The arguments for running such events are well-rehearsed. However, you are aware that asking teachers to take on the organisation and responsibility of time out of the classroom is a burden.

A way to maximise the potential of a school trip while reducing this organisational responsibility is by working with a school tour operator. These operators are specialists in providing all you would need in the school trip, from transport to accommodation to resources to bring the area to life. While a DIY school trip might save money over the long term, there are ways to make sure your tour operator is value for money.

Let’s look at some ways for getting the most from your tour operator and increasing their value for money for your children.

Be prepared to negotiate

Most teachers are not natural business people. When taking on managerial responsibilities, they are usually stepping outside their comfort zone. However, when dealing with a tour operator, it is essential to see this as a transaction where there is room for negotiation. When you approach the operator, they will offer you a quotation for your requested package, which you should see as a starting point. The operator makes a profit based on margins, and often these margins are flexible.

First, you should get quotations from multiple operators. When asking for a price, you should ask for a breakdown of how this figure was calculated. This information will give you the basis from where to begin negotiations, as it will let you know where there is visible room for movement. Then, contact the company with the confidence that you know there are lower prices available but that you believe they could offer the complete service you need – use this as a starting point to ask for a discounted price.

Whole-school approach

While primary schools tend to work as a whole organisation, secondary schools are split into departments. Geography departments will likely be organising field trips separate to the PE department who could be organising outbound adventures and your MFL team looking for trips abroad.

A more cohesive approach to school trips could save you money. When you find your perfect tour operator, you might want to book everything through this one provider. By selecting this Preferred Supplier, you are in a much stronger negotiating position. You should be able to ask for extensive discounts.

Remember, when working with a school tour operator, it is a business that is subject to the ups and downs of school budgets, as are you. Therefore, the certainty of a loyal customer is a much-prized asset for such a company. You have a powerful position from which to leverage a significantly better deal for your children.

Question the insurance

Most tour operators will include insurance as standard in their package. Some operators will even send an initial quotation with enhanced protection attached at a relatively high premium. There are two questions to ask here:

1. Does the tour operator’s insurance cover anything more than your school insurance? If the answer is no, then you can negotiate a lower price without this insurance.
2. Does the operator offer levels of insurance cover? In short, is there a lesser package that is sufficient for your needs but will cost a lot less.

While insurance is a necessity for any trip outside of the classroom, it is an area that is prone to over-pricing and confusing benefits. Questioning the coverage is probably one of the best ways to eke out some value from your tour operator.

Leverage resources and expertise

You may love to be in control of your trips and so avoid what you perceive will be a fixed itinerary from a tour operator. While there is room for negotiation in any plan, you might want to recognise the operators’ knowledge of the area and what is possible. If you talk to your organiser, they will be able to provide advice on the activities and locations that will meet your learning objectives and outcomes. The expertise of this travel professional will help you to extract the most value out of the experience and so providing much higher value for money.

When you approach your tour operators, you should, therefore, be clear on what you want to achieve with the school trip.  Make these objectives clear in your brief to the company and allow them to offer something that suits these needs. The best tour operators will be able to shape a bespoke package that fulfils a range of academic and pastoral outcomes. If your operator holds the LOtC Quality Badge, then they will have resources that help them tailor the trip to your specified educational outcomes. There is no need to settle for something off-the-shelf.

The tour operator may also have taken the initiative to put together resources, workbooks, or other educational material to supplement the experience. Imagine the time and money saved if they were able to offer these tools for learning. Furthermore, it is highly likely that they have videos, posters, standard letters that can be used to promote the trip with students and parents. Some operators even provide specialist salespeople who can offer a professional presentation of the details of the opportunity.

The essential takeaway

Working with a school tour operator will appear expensive, and you might be tempted to do the organising yourself. However, operators work within margins, and there is room for movement in the price and what you can get. If you do your preparation and research, you should be able to negotiate a package that offers genuine value for money.