Organising a school trip abroad can feel like a task, especially if you’ve never planned one before.
Don’t panic! We can help.
With over 30 years of experience, our specialists know what it takes to make your group trip planning hassle-free.
That’s why we’ve compiled a list of our top tips to help you plan the trip of a lifetime with ease and elevate you to “best teacher” status in no time.
If you’d like to learn more about Projects Abroad and our policies, principles, booking process, and much more, complete the form below, and we’ll send over our handy Teacher Handbook!
1. Start planning early
Get ahead of the game and begin planning early—let’s say 9-16 months in advance, at least. This gives you plenty of time to consider all of the essential details and, perhaps most importantly, allow payment plans to be set up for parents.
Many schools now extend the planning period to 18 months, offering monthly instalments to make these incredible experiences more accessible and affordable for families.
2. Choose the right provider
Travelling overseas with a student group can be daunting, but the process becomes easier when you have the right provider! Projects Abroad simplify the organisation process for you by:
- Providing recommendations to outline programmes that fit in with your school's goals
- Assist with the trip launch process as well as pre-departure preparations
- Assisting with flights
- Providing visa advice
- Completing a full risk assessment for each group trip
- Organising in-destination transportation, including airport transfers
- And much more!
Your choice of provider can significantly impact the planning and success of your trip. Here at Projects Abroad, we pride ourselves on our hassle-free approach.
Take a look at our reviews, accreditations, and awards to learn more about our commitments and standards!
3. Define your aims
Deciding why you want to travel is always a great place to start. What do you want your students to take from this experience? What impact would you like them to leave behind? Would you like your students to gain points towards their UCAS application? Speak to our Group Specialists about this to ensure your ideal itinerary reflects your desired outcomes!
4. Consider your budget
Planning in advance allows you to review your trip and discuss adjustments with us. Details such as your destination, programmes, trip length, accommodation, and weekend excursions can all be tailored to fit your budget. Speak to your Group Trip Specialist, and they’ll be happy to help you navigate your options!
5. Explore fundraising options
A school trip overseas costs more than a day at the local museum, so it’s important to leave enough time for fundraising, if necessary. Schools and colleges may also be entitled to support from the government’s Turing Scheme.
Connect with other educators whose students have successfully funded their entire expedition through a variety of creative fundraising efforts. Projects Abroad can introduce you to independent teachers who, though not affiliated with our organisation, have joined us on multiple trips and can share their valuable experiences.
Speak to one of our advisors to learn more about funding that might be available or to discuss our flexible payment plan. Both could help you to widen your participation on your next school trip abroad.
Having this knowledge on hand will really help when the time comes to present to your senior leadership team or answer questions from parents/guardians and students themselves.
Considering these options in advance will prepare you for conversations with both the Senior Leadership Team (SLT) and parents and guardians who may have questions about the process!
6. Develop a strong proposal
A strong proposal is the key to getting your trip approved by your senior leadership team. The more information you can provide from the get-go, the better! When travelling with Projects Abroad, we will provide the documentation you need to get your plan off the ground. We've got you covered, from a comprehensive proposal overview and engaging itineraries to thorough risk assessments and detailed teacher handbooks.
7. Get the parents on board
We love nothing more than sharing what we do and the impact our programmes make every day.
That’s why our Group Trip Specialists are always happy to speak directly to your students and their parents. Depending on your location, this can be delivered in person or online.
Our team can hold an information evening and pre-departure presentation outlining the trip details, from activities and accommodation to cost and what to pack!
We can also provide student testimonials from other schools who have taken part in one of our expeditions to share with parents or students.
8. Promote your programme
Creating hype around this once-in-a-lifetime opportunity is the key to getting students on the trip! Don’t hesitate to contact your Group Trip Specialist to request any promotional materials. Our team can create posters, flyers, social media content, or even a dedicated Projects Abroad webpage on request for you to share with students and their parents or guardians!
To receive our Teacher Handbook, complete the form below and we will send it to you via email.
Want to get started? Get in Touch!
If you need help planning your next trip, we can help! Contact us to discuss your requirements or to learn more about our programmes and destinations.
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