Travel Blog

September 23, 2022

SCHOOL TRAVEL GUIDE PART 4: Review your Itinerary and make necessary changes

Last week, we explained to you the best way to draft an itinerary and obtain a quote. Now it’s time to compare quotes, review the itinerary and make necessary changes. This step can take seconds in some cases, but it can also be a very time consuming process, depending on several factors. You might stumble across some issues involving the timing, local festivities, availability at schools (if you include home stay) and other factors like school holidays in the visiting country. One of your destinations might have a fair or festival on at the time you’re planning on going, which means that hotel rates are higher and the city is much busier than usual. Or the school you want to visit might be on school holidays at the same time, making a home stay problematic. Also, you might want to have a closer look at the hotels and see if they are suitable for your group.

It would not be surprising if your first quote comes in higher than your budget. If this is the case, there are several ways to reduce the price per person.

TIPS TO REDUCE THE PRICE:

  • Reduce the total number of days
  • Re-arrange your itinerary with a shorter period in the more expensive cities
  • Opt-in for a hotel just outside the city centre
  • Compare airlines
  • Include a few days of home stay for language students (if applicable)
  • You can even work with your budget from the beginning. If you think your students can afford to pay a maximum of X amount of money, give that figure to your tour consultant. You can still chop and change until you ask the students to pay deposits.

GOOD TO KNOW ABOUT QUOTES:

  • Airlines publish their fares around 11 months in advance
  • Prices usually cannot be held (or only for a short period), unless deposits have been received
  • If numbers fall below quoted number of students, the rates may change and the tour may need to be re-costed
  • Plan to have your parents meeting around 1 year prior to departure. This way, you have the rates confirmed and give parents enough time to pay for the trip.

In the next part, we will walk you through step 5: Present your itinerary and tour cost to the school’s leadership board. For more information, feel free to download our FREE 23-page Ultimate Guide to Planning a Successful Overseas School Tour.

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