Keys for Planning a Seamless Student Trip

Group travel for students is an opportunity for young people to explore the world in a safe and structured way.

However, their curiosity and lack of experience can lead them into trouble when they’re away from home. Here are some tips organizers can use to make their next student travel trip seamless and stress-free.

Inform and Document

Make sure everyone has the right information to keep your trip on track.

• Use your cell phone to store pictures of receipts, ticket stubs, and accommodation records. This makes it easier to access and share with parents or other chaperones.
• A database app is helpful for accessing digital copies of your student’s emergency contact, medical, and food allergy information.
• You should also schedule a meeting with parents and students to discuss the details of overnight trips. Discuss expectations, review rules, and give parents a copy of your travel itinerary.

Keep records easily accessible to reduce communication problems that can stall your travel plans.

Packing and Moving

These tips address the logistics of moving groups of people and their stuff over long distances.

• Charter a private bus instead of relying on public transportation to reduce the chances of students going astray. As an example, a bus with a bathroom reduces time-delays and keeps student under the watchful eye of chaperones.
• Limit the amount of luggage each traveler can bring to ensure there’s enough room for everyone. Ask your bus company representative to help you calculate the dimensions and weight capacities.
• Finally, distribute a list with essential items to bring along on the trip. Make sure parents have plenty of time to obtain needed items.

These simple steps are a big help in making student trips successful.

Schedule Safety

Keep minors accountable and out of harm’s way with these tips.

• Schedule mandatory check-ins throughout your trip. To do this have students gather at a central location periodically that way you can ensure everyone is still following the program. Alternatively, chaperones can have their students text or send pictures to confirm their location.
• Also, assign travel buddies at the beginning of the trip. With groups of 2 or 3 students, it’s less likely that one will be tempted to break the rules or fall victim to an accident.
• One more idea, give students a written or digital copy of the itinerary. Include times to meet up, eat meals, curfew, and other relevant schedule points.

Student group travel doesn’t have to be stressful. With proper planning and clear documentation procedures, organizers can achieve the perfect educational experience for their students.