• Joe Navarro

Best practices to get your student group trip approved.

Provide the passion and inspiration your students need with an educational student group trip.


So you may have heard of other schools or teachers being part of educational student group trips and you decided to check it out. Lots of questions go through your mind and you probably don't know where to start.


Don't worry, we are here to help.


Here are some best practices to get your student trip approved.

Ready? Let's get to it!

To start, you need to know that it takes time and effort to put a student group trip. So our recommendation is to start as early as possible, like at least 8-12 months early.

Because it takes some effort, be sure this is something you are willing to commit and have the time needed in order to make it real. You may do everything by yourself or you may save some time by consulting with a student travel counselor.

Although there will be some fun, it's not the main objective of your trip. There has to be an educational value for your students.

It will definitively help if it's a destination you really like and you know it will help with your curriculum. Others will notice your enthusiasm and this will make it easy for others to join.

Now I know what you are thinking. How much is it going to cost?

Well, that depends on several factors such as the number of students participating in the trip, the number of days your group is traveling, your destination and most important your trip components.

So you need to be realistic. Your trip must be within a price range of what you think can be achieved by your students and family members.

Students and their families must be interested, see an educational value and should be able to help.

OK, so you know you can count on all the above elements and decide to go ahead.

How about a little help from your fellow workers. First, get some answers to your questions. Whether you do your own research or you contact a student group travel counselor, it will help you in getting the support you need form fellow teachers.


You may encounter some negativism at first since everyone may not share your enthusiasm at first. Getting the support you need may seem daunting but it does not need to be.

The more teachers join your cause, the better your chance of getting the trip approved.


Define what part your fellow teachers will play. You will find some are interested in fundraising while others would enjoy more being a chaperone. Take all the help you can get.

Prior to presenting your travel idea to administrators, see if other teachers have had the experience of getting any school activity approved. This will get you a feel for the approval process and what it will take. If possible, complete any paperwork you need prior to your meeting.


Here is a list of what to bring to your meeting:


  • Travel dates. Pick at least three that do not interfere with other school activities.

  • Trip cost

  • Destinations

  • How will the trip be of value to the students?


After your administration approves the trip it's time to let the parents in on your plans. Announce it right away and get them involved. If possible, let parents know BEFORE telling your students.

You will need to present the trip to the Parent Teacher Organization (PTO) so that you get a larger group of parents on your side. The PTO will help you get the most participation from parents.


After your parent's meeting, don't forget to follow up.


Got questions? A student group travel counselor can help.


Good luck. Hope it helps.



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InteractiveStudies helps school teachers and youth group leaders make a profound difference in their students and take their teaching career to the next level.  We assist by providing educational programs and events outside the classroom that breaks out of the ordinary.  This allows teachers to provide hands-on experiences that expand horizons and inspire students to reach for their personal best.  

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