HOW TO PLAN YOUR SCHOOL GROUP TRIP

Step 1: Discussing the basics
Set up a call with Educational Adventures to discuss the following elements:

• Where and when would you like to travel? We recommend planning up to 18 months prior to departure

• How many travelers would you like to take? If unsure we recommend a maximum cutoff amount in mind to ensure accurate availability is obtained with suppliers

• How many staff will be travelling? Are they happy to share rooms? We recommend at least 1 staff for every 10 school students

• What does the approval process look like at the school?

• What is your budget?

• What subjects and curriculum linked programs do you require?
   

Step 2: Confirming preferences and specifications
We will discuss in detail your preferences and what you hope to achieve from the trip. It is important to specify the style of accommodation (hostels, hotels, combination), amount of meals and activities that you wish to incorporate into the overall school trip package.
 

Step 3: Interpreting the Quotation
Upon receival of the quotation provided by Educational Adventures it is important to understand the following elements:

• The quotation can be modified as many times as required in order to get exactly what you are after.

• If the package is over budget, we can offer options on how to decrease the price.

• We will advise which costs are based on indicative rates therefore we recommend adding a buffer to the price promoted to families. A buffer acts as a good back up in case any unforeseen increases occur.

• We advise a recommended payment schedule, we can amend the schedule to what you plan to promote however we will advise which deposit restrictions are firm, such as airlines and property deadlines.

• Airfares are often quoted based on indicative fares until within system range. We will provide a requote once flights are released and booked with all necessary airlines.

• Exchange rates are not locked in until financial commitment has been received.
   

Step 4: Approval and Promotions
Obtaining approval is paramount for the school trip to proceed. We can provide information to assist with risk assessment analysis. Allowing enough time to successfully promote will give you the most opportunity to obtain enough school student interest. Educational Adventures can send through promotional material and host a promo evening (subject to location). Remember to advertise in assembly, classes, email to parents, newsletter and on the school’s homepage.
 

Step 5: Collecting Expression of Interest Forms and Deposits
It is important to give school students a deadline that is achievable to obtain deposits in time. We recommend within 2-3 weeks of promoting. We will advise the required amount necessary to confirm all elements.