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Tips for New Teachers Planning A School Trip

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by Rhoda Venture
Education TripPerformance 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.

18 Months

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.

Choose A Reliable Tour Operator 

10-12 months out

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.

Get Your Student Trip School Board Approved

10-12 months

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.

Booking Buses and Driving Through the Night

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.

Student Youth Travel Association Safety Guides

How to Travel Safely with Students

planning a school trip

6. Choose Trip Chaperones

9 Tips for Picking the Perfect 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.

Teacher Tips for Promoting Trips

planning a school trip

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.

planning a student trip

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.

How to Pay for the School Trip

2. Host A Parent Meeting

What Parents Should Ask About the School Trip

Lake Nona High School Choir in DC

3. Collect Deposits

4. Confirm Reservations

Be sure to confirm your reservations with transportation companies, accommodations, attractions, restaurants, performance, and program venues.

planning a student trip

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

Set rooming lists

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.

planning a student trip

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 finish

Learn More

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