Planning a school trip creates memorable learning experiences for students, but it also requires careful coordination of many important details to ensure success. From student recruitment to risk assessments to making sure every parent feels confident and informed, the process can feel overwhelming without the right support and timing.
We encourage teachers to start planning their trips 12–24 months in advance whenever possible. Booking early not only reduces stress but also gives you and your students the best chance of securing your ideal itinerary, price, and experiences.
That’s why we’ve created a clear, step-by-step school trip planning timeline to guide you every step of the way.
If you’re just starting to plan now, don’t worry – there’s still plenty of time to create an unforgettable itinerary. That said, planning ahead brings real benefits, including:
- Greater choice and availability for accommodations, activities, and travel
- Flexible payment options
- Peace of mind knowing everything is organised well in advance
- Easier communication with students and parents, without last-minute pressure
While shorter timelines can work, starting earlier always makes the process easier. Even if your departure is less than a year away – don’t panic. We’ve successfully helped schools run unforgettable trips on tighter timelines. However, if you’re able to start earlier, here’s an overview of how the planning process typically unfolds:
12 Months Before Departure: Get the go-ahead
Now that you’ve got the green light, the first step is to confirm official approval from your school. You may need to put together a brief proposal highlighting the trip’s educational value and benefits for students.
11 Months Before: Contact us to start planning
This is where the real fun begins! Once you reach out to our team by form, phone, live chat, or email, we’ll work with you to create a personalised itinerary tailored to your subject area, year group, and budget. We’ll also walk you through what to expect and help you feel fully supported.
10.5 Months Before: Refine your itinerary
Want to switch out an activity? Need more time at a key museum? This is the moment to adjust and improve your trip plan. We’ll collaborate to make sure your itinerary works perfectly for your group, learning goals, and travel style.
10 Months Before: Time to recruit students
With a confirmed price and plan, you can now start promoting the trip to students and parents. We can provide promotional materials, posters, and info packs to help you generate interest and get sign-ups rolling.
7-12 Months Before: Collect deposits
Once you’ve gathered your group, it’s time to sign your booking contract and start collecting students deposits. You’ll be introduced to your dedicated Operations Officer, who’ll guide you through the logistics from this point forward. We’re here to keep things smooth and stress-free.
6.5 Months Before: First payment due
With deposits in hand, this is when the first payment is due. At this stage, the bookings team also require the gender split for room bookings, i.e. how many boys and girls. We’ll keep you on schedule and send gentle reminders so nothing gets missed.
3.5 Months Before: Begin collecting payments
This is a good time to remind parents about upcoming payments and keep the process on track. Clear communication helps ensure everyone stays informed and payments are made on time. At the same time, teachers can get on with their own preparations, such as collecting passports and allergy information, coordinating any class projects related to the trip, and uploading school-side risk assessments (which we provide).
3 Months Before: Parent presentation support
We can prepare a detailed, customized presentation for your parent information evening. It’ll cover the itinerary, safety protocols, packing tips, and FAQs – giving parents peace of mind and showing them how exciting the trip will be.
1 Month Before: Final details & final payment
This is the time for final questions, confirmation of dietary and medical needs, room lists, and any last-minute concerns. We’re available to help you check every box and make sure you feel confident and prepared.
Departure: Off you go!
We don’t disappear once you’re on your trip. We’re still here in the background, ready to assist with last-minute queries from you, your school, or parents. You’ll also have 24/7 emergency support throughout your trip.
Planning a school trip is a rewarding experience, and with our support handling the details, you can concentrate on creating memories your students will cherish. By following this timeline and working with us, you can focus on what matters most – delivering an inspiring, educational adventure – while we take care of the logistics.
Ready to start planning your next unforgettable school trip?
If you’d like to learn more about our tours, you can view a selection of our standard itineraries here. Alternatively, you can reach out to our team by form, phone, live chat, or email.
