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Booking Large Student Groups on Airlines

Sometimes it is not always crystal clear to student travel organizers such as teachers, school board members, and parents — what function or role an excellent student travel company can fulfill when taking a group to a destination. There are many roles that student travel consultants play in planning and executing a trip. In this blog, I will focus on one important aspect of student travel planning that takes up a great deal of time and even requires a financial commitment early on. Booking large student groups on major airlines to high traffic destinations is not an easy assignment. It takes an experienced student travel consultant to pre-plan this aspect of a trip.

The Student Travel Deposit for Airlines
There are several key requirements when making airline reservations for student travel. The most important is that a deposit of $50 per passenger must be paid in advance. If as many as 50 students attend, this deposit could be $2,500. The required deposit is held by the airline company until 30 days after the trip is completed.

How Does Educational Travel Consultants Assist Student Travel Partners?
Here is the part where a qualified educational travel consultant’s services are needed. Instead of billing the student travel group for this fee and reimbursing the group one month after the tour is complete, Educational Travel Consultants covers this deposit. Why? ETC does not see it as necessary to task students, parents and teachers to raise additional funds that will be repaid at a later date.

ETC’s decision to cover student deposits does tie up valuable company resources during the height of the busy student travel season. But ETC sees this as a trade off. We see this as just one more way we can serve student travel groups better, by stepping in and taking responsibility for the deposit to provide adequate advance reservations for groups booking airline passage. We realize it is a risk for airlines to book large groups, since numbers sometimes go up and down. Yet this deposit is not applied to other types of air travel. It still remains a mystery to me as to why it is strictly required for large student groups.

Serving Students, Teachers and Chaperones Better: Less Fundraising Needed

The most important thing is that our policy to cover the airline deposit serves the school, teachers, and students by allowing them more flexibility with their fund raising efforts. If student groups had to raise an additional $2,500 to fund a trip to Washington D.C. it would put increased stress on them during the busy school year. Educational trips are designed to enhance learning, not detract from it. By giving student groups and those who organize them a break, we help students and teachers who are busy during the school year to free up time for the important things like preparation, study, performance, and intramural sports. Students and teachers who travel with us have enough to do!

Leave the Student Travel Details to the Experts
At Educational Travel Consultants, it is our job to make the student travel experience easier, and more enjoyable. That’s why we encourage student groups to leave the details to us. Our student travel consultants work diligently behind the scenes to ensure that deposits and reservations are made in a timely manner, and that the best possible price for air travel is obtained. As many know, air travel, like any kind of travel, is most likely going to continue to increase in cost. There is not much that ETC or other student travel companies can do about this. Yet, we try our best to keep costs as low as possible so student groups can continue to travel to major destinations like New York City, Washington D.C., and Orlando.

Always work with a qualified student travel expert, such as Educational Travel Consultants, when you want to avoid headaches and unexpected costs. In order for a student trip to go smoothly advance planning and follow-up is necessary. Make sure you have a student travel expert on your side. Request more information by emailing info@educationaltravelconsultants.com or request a quote for your upcoming student travel trip by filling out a brief online inquiry form.