10 Tips for planning a school trip or sports tour

Whether you're a first time party leader or an old-hat, there are some pitfalls to be avoided when planning a tour. Here are the Energy Travel 10 tips to planning a trip abroad.

10 Tips for planning a school trip or sports tour

Energy Travel is a new company specialising in Ski and Sports tours for schools, clubs and groups. We may be new, but our staff have years of experience helping groups to go away on successful tours across the globe. We’ve picked up a few tips along the way, so whether you are a first time party leader or just want to check that you’ve thought of everything, here is our 10-step guide to things that you might want to consider when planning a trip away:

  1. Timing – check your school calendar

If this is a new trip or a one-off, make sure it doesn’t clash with an existing trip. Does the Geography department always go away at Easter, does the ski trip happen every February? Healthy group sizes help with the price and the atmosphere on tour so try and find an empty week of the calendar.

  1. Avoid exams periods?

If you want older children to go away then the tour might have to happen away from exam study periods. Summer and Autumn are perfect times of the year away from exams. If you are looking for a tour in the Spring then perhaps aim this at younger age groups.

  1. Get permission first

It may sound obvious but planning a trip takes time and effort. We’re hear to support you from planning until departure but it’s best to get the all-clear before you begin. If you need to present options to the Head Teacher or Head of Department in order to get the sign-off, contact us and we can prepare a full presentation for you.

  1. Letter of interest vs sign-up letter

There’s no set path to follow when launching the tour. For first time or one-off tours, a letter of interest can work as a good barometer and keep some details vague whilst you test the water. Alternatively, a tour launch letter sent blindly, could fall flat. Just remember that people may say yes to the letter of interest but until they confirm their place with the payments of a deposit, they’re only theoretically coming on the trip.

  1. Payment plan

The great advantage of school trips is that you can plan them well in advance of departure. There’s usually a deposit payment to make at the start which is a set-fee but from then on, you can set up a payment plan that works for pupils and parents. Advertising a trip for £500 may sound daunting to some whereas £50 a month sound much more feasible. So long as it is clear to understand and doesn’t change.

Published: Friday 02 July 2021