Tips for Running a School Trip on a Budget

How to keep costs down without cutting corners on quality

Planning a school trip can be one of the most exciting parts of the school year. You know how much the children are going to enjoy the experience, and how much they are going to benefit from it educationally. But when budgets are tight and families are feeling the pressure of rising household costs, keeping the cost of your trip to a reasonable amount becomes essential if it is going to be able to go ahead. The good news? A well organised school trip doesn't need to break the bank.

Whether you are taking your class on a local day trip to a nearby museum or are planning something much more adventurous, such as an overseas expedition, we thought we would share some practical tips, many shared with us by your fellow teachers, for running a brilliant school trip on a manageable budget. And all without compromising safety, learning, or the children's enjoyment.

Start With the Basics

Be clear on your core objectives
Before choosing a location or activity, work out what you are trying to achieve. Every trip will have an educational goal. So decide whether your intended trip is about enhancing subject knowledge, Team-building, Cultural exposure, or something else. When your goals are clear, it is easier to target your spending and cut out any extras that do not serve the trip's key purpose.

Know your maximum budget early
Setting a realistic price point that most families can afford is vital. I know from my own child's school that we have had trip invites that almost make your eyes water, only to receive another email a month later saying that the trip is not going ahead due to lack of interest. Lack of interest quite often means you got the price point wrong. Once you know your budget, work backwards. Include everything from transport and entry fees to meals and insurance, and remember to factor in things like staff accommodation or supply cover if needed.

Choosing Cost-Effective Destinations

Stay local if you can
Sometimes it may well be worth travelling a good distance to meet your objective. But there is no rule that says a great school trip needs to be hours away. Think about what you have on your doorstep - from local museums, cultural venues, to farms, universities, or environmental centres. Often these places offer discounted school rates or even free access for educational groups, and those ever increasing travel costs can be kept to a minimum.

Use public transport where possible
The cost of hiring mini-buses or coaches to take your class to a venue adds up quickly. In cities or towns with good train or bus links, public transport is often cheaper and just as reliable, especially if you are prepared to be a bit more flexible with your timetable. In some regions, public transport may offer school group travel discounts too.

Compare providers
Use school trip comparison sites like PlanMySchoolTrip to find affordable, curriculum-aligned trip providers. Plenty will do their best work within your budget and create an itinerary that works for your school, without any hidden extras. A lot will offer deals and sometimes bursaries to help you realise your trip.

Smart Scheduling

Avoid peak seasons
Just like your family holiday, travel and accommodation costs rise significantly during peak travel months. For schools these tend to be during the summer term thanks to the perfect storm of warmer weather, post SATS and exams, and before school breaks up for the summer holidays. You will get a much better price, and more availability if you are able to book your school trip during what is sometimes referred to as the shoulder season, between low and high season. March and April or September and October.

Book early
Many providers offer discounts for early bookings, especially for larger groups. You are more likely to find your desired venue isn't already booked out with other schools if you plan far enough ahead. Quite often schools leave booking a trip until only a few weeks before they wish to go and then struggle to find somewhere suitable at such short notice. The lead time for booking school workshops is the shortest at typically a couple of months with day trips usually planned more like three or four months ahead. Another advantage of booking your school trip early is that it gives families time to spread any payment contributions over a greater period of time.

Consider shorter durations
One way to cut the cost of your next trip is instead of a week abroad, try a 3-day UK residential. Instead of a day trip with entry fees, think about a self-guided walk with curriculum-linked worksheets. Even a half-day visit can be hugely valuable with the right structure. You can often still get plenty of valuable educational content into a shorter period of time. If your students cannot afford a week long activity residential, you don't need to drop the idea altogether - there are always options and a shorter duration trip is a good way to reduce the cost.

Reducing Per-Student Costs

Offer payment plans
This is one you are probably doing already. Breaking costs down into monthly instalments can make even slightly more expensive trips feel manageable for families. There is a big difference between asking parents to hand over £1,500 for a ski trip and asking them to pay a couple of hundred each month.

Look into school or PTA subsidies
Check if your school offers hardship funds, Pupil Premium support, or PTA contributions for trips. Even small contributions can make a difference when multiplied across a class.

Planning Smart Around Extras

Bring packed lunches where allowed
Let me state the obvious - Food is not cheap. Opting for catering on a school trip can seriously push up the price. Often it is unavoidable but asking students to bring packed lunches (if allowed by the venue) or organising packed lunches through the school kitchen could really help to chop down the price.

Stick to core activities
It is easy to be tempted by add-ons: souvenir shops, extra workshops, guided extras. If a venue can boost their profits by asking you for a bit more money, they may well try. While some extras are worthwhile, find out exactly what is being offered and stick to activities that support your learning outcomes.

Share costs with other year groups
Can you run a joint trip with another class or year? Hiring a single coach for two groups, or booking a bigger accommodation block, often brings down the per-person cost. Most of the venues we work with do not just offer a single educational experience. You may be going to a stately home to learn about Victorian history, but perhaps they also offer a World War II experience. Running two trips at once is a good way to save money.

Managing Expectations and Communication

Be upfront with parents
Don't hide or underplay costs. Instead, explain clearly what is included, how payments can be made, and what efforts have been made to reduce the financial burden.

Be sensitive but inclusive
Encourage all students to take part. If you know there are financial barriers for some families, speak discreetly to offer support or explore funding options.

Avoid unnecessary extras for students
Ask parents not to give large amounts of spending money, and avoid destinations that push gift shops or paid add-ons. A great experience doesn't need to be commercialised.

Our Final Thoughts

You don't need a huge budget to run a successful, enriching school trip. What really matters is careful planning, clear educational value, and creating meaningful experiences for your students. With some creative thinking and good communication, even a basic budget can go a long way.No matter how grand or small scale your school trip, being cost-conscious doesn't mean you have to cut corners, it means making smart choices that work for everyone involved.Use the form below to explore affordable school trip options from trusted providers.