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Planning is not an easy process, especially when it comes to organizing trips for students. It takes a lot of time and skills to cover all risks and make the trip exciting. We have collected some of the essential tips for organizing an educational trip for students in the article below. Use them to make the planning process plain and professional.
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Engage educational tour planning company
We recommend involving the tour operator no matter what is the scope of the trip you are going to plan. At least, get a consultation from a professional tour company, especially if you prepare such a trip for the first time. Some companies are authorized educational travel agents, so they would be glad to share their expertise and help you with the core points of planning. A travel agent could share some of the working ideas and answer all the questions you might have regarding the educational trip. Do not hesitate to contact professionals to avoid mistakes in the process of organizing a trip. It would economize you a lot of time.
Start preparation beforehand
Note that organizing trips take a lot of time and resources, so you require starting preparations in advance. Depending on the people count and schedule, you need to start planning an educational trip for students at least ten months before the date. Some trips require thinking over logistics, accommodation, schedule, excursions, etc. but assume fundraising activities as well. Moreover, we recommend you plan to have extra time for possible force majeure in the process of organizing. Pay attention that if students have to pay for trips partly or by themselves, early planning will allow them to prepare for spending and plan their budget.
Consider critical points of planning
The process of planning the educational trip for students would be much more effective if you would dedicate enough time to thinking over the basic steps. Some points are critical to plan as the result and outcome of the whole trip would depend on them. Among these points are:
- Receiving all necessary permissions from educational establishment administration. As a planner of the trip, you would require to get in touch with principals and get all the essential documents that allow planning the trip.
- Choose a destination. You would need to select the desired point to visit, as it is a core factor. Budget, schedule, duration, visas, logistics, etc., depend on this point.
- Decide on the team. You would require involving partners, supervisors, volunteers, etc. make a list of these authorities.
Write the schedule for participants
Prepare the insider documents that the organizers’ team will use and, in addition, create a schedule to spread among students. All people who participate in the tour must be aware of the standard plans, points, logistics, valuable contacts, etc. By making an extended plan and sending it to students previously, you as a planner would ease the process and avoid many questions. Take care to have both printed and online versions of the plan for the trip with you.
Prepare students for the trip
Students must be aware of the purposes and aims of the educational trip before they would join it. It would help if they got enough materials related to the trip to study within the thematic course. Some of the lessons that prevail during the trip must be dedicated to learning the area students will visit and investigate during the educational trip. All these activities would form the relevant expectations.
Be ready to face difficulties
As a trip planner, you need to be aware that from time to time, something could go wrong and not as you planned. Traveling means meeting new places, new people, and getting new experiences. You need to be flexible and prepare some extra ideas before as a plan B. Always have volume emergency kits with you, check the insurances, and have a list of valuable contacts to involve in case of need. The specifics of planning trips assume being prepared for everything but counting on the best.
We believe these tips for organizing the educational trip for students are helpful enough to understand the process of planning at its core. We recommend involving an experienced tour operator who could give you working advice and take responsibility for some planning activities. Always start planning educational trips and have some extra time for force majeure. Start the process by considering the critical points on the trip, including the destination. Have a detailed agenda for students who would join the trip and for the planners’ team. Prepare students for the journey in the lessons. Always be ready to change plans and face unexpected situations. Be proactive and flexible.