Everything Teachers Need to Know About Planning a School Trip
Thinking about taking your students on a school trip? Teachers and administrators often ask the same big questions: How do I plan a student group trip? Hoe much time is this really going to take? How much does a trip with my class cost?
Below, we’ve answered the top 10 questions teachers ask about planning a school trip, with tips based on over 35 years of experience at Global Works.
1. Why should I plan a school trip for my students?
Travel takes learning off the page and into real life. Students don’t just study history, culture, and language, they live it. They learn empathy by connecting with people different from themselves. In many schools, these trips have also become a parent and student expectation. The best part? They are fun, educational, and for teachers they are also a free way to share the world with students.
2. How does student travel connect to my curriculum?
Educational travel can be tailored to your subject area:
- World Language: Spanish immersion programs in Costa Rica, Ecuador, or Spain. French Immersion programs in France
- History & Social Studies: Civil Rights history in the American South or cultural heritage in Peru’s Sacred Valley.
- STEM & Sustainability: Hands-on conservation work in Costa Rica or the Galápagos.
Each Global Works program is designed to support classroom goals, making your school trip a natural extension of your curriculum.
3. What kinds of destinations are best for middle and high school groups?
While there’s no hard and fast rule, it’s important to remember that most middle schoolers have not traveled without their parents before. These trips are a perfect way to introduce younger students to travel, but it’s often best to save the most physically and culturally demanding destinations for a later experience.
In general, we recommend shorter programs, closer to home, and usually (though not always) without homestays. Some of our most popular middle school options are domestic programs like Puerto Rico , Washington, D.C, and the American South. For those looking to go abroad, Costa Rica is an excellent international option that balances adventure, accessibility, and meaningful learning.
4. How much time does it take to plan a school trip?
A good rule of thumb: the farther ahead you plan, the smoother things go. Ideally, you’ll choose your destination before the end of the previous school year. This gives you time to get administrative approval, avoid conflicts with other school trips, and build momentum with families.
If you’re planning the trip yourself, announce it early enough to host an info session before summer break. Many companies (including Global Works) offer early-bird discounts, and families appreciate having more time to budget or start a payment plan.
When the new school year begins, make another push: hold one more info meeting and set a clear final enrollment deadline 2–3 weeks later. A tight, structured timeline helps families commit and keeps your group on track.
It’s also okay to just hit the ground running when school gets back in session. In that case, host your one info session and give a clear deadline.
The good news: you don’t need to plan alone. Companies like Global Works provide materials, help with the info sessions, handle registration, payemnts, flights, etc.
5. What Determines A School Trip Cost?
There isn’t a single price tag for school travel. Costs depend on a few key factors:
- Length of trip and group size. Most companies use bracketed pricing, so the more students you bring, the lower the tuition per student.
- Destination. Europe is generally more expensive than Latin America, while domestic trips are often the most budget-friendly.
- Activities. Adventure add-ons like rafting, surfing, boat tours, or ziplining are incredible, but they can push the price up quickly. Ask yourself: are these essential to the trip goals, or nice-to-have extras?
- Accommodations. Homestays are typically more affordable than hotels.
- Flights. Airfare can be a major factor, especially if you’re flying long-haul destinations like Thailand.
If cost is top of mind, talk to your tour provider about options. At Global Works, our most budget-friendly programs are often homestay-based trips in places like Costa Rica. WARNING: Many providers don’t include essential costs like lunches and some activities night be optional. Be sure to understand what is and is not included by your tour provider to avoid unpleasant surprises.
6. How can I keep students safe during travel?
Safety is a top priority on all school trips. Global Works provides:
- Thorough vetting of host communities and vendors.
- Professionally trained staff in leadership, logisttics, CPR, first aid, mental health, and risk management.
- Emergency action plans and global insurance coverage.
- Direct communication with families and schools during travel.
- 24/7 Emergency on-call support from a Director.
Learn more about our Culture of Safety.
7. How do I get parents and administrators get on board with student travel?
Parents/Guardians want reassurance about safety and value. Administrators want alignment with educational goals. What are some keys to successfully getting a trip approved and enrolled?
- Use a reputable tour provider that instills trust
- Detailed itineraries and safety protocols.
- Research-backed outcomes on student growth.
- Presentations and Q&A sessions for families and school leadership.
8. How Do I Arrange Flights for a School Trip?
Plan ahead! You can typically reserve flights about 9 months prior to travel. Get a ‘group flight’. Group flights are flight reservations that can be made for 10 or more traveler. They can be reserved well in advance and often cancelled with no penalty. This allows you to provide a full cost to your participant famlies well in advance of the trip. Also, if there are any delays or cancellations, your participants will typically be rebooked together. Never put non refundable deposits on flights unless you have non refundable depeosits from your students. Its important that group flights aren’t necessarily cheaper than an individually purchased ticket, but the advantages outweigh cost difference if there are any.
9. Can I Have My Students Fundraise to Pay For A Trip
There are ways to raise funds from bake sales and car washes to online crowdfunding and community events. Every group is different, so it’s important to decide what makes sense for your community.
That said, be realistic. Covering 100% of trip costs through fundraising is unlikely. Some students will be more motivated than others, and it can be challenging to keep things fair. One option is to make participation in two or three fundraisers mandatory and agree that all proceeds will be shared evenly. Funds can go toward reducing overall costs, providing spending money, or even making a group donation during the trip.
Finally, be mindful of your time. Successful fundraising often depends on having one or two energized parents who are willing to help lead the effort.
10. Whats The Best Student Tour Provider
Well… obviously Global Works! (Just kidding. Kind of.)
The truth is, there are a number of reputable student travel providers out there. The key is finding the one that matches your group’s needs, priorities, and values. Look for transparency in pricing, strong safety protocols, educational depth, and a track record of supporting school groups every step of the way.
At Global Works, we believe our mix of authentic cultural experiences, thoughtful service learning, and hands-on support makes us the right choice for many schools — but we always encourage teachers to ask questions and compare options.