Tips for New Teachers Planning A School Trip
If you’re a new teacher planning a school trip, you’re probably feeling a little overwhelmed.
There are so many questions, so many details to handle, and lots of deadlines to meet. The key to success is planning on a timeline!
Below are some tips for new teachers planning a school trip. Depending on the unique needs of your group, not all of these will apply. Think in terms of benchmarks, not specifics.
1. Find A Reputable Trip Planner
Think of a trip planner like a mentor teacher. Your partner company should have experience, connections in the industry, and a track record of success. A trip planner will help you manage the details of your adventure, giving you time to focus on teaching.
2. Choose a Destination and Decide on Dates
Your trip planner can help you choose a destination and set a travel schedule that works for your group. In many cases, your dates will be determined based on a performance or program.
3. Request Approval from Your Administration
Administrative approval is a must for any school-sponsored trip. Clearly communicate the purpose of your trip and demonstrate how it meets curricular requirements and learning goals outlined by your state.
4. Book Airfare or Motorcoach Transportation
Decide how you plan to travel from Point A to B and book it. Airlines and motorcoach companies accept reservations approximately 10 months out.
5. Book Accommodations and Restaurants
Remember to choose student-friendly hotels and restaurants that meet current sanitation and safety standards. Again, a reputable trip planner will connect you with industry vendors that best meet your group’s needs.
6. Choose Trip Chaperones
7. Finalize Your Itinerary and the Cost of Your Trip
Your partner planning company will determine your final itinerary and trip cost based on your preferences.
8. Promote Your Trip
You can’t have a trip without travelers! Look for ways to promote your trip for maximum participation.
9. Set Up A Deposit and Payment Schedule
When you work with a student trip planner like Kaleidoscope Adventures, you’ll know exactly when deposits and payments are due. KA’s online registration and payment make the process simple and transparent so you and your parents always know where you stand.
10. Submit Paperwork for Performance Venues or Education Programs
Some venues require teachers to apply for participation directly. Check with the program in which you are interested for application guidelines.
1. Time to Fundraise
Fundraising is a great way to offset the cost of travel. Check out some of these creative ideas for helping students pay for the school trip.
2. Host A Parent Meeting
3. Collect Deposits
4. Confirm Reservations
Be sure to confirm your reservations with transportation companies, accommodations, attractions, restaurants, performance, and program venues.
1. Continue Fundraising if Necessary
Keep fundraising efforts going as you close in on your departure date. It may mean more students can join the fun!
2. Collect Payments Per Your Payment Schedule
3. Make Final Payments
Be sure to settle up with vendors three months before your adventure to ensure everything goes off without a hitch.
4. Finalize Rooming Lists
Establish a list of rooming partners, motorcoach seating, or seating on flights to help prevent last-minute chaos.
1. Schedule A Final Parent Meeting
Gather your parents to confirm the details of your trip, including packing lists, travel tips, and safety communication. Be sure you have emergency contacts and medical information for each traveler. Collect all completed permission forms, travel insurance forms, etc.
2. Communicate Emergency Procedures
Be sure all chaperones and trip leaders are familiar with emergency procedures for hotels, parks, motorcoaches, etc.
3. Gather Important Local Information
Collect local hospital addresses and phone numbers. Check for road closures that may impact your itinerary or height and weight requirements for motorcoaches.
4. Prepare A Backup Plan
In the event that one of your venues closes unexpectedly, have a backup plan ready. Keep those kids occupied at all times!
Planning A School Trip
If you’re a new teacher planning a student trip, start with Kaleidoscope Adventures. KA has been a trusted trip planner for 30 years. They’ll handle all the details (and schedules!) to keep your student trip on track!
Updated June 2023
Why Kaleidoscope Adventures?
As a leader in the student travel industry for 30+ years, Kaleidoscope Adventures exceeds expectations for student and performance group travel.
We’ll work with you to plan an exceptional travel experience and provide impeccable customer service from start to finishLearn More