7 Common School Trip Planning Mistakes (And How to Avoid Them)

Every year, teachers organise school trips that help students connect what they learn in class to the real world. But with everything else on your plate, including lesson planning and paperwork, it's easy to miss important details. Those little slip-ups can quickly turn into last-minute stress.

In this blog, we'll cover seven common school trip planning mistakes that often get overlooked, along with simple tips to help you avoid them on your next trip.

Leaving Sign-Offs and Forms Too Late

This mistake often gets overlooked because you’re juggling paperwork not just for the school trip but for plenty of other things too. Leaving sign-offs and forms until the last minute causes stress, not just for you, but for parents as well, and everything piles up or falls apart when delays happen.

How to avoid it:

Sign-offs and parental consent should be your top priority before you start planning the detailed itinerary. If you can, set a reminder on your phone and stick a note on your desk to keep it front of mind.

Don’t worry about the details right now; just make sure you get those sign-offs and consent forms sorted first. After that, you can easily focus on planning the itinerary.

Squeezing Too Much into the Itinerary

You spend a lot of time researching spots where your students can really enjoy themselves and connect with what they’ve been learning in class. If you’re looking for fresh ideas to avoid overloading the day, there are plenty of creative trip ideas for schools that can help you plan activities that are exciting but manageable.

The important thing to remember is how the day will actually flow and how your students will experience the activities while learning. When you over-plan, not only will you stress yourself out, but you might also be disappointed if things don’t go as expected.

How to avoid it:

Choose the most important activities that really connect with your learning goals. Add a few alternative options or keep your plan flexible, so if anything comes up, you have a backup. Include breaks and extra time for things to avoid the trip feeling rushed. Remember, it’s better to do less and do it well than cram too much in and lose the fun.

Not Double-Checking What’s Included in the Quote

It’s easy to feel swamped when you start getting quotes from different providers. Maybe you’re juggling emails, brochures, and phone calls—and it’s all starting to blur together. You think, “This one looks good, that one too,” but mixing up details or missing the fine print is surprisingly common.

If you don’t handle this carefully, unexpected costs or last-minute headaches could catch you out.

How to avoid it:

Take your time to review each quote carefully and write down any questions that come to mind. A simple spreadsheet can help you compare details.

When you're looking over a quote, check on a few key things:

• Will meals be covered, or do they come at an extra cost?
• Is the accommodation confirmed, or just pencilled in for now?
• What type of insurance is part of the package, if any?
• Should you expect additional costs for things like local taxes or security deposits?
• Which activities and excursions come with the price?
• Is the price based on a specified number of passengers? Will it change if the numbers do?
• Are all the visits, attractions and excursions included?
• Are there enough free places included for teaching staff?

Giving Students the Plan, but Not the Expectations

It’s easy to just hand out the itinerary and think students will figure out what to do. If you don’t take time to explain how students should behave, especially around local customs and rules, things can go wrong during the trip. This is especially important on school trips abroad, where different countries have different expectations and traditions that students need to respect.

How to avoid it:

Before you go, have a relaxed chat with your students about what’s coming up and what behaviour you expect from them. If possible, give them a simple printed list of key rules or customs they can keep with them. That way, everyone’s clear on what’s expected and things run more smoothly.

Sending Info Too Late for Parents to Plan

Parents have a lot going on too—they’re working, managing their own schedules, and looking after the family. When trip plans reach parents late, it’s harder for them to organise everything, from payments to what their child will need.

It’s normal for parents to have last-minute questions, especially when it comes to trips like school trips to Europe that need more planning.

The key to a successful trip is booking and confirming the arrangements as far in advance as possible. The nature of the trip will affect this, but typically 6-18 months is ideal to allow everyone plenty of time. The more notice parents have, the more likely they are to allow their kids to go, making the trip more accessible to all.

How to avoid it:

Try to send parents the key details well ahead of time, including:

1. Payment deadlines and schedules
2. A simple rundown of the itinerary
3. Packing lists and any special gear their child might need
4. Contact info for emergencies or questions
5. Reminders about behaviour and safety
6. Exact travel and meeting times

Getting this info out early helps everyone stay organised and keeps last-minute stress at bay.

Skipping SEND or Medical Prep

This part of planning a school trip is really important. When the needs of students with extra support or medical conditions aren’t fully considered, it can lead to unnecessary worries for you, the students, and their families. Being ready means those students can take part confidently and safely.

How to avoid it:

Get in touch with whoever looks after students with extra needs at your school as soon as you can. Gather any medical details and sort out care plans or medication schedules well ahead of the trip. Keep parents updated so everyone knows what support will be there.

Reusing the same itinerary for a totally different group

Every group of students is unique, and what works for one might not fit another. Instead of simply recycling an old itinerary, think of each trip as a chance to tailor something fresh. This helps you focus on why school trips are important—making sure the experience truly connects with your current students and their learning.

Sometimes all it takes is swapping out a couple of activities or slowing the pace down a bit. Maybe even try a new route or add a surprise that gets everyone excited. The key is making the trip feel like it’s planned just for this group, not just a copy of the last one.

How to avoid it:

Get to know your students before you start planning. Have a quick chat or a simple survey, or ask about what worked well on past trips. Don’t be afraid to change things up or tweak the plan as you go along. When the trip fits your group, everyone gets more out of it.

How Interschool Travel Helps Make the Whole Process Easier

We know planning a school trip can feel like a lot, and sometimes it’s hard to know where to start. That’s where we come in. We take the time to really listen to what your school needs, and we build a trip that fits your subject, your students, and your timetable.

Here’s what you can expect from us:

• We work with you to plan an itinerary that actually suits what you're teaching and what your students enjoy – it's your trip!
• At the quoting stage, if you need to explore alternative dates or activities, just let us know and we'll take care of it.
• We include a tour leader on every trip. That's an experienced member of our team who sticks with you all the way, handling the logistics so you don't have to stress and can concentrate on teaching.
• We make sure your group stays in safe, comfortable places, and comprehensive travel insurance is always included.
• These trips aren't just about ticking sights off a list—they get students involved with hands-on learning.
• We include free places for staff because we know you need support too.

If you want your next school trip to be as stress-free as possible and packed with great learning, just get in touch. We’ll take care of the planning, so you can focus on the experience.