Cultural trips
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School Trip Application Made Easy: How to Secure Funding!
Planning a school trip is exciting, but financing it is often a challenge. Did you know that there are many ways to get support for your school trip application? From government grants to foundations – we show you how to minimise costs and enable all students to participate. Learn more in our contact section.
The topic, briefly and concisely
A successful application for a class trip requires careful preparation, obtaining quotes, and a detailed cost analysis to transparently present the financial burden to the parents.
Use various funding options, such as the education package, foundations, and the parents' council, to increase participation rates and offer all students the opportunity for a class trip. By tapping into these resources, the participation rate can be increased by up to 20%.
Pay attention to risk management, safety, and compliance with the legal frameworks to ensure a successful and memorable school trip. The educational support and social skills of the students will be sustainably enhanced as a result.
Learn how to optimally prepare the application for your school trip, what funding opportunities are available, and how to overcome financial hurdles. Find out more now!
School trips are a vital part of education. They promote social interaction, broaden horizons, and create unforgettable experiences. However, participation often fails due to financial barriers. Here, you will learn how to optimally prepare the application for a school trip and what funding options are available.
This article provides you with a comprehensive guide to mastering the application process. We show you which legal foundations and guidelines need to be observed, how to secure financing, and which aspects of risk management are important. Our aim is to equip you with all the necessary information and tools to ensure your school trip is a complete success.
At GoTuro, we understand the importance of school trips and are happy to assist you with planning and organisation. Our special offers for school trips are tailored to the needs of students and teachers. We help you create unforgettable experiences without breaking the budget.
Understanding the Legal Foundations for School Trips
The organisation and implementation of school trips are subject to certain legal foundations and guidelines, which can vary depending on the federal state. It's important to be aware of these to correctly manage the application process and avoid potential issues. Below, we provide an overview of the most important regulations in Lower Saxony, Berlin, and Brandenburg.
Lower Saxony: The circular decree of the Ministry of Culture dated 01.01.2023 (SVBl. p. 9) forms the legal basis for school trips. It stipulates that school trips must serve educational objectives and should not have a tourist focus. Additionally, schools are obliged to involve parents in the planning at an early stage and to keep the financial burden on families as low as possible.
Berlin: The Education Package offers financial support for pupils from low-income families. There are specific forms for applying for grants for school trips: the application for one-day school excursions and the application for the subsequent reimbursement of costs for multi-day school trips and one-day school excursions. The information sheets on the Education Package contain detailed information on the application procedures.
Brandenburg: In Brandenburg, school trips are considered school events and are subject to the corresponding administrative regulations. Schools are required to prepare a school trip programme before the start of the school year, which lays out the principles for conducting school trips. The approval of the school trip is granted by the headteacher.
Application process for school trips: Step by step
The application process for school trips may seem complex, but with the right preparation and the necessary information, it is manageable. Here, we explain the individual steps in detail, from preparing the application to the necessary documents, submission, and approval.
Preparation of the application
Careful preparation is essential for a successful application. In Brandenburg, schools initially create a school trips programme that sets out the framework for all school trips. Regardless of the state, you should obtain offers early and create a detailed cost analysis. This serves as the basis for the financial plan and helps to transparently present costs to parents.
At GoTuro, we are happy to assist you with planning your school trip. We offer a wide range of destinations and activities tailored to the needs and budget of school classes. Our experts help you find the right accommodation, organise transport, and put together a varied programme.
Necessary documents and forms
Which documents and forms are required depends on the respective regulations of the state and the school. Income certificates are usually required, especially if you want to apply for a grant from the parents' council or a foundation (as is the case at the Fraunhofer School). For the education package in Berlin, there are special application forms that can be downloaded online.
Submission and approval
Application submission is usually done through the school. In Lower Saxony, the school administration portal is used for the approval and billing of school trips. In Brandenburg, approval is granted by the head teacher. It is important to observe the deadlines for submitting applications to ensure that the school trip is approved in time.
Funding school trips: How to secure a subsidy
The funding of a school trip poses a challenge for many families. Fortunately, there are various ways to obtain financial support. Here, we present the most important options, from education grants to foundations and parental advisory boards.
Education Grant
The education grant is a government benefit for children and adolescents from low-income families. Eligible families are those receiving welfare (SGB II) or basic security benefits (SGB XII). The education grant covers the costs of school trips and excursions. You can obtain the application forms from your school or online.
Foundations and Support Associations
There are numerous foundations and support associations that offer financial support for school trips. The Schörghuber Foundation and the Social Department are two examples mentioned by the Fraunhofer School. Check with your school or online for further funding opportunities. Important: Apply for grants early, as processing times may vary.
Parental Advisory Board
The parental advisory board can provide a subsidy for the cost of the school trip in certain cases. This is usually applicable when all other funding options have been exhausted. The application process varies from school to school. Inquire at the school office for the necessary documents and procedure.
School Budget and Own Resources
The school can grant a travel cost refund within its budget. However, this is usually only possible to a limited extent. Therefore, it is important to also plan for own resources and, if necessary, organise fundraising events or sponsored runs.
