sharing visuals and stories from past trips, offer a trip planning timeline, and more.
CONSIDER DIGITAL MARKETING
Digital marketing platforms can do a lot of the heavy lifting for you when it comes to marketing and managing the interest in your trip. Consider creating a Google form to track a list of interested students, and consider setting up a trip-specific landing page or webpage with dates, benefits, pricing, deadlines, and an FAQ section. Stay in touch with parents by using email marketing platforms (like Mailchimp) to share any updates and reminders.
CHOOSING THE RIGHT PARTNER
Planning a student trip is exciting, but it can also feel overwhelming without the right partner by your side. This is where choosing the right tour operator comes in. From the get go, they can truly make or break the experience! So, before you sign on, it’s important to ask the right questions:
“What does the student travel planning process look like”
Ask about step-by-step support: How often will you receive updates? Will you have a dedicated contact? When are payments due? Knowing the process up front helps you stay confident and organized.
“What can you make happen with our budget?”
Presenting a clear budget helps you and your operator set realistic expectations. Ask how flexible pricing can be and what’s included to avoid surprises later. Not sure what a realistic budget is? The right partner can walk you through it all.
“What is the right time to take this kind of trip?”
Outside considering your school calendar, exam schedules, and seasonal travel costs, a knowledgeable operator will help you identify the best windows for affordability, student availability, and opportunities at your chosen destination.
“Our group is approximately __ number of students. What does this mean on your end?”
Group size impacts everything from motorcoach logistics to hotel assignments. Be upfront about your expected numbers so your travel consultant can tailor the plan to meet your exact needs.
“Our goals are focused on ___ and ___. What should I include in my itinerary to accomplish this?”
Every trip is different—whether your focus is history, music performance, language immersion, or team-building. Share your vision so the pros can ensure your itinerary is robust and reflects your students’ learning objectives and overall expectations.
“How can you help me motivate my students to buy in for this trip?”
Buy-in from both students and their parents can truly shape the success of a trip. A good operator will provide tools, fundraising ideas, organizational resources, and even kickoff meeting ideas to spark enthusiasm and keep momentum strong.
With thoughtful planning—and the right partner—you’ll not only simplify the whole process, but also ensure your students have the truly meaningful and memorable trip you’ve been aiming for.
Courtesy of Educational Tours, Inc.
