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.
Step 6: Important Forms and Information
Educational Adventures will send through all important paperwork required to be completed prior to travel. This may include specific waiver or insurance applications. A link to a google form will be provided for the School Trip Coordinator to distribute to each traveler within the group so that we can obtain passport, dietary and medical information on your behalf.
Step 7: Trip Finalisations
Our group travel specialists will be with you every step of the way and will clarify all details with you prior to ticketing flights, sending personal information to suppliers and confirming rooming lists. We will send through detailed documentation 4-6 weeks prior to departure and schedule a time to go through them in detail.
Step 8: Pre-Departure Evening
Hosting a pre-departure evening 4-6 weeks prior to departure will give parents ample time to have their questions answered. We will host your pre-departure evening (subject to location) and send you all the information necessary including recommended packing lists, flight tickets and insurance forms. Special dietary and medical information will be reconfirmed, all you’ll need to do is pack.
Step 9: Bon Voyage
Arrive at the airport at the meeting point with lots of time to spare. Check in and set off on your Educational Adventure. We will touch base with you whilst travelling to confirm everything is running smoothly. We offer 24-hour emergency assistance in case of any emergencies.
Step 10: Welcome Home
We hope you enjoyed your School group Educational Adventure. We pride ourselves on offering quality service therefore feedback is imperative to continue to offer the best standard. We will send you a survey to be completed and discuss any points of difference that may require changing next time.
Ready to Start?