Step By Step Guide To Planning Your School Trip
Whether you are a seasoned pro or brand new to planning a school trip, the process can feel daunting. But it doesn’t have to be.
We have put together these 5 simple steps to ensure that it is a smooth and straightforward process for you, leaving you to get exciting about planning your next adventure.
Step 1
After browsing our website, you’ll have a good idea of where you want to go, but as you probably know by now, our itineraries are purely inspirations we use as a starting point. That’s why it’s best to contact our Travel Specialists who can help tailor your trip to your school’s needs.
Step 2
Once we’ve got a better idea of the activities and learning goals you have in mind, our Travel team will send you an initial quote based on your bespoke itinerary, anticipated numbers, and flight costs. At this point, nothing is set in stone and we’re flexible if you wish to change any details.
Step 3
Next, you’ll complete a provisional booking form which secures your accommodation and adds you to our flight waiting list. At this stage, you can change numbers or cancel at any time. Your Travel Specialist will let you know as soon as your flights become available and your deposit is due.
Step 4
Now it’s time to launch your trip to students and parents! We’ll support you by sharing customisable presentations and helpful letter templates to help things go smoothly.
Step 5
Once you’ve let us know your final numbers and paid your deposits, you’ll be supported by our Operations team who will be on hand to answer any questions you have before, during, and after you return from your trip.
What happens next?
So, you have launched your school trip to your school, final numbers are collected and the trip is now confirmed. But what happens next?
As your trip is fully bespoke, your travel specialist will be in touch throughout these steps to ensure you have everything sorted for your exciting adventure.
These simple steps will guide you through the next steps:
Step 1: Timeline of key dates
You will be sent a personalised checklist, outlining the key dates of when information is due. The checklist will be similar to this:
| Item | Timeframe |
|---|---|
| Check all passports and visa requirements | ASAP |
| Make your restaurant choices | 2 weeks of receiving our introduction email or 2 weeks after receipt of our introduction documents |
| Return completed booking form | 10 weeks after first deposit |
| Double check passenger names | 12 weeks before departure |
| Provide us with contact details to use during your trip | 4 weeks before departure |
| Receive rooming allocations | 14 days before departure |
| Receive final documents including confirmed and detailed itinerary | 14 days before departure |
| Payments | Timeframe |
|---|---|
| Second deposit payment deadline | 10 weeks after first deposit |
| Final balance payment deadline | 60 days before departure |
Step 2: Extra Information
Your Travel Specialist will also be in touch with any other key and additional information you will require. We will send you our expert destination brochure, which is packed full of information to get you excited for your trip.
You will also be able to send parents to our Parent Zone, here they will have access to kit list, information on key facts about your trip destination, such as weather and spending money and plenty of other useful information.
Step 3: Final itinerary confirmed
By this point, we will have confirmed your itinerary. Your itinerary will be tailor-made to meet all of your school needs and will be packed full of fun and exciting activities.
Step 4: Have an amazing trip!
Finally the time has arrived for you to enjoy and amazing school trip! You can relax during your trip, knowing that our team is on hand 24/7 in case of any emergencies or travel plan disruptions.
Step 5: Return home
Upon your return, we will send you a feedback form. This feedback helps us to ensure that any future trips are exactly as you would like them and that we continue to provide the level of service and experience that people expect from Discover the World Education.
