A month-by-month timeline, from the first idea to the day you leave
A great school trip starts 6 to 9 months before you travel. That gives you time to get approval, gives families time to register and pay in installments, and gets you the best choice of hotels.
Here is the timeline we recommend, step by step, from the first idea to the day you leave.
9 months before
Start with your curriculum and your students. US history points to Washington DC, Boston or Philadelphia, science to Orlando and Kennedy Space Center, the outdoors to the Smoky Mountains. Then pick your length: three days covers one city, five or six days lets you combine two. Our 8th grade trip ideas are a good place to start.
9 months before
Check your school or district’s rules for overnight trips before you announce anything. Most need a principal’s sign-off, and some need a board vote, which can take weeks.
8 months before
Ask us for a quote. Your proposal shows the itinerary, what is included, the price per student by room type and the payment plan. Every itinerary can be changed for your grade level, dates and budget.
8 months before
Once you sign the agreement, your trip is confirmed. We build your trip’s registration page and send you flyers and a parent letter to hand out.
7 to 8 months before
Walk families through the itinerary, the cost and the payment plan, and answer questions. This is when most families decide.
6 to 7 months before
Plan on 1 adult for every 10 students. Free places for trip leaders and chaperones are included, and you choose how many when we plan the trip together.
2 to 3 months before
Collect your school’s permission slips and medical forms, set behavior expectations with students and families, and prepare the rooming list with us. A trip needs at least 10 paid travelers.
2 weeks before
We send the final itinerary and a pre-departure letter with everything families need to know, including what to pack.
On the trip
A ClassTrip.com tour director travels with your group the whole way and handles the logistics, so you can focus on your students. You also have 24/7 travel emergency support.
For the details of how booking, payments and the trip itself work, see our Teacher’s Guide.
6 to 9 months before you travel. That leaves time for school approval and gives families time to register and pay in installments.
We usually recommend about 1 adult for every 10 students. Free places for trip leaders and chaperones are included, and the number is set when we plan your trip.
A trip needs at least 10 paid travelers.
We do. Families register and pay on your trip’s own registration page, by card, phone or check, and we handle every reservation.
Yes. Every itinerary can be changed for your grade level, your dates and your budget, or we can build a custom trip.
Tell us about your group and we will send an itinerary and a price per student.