Cultural trips
School trips
plan a school trip
Planning a school trip made easy: The ultimate guide for teachers & parents!
Planning a school trip can be overwhelming. From budgeting to selecting the right activities, there's a lot to consider. But don't worry! This guide will help you simplify the process and create an unforgettable experience for your students. Need individual support? Contact us for personal consultation.
The topic, briefly and concisely
Advance and meticulous planning is crucial for a successful school trip, as it saves time and optimises the budget. This ensures securing the best deals and acquiring all necessary approvals in a timely manner.
The inclusion of students in planning and considering their interests increases motivation and engagement. A varied program with age-appropriate activities ensures lasting memories and a high educational value.
The safety of students is of utmost priority. By gathering emergency information, securing necessary insurance, and establishing clear codes of conduct, a safe and unforgettable travel experience is ensured. Optimised planning can reduce planning effort by up to 25%.
Discover the best tips and tricks for an unforgettable school trip! Checklists, funding options, and the ideal destination – everything you need to know for a successful class trip.
Organising a school trip can be challenging, but with the right planning, it becomes an unforgettable experience for both students and teachers. Careful preparation is essential to ensure that the trip runs smoothly and meets the educational objectives. At GoTuro, we assist you in designing a class trip that is both educational and entertaining. We take into account your individual wishes and needs to enable a customised trip.
Why is early planning so important? Timely planning allows you to secure the best accommodations and transport. Additionally, you have sufficient time to obtain all necessary approvals and meet deadlines. This is particularly important as many schools have specific guidelines and requirements that must be considered. Alpetour, for example, has over 60 years of experience in the planning and organisation of school trips and provides planning aids in the form of downloadable documents that can be individually tailored.
Another important aspect is adapting the trip to the curriculum and the interests of the students. By integrating thematic content and age-appropriate activities, the trip becomes a valuable learning experience outside the classroom. This ensures that the school trip is not only fun but also offers lasting educational value. The Schulfahrt.de website emphasises the need to tailor the class trip to specific age groups and to use differentiated checklists.
Cost Control: Optimising Budgeting and Funding
Financial planning is a crucial factor in organising a school trip. Early budgeting helps to keep costs in check and avoid unexpected expenses. We recommend setting a cost limit early on and providing parents with a clear breakdown of costs. This builds trust and allows parents to financially prepare for the trip. Klassenreisen Feisinger recommends giving parents a detailed cost overview and offering various payment options.
There are various ways to reduce the costs of a school trip. In addition to parental contributions, fundraising activities such as flea markets, school fairs, and donation drives can be organised. These activities not only enhance class cohesion but also help to boost the travel fund. Furthermore, you should explore government grants and subsidies. In some cases, family allowances or support from social services can be utilised. Fit4Ref.de emphasises the importance of exploring various funding options, including support from the school's support association.
For school trips to Berlin from Year 9 onwards, for instance, grants can be applied for through participation in Bundestag information events. It is advisable to find out early about these opportunities and to submit the relevant applications. Careful financial planning and making use of all available funding aids ensure that the school trip becomes affordable for all students. We are happy to assist you with financial planning and help you find the best funding options.
Find the ideal destination: Uniting school policies and student interests
Choosing the right destination is a crucial step in planning a school trip. You should consider both the school guidelines and the interests of the students. It is important to select a destination that fits the curriculum while also offering exciting and age-appropriate activities. For younger students, local destinations that are easily accessible and allow parents to get involved quickly if needed are often suitable. Older students, on the other hand, benefit from international destinations that relate to the curriculum and provide new cultural experiences. Fit4Ref.de recommends aligning the destination not just with the budget but also with the curriculum.
When selecting the destination, you should also consider the means of transport. Depending on the distance, group size, and travel dates, options include bus, train, or self-travel. Klühspies, for example, offers a 'bus combo' option for smaller groups to optimize costs. It is advisable to reserve seats early and take advantage of group offers. Additionally, you should weigh the pros and cons of different modes of transport. For instance, a train journey can be more relaxing than a bus ride, while self-travel offers more flexibility. Klühspies provides various transport options, including a bus combo for smaller groups.
