How to Plan Your Next Class Trip with Global Educational Tours
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Whether you are a first timer or a veteran trip organizer, we invite you to join us at Global Educational Tours for planning your next class trip with your students.
If you are taking the time to read this guide, please call or email us at any time — our team is always nearby to answer your questions and help you build the perfect program.
Safety
Safety is part of our DNA. Whether traveling within the USA or abroad, we are available 24/7 with safety briefings, an emergency travel hotline, and safety bracelets for every student on tour.
Students First
It’s all about the students. We train our Tour Leaders to focus on making sure every student gets the most out of their educational travel experience.
Simplicity
We keep things as simple as possible. We can be reached by email at any time — and of course we still use the good old phone call.
Dedication & Personalized Service
Our founder has been organizing school trips for decades and still hits the road with the same passion and energy. Hundreds of thousands of teachers and students have traveled safely with us — and our goal is always to have you travel again.
Your 8-Step Planning Roadmap
What Is Your Class Trip Objective?
You’ve decided to plan a trip with your students, class, or school. Do you have specific objectives? Are there particular experiences you want your students to have?
Educational tours can be broadly organized into these categories:
- A year-end trip with a general cultural overview of the destination
- Academic focus
- Language immersion experience
- Performance, STEM, Arts & Theater
Determining your objectives will have a great impact on your travel program. We’ll help you customize your trip to give your students exactly the right experience!
Choosing the Destination
It may seem straightforward at first, but there are many options to consider. Distance is one important factor — the further you travel, the more time and cost involved.
Less than 400 miles
Motor coach travel is the ideal solution. You’re well within a 9-hour drive (with stops) and your driver will have ample service hours upon arrival.
Motor Coach Travel
Today’s motor coaches are safe, comfortable, and offer amenities well beyond DVD players — including AC power outlets and on-board WiFi. DOT rules allow 10 hours of driving, 15 hours of service, and at least 8 consecutive hours of rest.
Determine whether flying or driving is more efficient for your group trip based on FMCSA DOT rules and travel time.
Never forget essentials again — a customizable packing list tailored to your destination and trip duration.
More than 400 miles
Motor coach is still an option — most carriers will include a relief driver to stay within DOT rules. The cost is still very competitive compared to flying.
Flying / Airfare
When distance requires a flight, we always aim for direct flights and limit connections to one when necessary. We target early departures on Day 1 and later returns on the last day to maximize your time at the destination. Depending on your location, airfare typically ranges from the high $200s to the mid-to-high $500s and above, with seasonality playing a big role.
Overnight motor coach travel can save significantly on airfare — though it does mean sleeping on the coach. We can walk you through the tradeoffs.
Your Travel Dates
Travel dates affect flight availability, hotel pricing, and access to top attractions — especially during peak periods like April in Washington D.C. or Columbus Day Weekend in New York City.
- What are your preferred dates?
- Do you have alternate dates available?
- How long do you want the trip to be?
Your travel distance and objectives will also directly shape the program. For longer distances, Global Educational Tours has developed Ideal Itineraries — pre-designed programs that cover the most important sites and objectives efficiently.
Prepare your students with key questions to ask when meeting their senator or congressperson on a D.C. trip.
Off-peak travel dates mean easier access to popular sites and attractions — and often better pricing. We’ll help you find the best window.
School, Board & District Approval
In many cases, school or district approval is required before a trip can move forward. This step may come before or after the earlier planning stages depending on your institution’s process.
Some approvals require a formal pricing proposal before submission to the board, district, supervisor, or principal. You can also gauge initial parent interest with a simple interest form before the formal approval process begins.
Access the Parent Interest Form →
Getting early approval gives you more time to open the trip to students — which means more time for fundraising and better participation rates.
How Many Students Will Participate?
Student numbers are important because they directly impact per-person pricing as well as flight seat availability. Knowing your likely group size early helps us build a more accurate proposal.
Optimal pricing is achieved for groups of 48–50 paying students, with 4–6 complimentary teacher/chaperone spots included.
Selecting Teachers & Chaperones
This is a critical decision — chaperones must understand and align with the trip’s objectives and the ground rules for how the group will operate. Good chemistry and communication within the adult team makes a significant difference.
Should Parents Attend?
Deciding whether parents join the trip is part of the planning process. Involving them early can be a real asset — supportive parents can help promote the trip, assist with logistics, and boost overall confidence among families.
That said, parents who are not well-briefed on trip rules and structure can add complications. Choosing them carefully and communicating clearly is key.
The Parent Meeting
We’re happy to host a virtual parent information evening via Google Meet or Zoom. We love doing these — it lets us introduce the team, walk through the trip details, and answer the questions parents always have about how things will unfold.
We do a quick overview of the itinerary, the schedule, safety procedures, and the payment process. It makes a big difference in parent confidence and sign-up rates.
You’re Ready to Book & Travel!
Here’s exactly what to do to get your trip off the ground:
- Contact Global Educational Tours
- Share your trip objectives
- Provide your preferred travel dates
- Confirm your student numbers
- Confirm your complimentary teacher/chaperone count
- Confirm any paying adults or parents
- Choose a date for your parent meeting
- Receive and review your proposal — confirm travel dates, departure/return times, departure address, and whether airfare is included
- Verify that deposit and final payment dates are correct
- Agree to the proposal details once confirmed
- Review and accept the Terms & Conditions
You are now — Ready to GO! ✈️
We’ve developed several interactive tools to make educational trip planning easier and more engaging for students:
Engage students with our interactive scavenger hunt designed for educational trips to historic Old Québec.
Plan your perfect college campus visit with our comprehensive tour planner and essential questions checklist.
We’re constantly developing new tools to support educational travel planning. Check back soon!
Ready to start planning?
Our team is nearby and happy to help — whether you’re in the early stages or ready to get a proposal in hand.