Reducing costs: How to keep the class trip affordable
A transparent cost plan is crucial to keep the financial burden on parents as low as possible. Before submitting the application, you should discuss the costs with the students and parents and jointly look for ways to reduce them. Avoiding unreasonable financial burdens should be a top priority.
Alternatives for Cost Reduction
There are several ways to lower the costs of a class trip. One option is to choose affordable destinations. Instead of a long-distance trip, you could choose a destination closer to home. Shortening the duration of the trip can also reduce costs. Pay attention to special offers and group discounts when booking accommodations and transport.
Dealing with Cancellation Costs and Travel Insurance
There is always the chance that a student may not be able to participate in the class trip at short notice. In this case, cancellation costs arise, which must be borne by the parents. To protect against these costs, it is advisable to take out cancellation insurance. This covers the costs if the trip has to be cancelled for unforeseen reasons. In Lower Saxony, the parents' obligation to cover cancellation costs is emphasised if no insurance applies.
At GoTuro, we offer flexible booking conditions and cancellation insurance so that you are not left with costs in the event of a cancellation. Our experts are happy to advise you on the various options and help you find the right insurance for your class trip.
Safety First: Risk Management on School Trips
Apart from financial planning, risk management is also a crucial aspect of organising a school trip. The safety of the pupils is the top priority. Here, you will learn which risks to consider and how to minimise them.
Transport
The transport of pupils to and from the destination involves various risks. When choosing the mode of transport, you should prefer public transport or buses from transport companies, as they are generally safer than private cars. Ensure that supervision is maintained throughout the entire journey.
Pandemic-related Risks
The coronavirus pandemic has shown that pandemic-related risks must also be taken into account when planning school trips. It is important to weigh the risk of infection against the educational benefits and to develop appropriate hygiene measures and emergency plans. Stay informed about the current regulations and recommendations from health authorities.
Supervisors
The number of accompanying persons should be tailored to the group size and the specific needs of the pupils. The supervisors must have the necessary qualifications and experience to ensure the safety of the pupils. They should be trained in first aid and able to react appropriately in an emergency. In Lower Saxony, the number of accompanying persons must be justified by the circumstances of the trip.
Special aspects: Memorials, inclusion, and data protection
When planning a school trip, there are some special aspects and special cases to consider. These include visiting memorial sites, inclusion of students with disabilities, and data protection.
Visiting Memorial Sites
Visiting memorial sites can be a valuable addition to history lessons. In 2016, there were special funding opportunities in Brandenburg for trips to memorial sites related to National Socialism. Check with your school or the relevant authorities for current programmes.
Inclusion and Participation
It is important to consider the needs of all students, particularly those with disabilities. Ensure that the destinations and activities are accessible to everyone and that the necessary support and care are provided. Participation of all students should be a priority.
Data Protection
When handling personal data of students and parents, it is essential to observe data protection. The Fraunhofer School emphasises the confidential handling of personal data. Obtain consent from the individuals concerned before collecting or sharing data.
Successful Application: Checklist for Your School Trip
To ensure that your application for a school trip is successful, we have put together a checklist for you:
Completeness of documents: Ensure that all required documents and forms are fully and correctly completed.
Adherence to deadlines: Pay attention to the application submission deadlines and submit the application on time.
Communication with school and parents: Keep the school and parents informed and respond to questions promptly.
With this checklist, you are well prepared to master the application process successfully. We wish you every success in planning and conducting your school trip!
School trips: Securing educational opportunities for the future
More useful links
The Bildungsportal Niedersachsen provides information on the legal framework for school trips in Lower Saxony.
Berlin.de provides details about the education package and financial support for students from low-income families in Berlin.
MBJS Brandenburg offers information and guidelines on school and class trips in Brandenburg.
FAQ
Who can apply for financial support for a school trip?
Families receiving social assistance (SGB II) or basic security (SGB XII) are entitled to benefits from the Education Package. Other needy families can also apply for support. Important: Check with your school for the specific application procedures.
Which costs are covered by the Education Package?
The Education Package covers the costs for school trips and excursions. This generally includes the costs for accommodation, meals, transport, and any admission fees.
How do I best prepare the application for a school trip?
Gather offers early and create a detailed cost analysis. Determine which documents and forms are needed (income proof, Education Package application forms, etc.). Note the application deadlines.
Where can I get the application forms for the Education Package?
You can normally obtain the application forms from your school or online on the websites of the relevant authorities (e.g., the Senate Department for Education, Youth and Family in Berlin).
What role does the parents' council play in funding school trips?
The parents' council can sometimes provide a subsidy for the costs of the school trip. This is usually the case when other funding options have been exhausted. The application process varies from school to school.
What should be considered in terms of risk management when planning a school trip?
Ensure the safety of the students. Prefer public transport or buses from transport companies. Consider pandemic-related risks and develop suitable hygiene measures and emergency plans. Ensure there are enough supervisors available.
What are the legal foundations for school trips?
The legal foundations for school trips vary by federal state. Find out about the relevant administrative regulations and decrees (e.g., the circular decree of the MK in Lower Saxony). School trips must serve educational purposes.
How can I reduce the cost of a school trip?
Choose cost-effective destinations, shorten the duration of the trip, and look out for special offers and group discounts. Discuss the costs with students and parents and explore ways to reduce expenses together.