We at GoTuro help you find the ideal destination for your school trip. We take into account your individual wishes and requirements and support you in selecting suitable means of transport. We place great emphasis on safe and comfortable travel, ensuring your students can start their adventure relaxed and well-prepared. Our expertise in travel planning enables us to suggest the best options for your school trip.
Varied program design: Age-appropriate activities for lasting memories
A successful school trip is characterised by a varied programme design. It is important to find a balance between structured activities and free time to meet the diverse needs of the students. The activities should be age-appropriate and align with the interests of the students. This way, you can ensure that the school trip is not only educational but also entertaining. We recommend involving the students actively in the planning and considering their wishes and ideas. This promotes the students' motivation and engagement and helps ensure that the trip becomes an unforgettable experience.
In the programme design, special needs should also be considered. Find out in advance about the students' dietary requirements and allergies and inform the accommodation accordingly. Additionally, you should ensure that all activities are safe and comply with applicable regulations. It is advisable to conduct a risk analysis in advance and take appropriate measures to minimise potential hazards. Klassenreisen Feisinger emphasises the importance of considering dietary requirements and allergies in advance.
We at GoTuro assist you in the programme design of your school trip. We help you select age-appropriate activities that align with the students' interests while providing educational value. We place great emphasis on a safe and varied design, so your students have an unforgettable time. Our travel experts are at your disposal with advice and assistance to implement your individual wishes and ideas.
Plan ahead: Secure permits and fully inform parents
The organisational aspects are an important part of school trip planning. It is crucial to obtain all necessary permissions early, both from the school administration and from parents. Allocate enough time for this process, as it can vary depending on the school and destination. Early planning allows you to meet all deadlines and ensure the trip is smoothly approved. Fit4Ref.de advises starting planning early as multiple permissions are required.
Communication with parents is another key aspect. Inform parents early and comprehensively about all the trip details, including transport, accommodation, costs, and activities. An information evening and a detailed parent letter are proven methods to answer all questions and address concerns. Additionally, you should obtain consent forms covering participation, cost acceptance, allergies, and students' medical conditions. Klassenreisen Feisinger recommends obtaining written consent forms from parents confirming cost acceptance and participation in specific activities.
To stay organised, we recommend using checklists and templates. These help you cover all aspects of school trip planning and ensure nothing is overlooked. There are numerous online resources to assist you in creating customised checklists. We at GoTuro are happy to provide you with our checklists and templates to facilitate your planning. With our support, organising your school trip becomes child’s play.
Ensuring safety: Keep an eye on emergency information and insurance
The safety of students is the top priority when planning a school trip. It is essential to take all necessary precautions to minimise potential risks and to be able to act quickly and effectively in an emergency. Gather all important emergency information, including the contact details of parents and doctors. Ensure this information is available throughout the trip. Additionally, you should assemble a comprehensive first aid kit containing all necessary medications and bandages. Klassenreisen Feisinger emphasises the need to assemble a comprehensive first aid kit and establish clear rules of conduct.
Set clear behavioural rules and consequences before the trip. Ensure that all students know and understand these rules. This contributes to creating a respectful and safe environment. Furthermore, you should inform the students about potential dangers and show them how to behave in emergency situations. It is advisable to conduct a risk analysis in advance and take appropriate measures to minimise potential dangers. Klühspies points out that for self-organised trips, insurance cover only applies to services booked through Klühspies.
Taking out necessary insurance is essential. This includes travel cancellation insurance, liability insurance, and international health insurance. This insurance protects you from unforeseen costs in the event of illness, accident, or other emergencies. We at GoTuro are happy to advise you on choosing the right insurance and help you find the best offers. With our support, you can be sure that your students are optimally protected during the school trip.
Follow-up optimized: documentation, reflection, and transparent financial reports
The follow-up to a school trip is just as important as the planning and execution. It offers the opportunity to reflect on the trip, document learning experiences, and present the results transparently. Plan in advance how the trip should be documented. Assign responsibilities for photos, videos, and written reports. This documentation serves as a memory for the students and a foundation for future school trips. Klassenreisen Feisinger recommends establishing documentation responsibilities before the trip.
