International trips abroad with schools and clubs
What are the most important parts of planning a safe and fun overseas trip with schools and clubs? There is a saying “Travel is the only thing you buy that makes you richer.” One of the exciting things about school life and club membership is the opportunity to visit foreign destinations as a group. Traveling to new places allows a better understanding of people and cultures, broadening our horizons and pushing us out of our bubbles. Careful planning will make the trip a success for your students, their parents and your employer!
Key aspects of planning an overseas trip with schools and clubs
Schools choose their destination based on educational goals. Clubs may also make their choice depending on whether they're interested in exploring a destination’s history, natural landscapes or culture. From here on, there are several things to plan for, as explained further.
1. Outcomes
What do students gain from visiting the particular country? Will the trip be intellectually enriching, help students strengthen their physical skills, or develop their emotional and social skills? When kids benefit, so do their parents. Explain in clear terms the objectives and outcomes of the trip to gain parents’ endorsement and effect a change of heart in less willing guardians.
2. Costs
The time-frame for travel is important as it affects trip costs. Airfares are usually higher during a destination's peak season. While most hotels, resorts and hostels use dynamic pricing, some set room rates based on seasonality. You may be able to get cheaper airfare and accommodation during the destination's low or shoulder season. Also check if a flexible time-frame, such as starting a few weeks before the holidays and/or returning after the new term has begun, can help drive prices down.
3. Experience
Here again, your travel dates will come into play. While you may have a wish-list of attractions, check if you can cover all of them within your travel time-frame or if some fall outside of it, such as a famous local parade or festival. Avoid trying to cram too much into the trip as it can leave travellers exhausted and affect their enjoyment of places they were looking forward to seeing. If you're planning to use a travel agency, present them with the itinerary and depending on their feedback and quote, tweak your wishlist of must-visit attractions to strike a balance between trip experience and costs.
4. Communication
Notify parents of students and club members about trip details and costs at least four to six months before the trip. This allows ample time for arrangements and commitments. Those above 18 will also need trip cost details to prepare. Offer payment options—either through you or directly with the travel agency. Create a messaging group for parents and accompanying staff to share daily updates and important information.
5. Insurance
In the unfortunate event that a student falls severely ill or suffers an injury abroad, hospitalization costs will need to be paid out of pocket if the person doesn't have travel insurance. And if the country in question is Europe or the US, medical costs can be extremely high. Travel insurance protects trip-goers’ interests, and is even more important when medical evacuation becomes necessary during a visit to a volcano hazard or tsunami risk zone. Travel insurance also covers delays or interruptions in the trip, as well as lost, damaged or stolen luggage.
6. Safety
Avoid trips to high-crime cities on school outings. Prioritize child safety with these steps:
- Maintain a suitable adult-to-student ratio for effective oversight.
- Inform parents about staff qualifications and transportation details.
- Group students by age, temperament, and abilities.
- Ensure trip adults are trained in first aid.
- Background-check adults in contact with students.
- Plan for student fatigue and alternative routes.
- Assign responsible students to monitor classmates.
- For traveler safety:
- Keep backpacks in front to prevent theft.
- Stay in groups and return to designated meeting points.
- Carry passport copies and emergency contacts.
- Save trip leader and embassy numbers for emergencies.
- Provide staff with emergency action plans.
- Report incidents promptly to local authorities and inform parents.
- These tips provide initial guidance; create a comprehensive safety plan tailored to the destination's specific risks.
7. Payments
Expect to make cash transactions at various places you visit. Even though restaurants, museums, hotels and other businesses may accept credit card and digital payments, carry at least some local currency to be on the safe side and avoid the hassle of dealing with a cloned credit or debit card or of not being able to pay for essential items like snacks or emergency transport for your group.
8. Health
Children are more prone to illness while traveling internationally. Consider these key points:
- Advise students to undergo a medical checkup at least six weeks before travel.
- Ensure vaccinations align with the destination. For instance, yellow fever vaccine might be necessary in certain regions of sub-Saharan Africa and tropical South America.
- Tailor vaccinations based on prevalent illnesses in the destination. For instance, consider rabies vaccine for Vietnam, China, Brazil, Thailand, and the Philippines, Japanese encephalitis vaccine for Asia and the western Pacific, and the typhoid fever jab.
- Travelers with pre-existing conditions should carry prescriptions and a physician's letter detailing their medical condition and medications (both brand and generic names).
Summary
Planning well in advance of your trip abroad with students and club members goes a long way in elevating the overall travel experience. You can also avoid any legal problems that may potentially arise if anything goes awry on your foreign trip.