How to organise your school trip with Voyager School Travel
Whether you're the seasoned veteran who runs the same Paris trip every year or it's your first time ever organising a school trip abroad, it can seem a daunting process for anyone. So we've broken down the main stages to help you understand how you'll be taken care of along the way by our expert team.
1. Get a bespoke quote
Find the perfect trip for your group and submit a quote request to our educational travel experts. We'll ask you about your learning objectives, group size, budget and preferred dates. Using our destination and subject expertise we will suggest an educational itinerary and tour price to suit your requirements.
✅ Transparent quotes We only quote for trips we know we can deliver. Our proposals are based on named accommodation and transport so you know exactly what the trip will entail from the outset. Read how our transparent quotes prevent any last-minute surprises.
2. Make a provisional booking
Like what you see? Secure your chosen dates with a no-obligation provisional booking. Your accommodation and transport options will be reserved at this stage so that we can act swiftly once things are confirmed at your end.
✅ Reservation assurance We will only propose a trip where there is availability on your chosen dates. This means you can proceed with the confidence that the details in your paperwork will be honoured, with no late changes or cancellations.
3. Promote your school trip to parents and pupils
Now it's time to get students signed up and collect deposits. The number of students who take up your trip can affect the final price, so we are here to help generate interest with posters, presentations and parent letter templates.
4. Confirm your booking
Your booking is confirmed as soon as we receive your holding deposit. Your trip will then be assigned to a member of our tour coordination team who is a specialist in your specific trip destination. It's the job of your tour coordinator to confirm the finer details of your itinerary.
✅ No surprises The price you see is the price you get. We won't jeopardise your trust by presenting a seemingly low price only to request additional funds later down the line.
5. Pay for the trip
You will need to send us your group's second deposit eight weeks after the holding deposit. The final balance is normally due twelve weeks before the trip departs.
The amount of deposit we require will vary depending on the destination and type of trip. Read the full terms and conditions of your Voyager School Travel booking.
6. Finalise the details
Your dedicated trip co-ordinator will confirm the logistics of your trip and will send you a detailed final itinerary and your travel documents.
In the meantime, visit our Safety and Risk Assessments page to access the information you need to complete a risk assessment for your trip and to review our Safety Management system and insurance documentation.
7. Start packing!
All that’s left is to start packing – and we’ll even send you packing lists for students. While on your trip, support will be available from a member of our team on our 24/7 emergency helpline.
Related school trip planning resources
- Our Customer Commitment - transparent quotes, reservation assurance and no surprises
- We've got you covered - our school trip insurance explained
- All the safety management documents you need to complete your school trip risk assessment
- Visit our Frequently Asked Questions page for more information about the booking process
- Click here to read the full terms and conditions of your booking.