Conduct a reflection session with the students after the trip. Give them the opportunity to share their experiences and learning insights. This reflection helps students process what they have experienced and integrate the insights gained into their everyday lives. Additionally, you receive valuable feedback for future school trips. Prepare a detailed financial report for the parents and the school. Present all income and expenses transparently and inform parents of any potential refunds. Klassenreisen Feisinger emphasizes the importance of a detailed financial report for all parties involved.
We at GoTuro support you in the follow-up of your school trip. We assist you in documenting the trip, conducting a reflection session with the students, and creating a transparent financial report. With our support, you can be sure that your school trip leaves a lasting impression and makes a valuable contribution to your students' development. Our expertise in travel planning enables us to provide you with the best tips and tricks for successful follow-up.
Professional providers: Make use of expertise and planning aids for stress-free organisation
The organisation of a school trip can be time-consuming and challenging. Therefore, it might be wise to seek assistance from professional providers. These providers have years of experience and expertise in school trips and can assist you with all aspects of planning and execution. Alpetour, Klühspies, and S-E-T are examples of such providers that can offer you professional support. S-E-T positions itself as the market leader for school trips to England and provides an active approach to learning and cultural immersion.
These providers also offer downloadable materials and templates to simplify planning. This includes checklists, participant lists, and argumentation aids. These documents can be individually tailored to help you stay organized. Alpetour provides planning aids in the form of downloadable documents that can be customised. S-E-T offers school trips for 2025 and is already accepting reservations for 2026, highlighting the need for early planning.
Key Benefits of Professional Support
Here are some of the key benefits you'll gain:
Time-saving: Professional providers take on many tasks that you would otherwise have to handle yourself.
Expertise: You benefit from the providers' extensive experience and know-how.
Safety: The providers ensure the trip is carried out safely and smoothly.
We at GoTuro work with selected partners to provide you with professional support in planning your school trip. We help you find the right provider and compare the best offers. With our support, you can be confident that your school trip will be a resounding success. Our ideas for school excursions can provide initial inspiration.
Planning an unforgettable school trip: GoTuro supports you from A to Z
More useful links
Alpetour offers planning aids in the form of downloadable documents, which can be customised to facilitate the organisation of school trips.
Kultusministerkonferenz (KMK) provides recommendations and guidelines for organising and conducting school trips, ensuring a safe and educationally valuable journey.
S-E-T positions itself as a market leader for school trips to England, offering an active approach to learning and cultural immersion.
FAQ
Why is early planning for a school trip so important?
Early planning allows you to secure the best offers for accommodation and transport. It also provides enough time to obtain all necessary approvals and tailor the trip perfectly to the curriculum.
What role does involving students in the planning play?
Involving students in the planning enhances their motivation and engagement. Considering their wishes and ideas makes the trip an unforgettable experience with high educational value.
How can you reduce the costs of a school trip?
In addition to parental contributions, you can organize fundraising activities such as flea markets or donation campaigns. You should also look into government funding and grants to make the trip affordable for everyone.
What destinations are particularly suitable for school trips?
The choice of destination should align with the curriculum and the interests of the students. For younger students, local destinations are often suitable, while older students can benefit from international destinations related to the curriculum.
How important is safety on a school trip?
The safety of students is of utmost priority. It is important to take all necessary precautions, gather emergency information, and inform students about rules of conduct and potential hazards.
What insurance is necessary for a school trip?
Essential are cancellation insurance, liability insurance, and overseas health insurance to protect against unforeseen costs in the event of illness, accident, or other emergencies.
How do you create a varied programme?
A successful school trip features a balance between structured activities and free time. Activities should be age-appropriate and match the interests of the students, ensuring they are both educational and entertaining.
Why is the follow-up of a school trip important?
The follow-up offers the opportunity to reflect on the trip, document learning experiences, and present the outcomes transparently. A reflection session with the students helps process the experience and gather valuable feedback for future trips.
