If you are planning a trip for a group of students, whether it is in the U.S. or abroad, there will be challenges to deal with. From booking transportation and flights to finding suitable accommodations, there’s a lot of details to absorb. If you have never done this before, these few tips might help you.

Choosing A Partner

When you are choosing a tour operator to help you get everything booked, make sure you opt for one that will consider the safety aspects of so many young people traveling together. You need a firm that will work with you to take a lot of the stress of the arrangements away from your shoulders. You need one that will be able to book the flights, the accommodation, and maybe some of the trips and tours you want the students to take part in. If you’re planning overseas travel, you could start by looking at the site of Holidays Hub. Another resource you can download is our whitepaper, Know Your ABCs when Choosing a Tour Operator.

Pack Lightly

It is very easy to pack far too many things for a vacation, so instruct the students to pack lightly. Less luggage will be easier for them and you to deal with.

However, it is important that as well as clothes, any students who need medication have it with them. You do not want to be having to try and source medicines in another country.


Hold meetings early and often to discuss the trip and encourage their parents to attend. If anyone has any concerns or ideas, they can be all sorted through before you take off. It is also a good idea to send newsletters as things progress. Most parents and students will have an email address and contacting them this way is great for letting them know as the arrangements develop into something more concrete.

Adult To Student Ratio

Ensure there are enough adult chaperones going with you. The number needed relates directly to how many students are going, but there should never be less than two adults per group. If the trip is mixed gender, there should be at least one adult for each sex. If there is a problem and some cannot make the trip, it is advisable to have someone else ready to step in and take their place.

You may well need help if a student is taken ill, injured, or gets upset, but adults will also be able to assist generally with controlling the way the students move around logistically and any behavior problems.


Generally, students respond well to responsibility, so don’t be afraid to put one of them in charge of something. Simple things like making sure everyone is up for breakfast or are all ready for a trip can take some of the worry away from you. Of course, you need to keep an eye on whatever you have made them responsible for and ensure there are checks and balances in the system.

Taking a group of students on a trip, whether it is educational or a fun reward, is a challenging prospect, but also one that can be very enjoyable for your students and yourself as well.