If you are planning a student trip, the process can seem overwhelming. Where do you go? How much will it cost? When is the best time to travel? With an experienced student travel company by your side, the process doesn’t have to be so hard. A good travel company can demystify the process and help you with:

  • Trip selection
  • Logistics
  • Planning
  • Preparing students before the trip
  • Final planning
  • Activities during the field trip
  • Post-field trip activities
  • Trip evaluation and more

Whether you have planned many educational trips before, or are a newbie, we have put together a comprehensive guide to planning and booking an educational student travel experience.

1. When is the best time to travel?

It is important to start with a rough set of dates, but be as flexible as you can. Keep in mind your school’s vacations or popular time for travel (like holidays). They can help you know what dates may be super busy and which can help save you some money. Pick a few dates that may work and speak to a travel consultant.

2. What is the size of your group?

Are you traveling with a large or small group? Dependant on the size of your group, you will have to decide how many chaperones you need to bring along. Although it can be difficult to know how many students will be able to sign up or be able to go, having a rough estimate of size is important to know.

students visit the white house3. Where do you want to travel?

Are there destinations that you already have in mind? Do you have a must-see list of attractions? If you don’t have a specific location in mind, try to put together a list of specific educational objectives. Your educational travel company can then suggest the best locations for covering these goals. For some inspiration, check out some of our favorite locations.

4. Talk to an educational travel company.

Research student travel companies and see if they can meet your travel requirements. Check out their websites, blogs and reviews to get a better feel of the company. Once you reach out to a travel consultant, begin building an itinerary and get a price quote. They can also help with the process of registering your students as they sign up for the trip.

5. Get approval from the school board.

Find out what your school’s approval process is and what the requirements are. Start the process and get approval before you get too far into preparations. Your student travel company can help to provide any documents or extra information that you need.

6. Begin promoting your trip.

Start spreading the news about student travel. Get your students excited about the trip by explaining the destinations and sights that the students will see or be a part of. Incorporate your trip into your lesson plans so they are prepared.

Extra Tip:

student tripPlan a parent meeting to discuss all the different questions parents will have. This step is important in making sure that the parents are prepared and know exactly what is going on. You can also provide them with all the appropriate materials and information they will need to know about payments, registration, and other information.

Now that you know how to get started with the planning, let Educational Discovery Tours be the student travel experts guiding your trip. For over 40 years we have helped enhance learning experiences and create memories that last a lifetime. Talk to one of our travel experts today and start planning your trip!

Plan Your Tour

If you are planning a student trip, the process can seem overwhelming. Where do you go? How much will it cost? When is the best time to travel? With an experienced student travel company by your side, the process doesn’t have to be so hard. A good travel company can demystify the process and help… Read More


Because it’s student travel season, we thought it might be helpful to remind trip leaders and teachers of a few items we recommend that students shouldn’t bring on their educational field trips. #1. New Shoes Because most of our school groups and trip leaders want to see and experience as much as possible while traveling,… Read More


#1. Lowest Pricing Possible The old phrase “the early bird gets the worm” is certainly the case when it comes to booking student travel. Many hotels and activity providers will often offer discounted pricing to groups that book well in advance of their travel. Also keep in mind that traveling during off peak periods or… Read More


At baseball parks across the nation, fans are standing for the seventh inning stretch and singing the well-known song “ Take Me Out to the Ball Game ”. Most of us as Americans are familiar with these spring time rituals but did you know that many ball parks also have unique performance and educational opportunities… Read More


Boston is “More Than a Feeling”, as the iconic rock band of the 70’s, formed in the city of the same name, would say. Historic Boston is filled with endless educational tour opportunities, a destination that produces amazing events throughout the year and is home to a multitude of unique venues that are perfect for… Read More


As a student travel Business Development Director, I find myself always looking for as much information as I can about teachers. Since 94% of all educational travel planners are teachers, today my research involved how they choose their classroom’s travel and an educational travel company to plan and operate it for them. I followed an interesting… Read More


What’s New in New York and Washington DC Field Trips? Want to know what’s new to see and experience for a New York and Washington DC school trip? Take a look at the list below which is just a taste (in some cases literally) of the latest and greatest improvements and additions to our group… Read More


Carnegie Hall is one of the nation’s most iconic music venues and is frequently added to New York trip itineraries by music directors. Give your students a chance to walk in the footsteps of many famous U.S. figures by including a Carnegie Hall performance tour, for your high school band. The construction of the original Carnegie… Read More


It’s that time of the year again. As parents, relatives and friends we’re all faced with the challenge of getting our school age family members and students the “perfect” Christmas gift. We want it to be meaningful yet fun, desired but not “over the top”. Here are a few suggestions from Educational Discovery Tours, a… Read More