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September 10th, 2018

How To Plan and Coordinate a Student Trip

Dance Events Blogger

Whether it is your first or your tenth time traveling with a student group, it is always good to have some tips and tricks up your sleeve. With World Class Vacations, we can take the stress out of planning and organizing by providing you with a detailed itinerary and a knowledgeable staff. Read below to learn some planning strategies from the student travel experts!


  • After you sign up, the best thing to do is plan fundraisers throughout the year to help you raise money for your trip. Explain the fundraising regulations to your students and check with your principal on other fundraisers you might be able to do for your school.


  • Plan a parent/student meeting with the information given to you about your trip. This can help gauge interest and get tough questions out of the way.
  • Put together a PowerPoint or hand out flyers to help move along your meeting. Include details such as what the itinerary might look like, price, travel details, etc. 


  • Sometimes life happens and it gets in the way of our plans. Recommend to your students and parents that travel insurance can be purchase. 
  • For additional information on purchasing travel insurance please contact our office.


  • It is important to stay organized when you are planning a trip. Keep a list of students interested, track their money fundraised, and stick to the deposit schedule. 
  • Making a set schedule can help you stay on track for deposit dates, last day to make changes, etc. 

Note: If your school only cuts checks on a certain day, be aware of these dates as well as what you need to provide your Business Office from the vendor. Understanding the rules of your Business Office can help you stay organized when payments are due.  

Have Fun!

  • Coordinating a student trip can be a lot of fun! Your students can create new friendships, and you can give them hands-on learning outside of the classroom. Check out our Cook Around The World or Dance The World Events to help give your students a once-in-a-lifetime experience! For those dance students interested in competing at the most magical place on earth, check out World Dance Competition – experience a dance competition like no other. 

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