Here are 9 essential tips for keeping costs down when organizing your next educational trip for your students.
By Kagumu Staff
Choose your destination carefully
This may seem obvious but the cost of a trip will depend heavily on the destination you want to visit. Look for upcoming destinations that fall away from the main tourist track. These destinations will not only give your students a less touristy experience but you will doubtless get more bang for your buck. You have all heard of the term: tourist prices haven’t you? Well, this can double or even treble your overall costs.
Decide on the best time of year
if possible choose to travel outside of peak vacation times. In South America, for example, try to avoid Easter (semana santa) and the main vacation period from mid-December to mid-January. Prices will inflate during these peak weeks, adding to your costs or increasing travel operator prices. If in doubt, ask a local operator what time of year is best to travel
Book your flights wisely
If you are booking your own flights, check these tips out before you do:
If you are using a travel agent, make sure you book in advance and ask them for quotes for different days. You will be surprised how much the cost of a flight changes from one day to the next. Don’t be afraid of negotiating too. Even airlines are able to offer discounts!
Use a reliable local operator
it may sound counterintuitive to pay an operator to organize your trip. I mean, you can book everything yourself, right? Well, local operators are experts in their area. They will save you time and money and you’ll end up with a cheaper trip than if you organized it yourself. Here’s why:
Use a reliable local operator
The more students you can gather for the trip, the better. Local operators should offer group discounts as their costs will be reduced when more students join a trip. Kagumu offers discounts for groups of 10, 15, 20 plus students
Plan in advance
This may seem obvious but planning in advance will save you a lot of money. Firstly, local operators will be glad to organize a trip months, maybe even a year in advance as this gives them time to arrange discounts and book early and thus avoiding any inflated prices. Arranging a trip in advance will also give you the chance to find a good deal on flights.
Many colleges and universities already incorporate fundraising into their travel programs. This gives students a great opportunity of feeling the worth of their trip by contributing to the costs. It will also give them good fundraising skills that may be useful in the future. Encourage your students to have fun and creative with this. In the past we have seen students run around their town centre in a bear outfit, host a dance marathon and get family members to do facebook karaoke.
Be cheeky and ask for discounts
Don’t hesitate to ask your local operator for discounts and money-saving offers. In the past Kagumu Adventures has given early-bird discounts for colleges and universities that have booked well in advance. We have also offered discounts for large groups as stated above and we offer discounts for colleges and universities that return the following year. Kagumu also offers free faculty member places for groups of 10 and above. Remember, if you don’t ask, you don’t get.
Fancy organizing a trip for your students? Contact a Kagumu expert today.