What factors should you consider when booking group flights for students?
Planning flights for student group travel can be complex, with multiple factors to consider, including cost, safety, timing and airline policies. Below, we outline the key considerations when choosing group flights for your school, college or university students, to help every teacher, organiser or travel coordinator make informed decisions at every stage.
Because let’s face it, if you’re planning a big school or college trip, university excursion or educational sports tour this year, you’re likely facing a big task right now. There’s a lot to think about, and organising flights for a large group of students can be one of the most challenging aspects of your travel planning.
What you need to consider
Unlike individual bookings, group travel requires more thoughtful coordination, foresight, and an understanding of how airlines manage these larger bookings. Some of the key factors you need to consider include:
How early you start planning
Your group size and airline policies
Travel dates and flexibility
Baggage allowances and extra costs
Seating arrangements and special requests
Payment plans
Unexpected changes
Thinking about the process for group flight bookings early on can save you time, reduce stress, and result in cost savings and a smoother travel experience for everyone involved. With that in mind, here’s a more detailed explanation of what you need to think about when choosing group flights for your students.
1. How early you start planning
As we’ve briefly mentioned, one of the most important considerations when booking flights for a larger group of students is timing and how early you start the process.
Airlines typically release flight schedules and group availability between 11-12 months before departure, and seats for groups can fill up fast, especially during peak seasons. By starting your research nine to 12 months in advance, you will maximise your chances of securing the best routes for the best price. Plus, you’re more likely to ensure you can keep the entire group together on the same flights.
Waiting too long to start the planning and booking process often means higher costs, limited seat availability, and greater difficulty handling any special requests, such as seating arrangements or accessibility needs.
Planning early also gives you more time to arrange payment schedules and communicate information and requirements to airlines, students and parents.
2. The size of your group and airline policies
Before you contact your chosen flight consolidator or group travel agency, it’s important that you know what size your group of students will be (as best you can). For one thing, having the best possible idea of how many students are travelling will make planning your whole trip much easier and require fewer changes further down the line.
What’s more, understanding group size is vital because airlines may differ on what they determine to be a group. That being said, most airlines define a group booking as 10 or more passengers on the same flights. Having 10 or more students within one booking can unlock group rates and benefits that aren’t available through standard individual bookings.
3. Travel dates and flexibility
Flexibility with travel dates is another key factor to consider when securing the best group flights for your students. For example, flying mid-week, typically Tuesday or Wednesday, often results in cheaper seats when compared to peak weekend dates.
Not only this, but avoiding peak travel times, such as big public holidays like Bank Holiday weekends or school breaks, can greatly reduce costs and logistical headaches. If your trip allows, consider travelling outside of busy travel windows. Even just a day or two either side of peak travel times can make all the difference to pricing and seat availability.
4. Baggage allowances and extra costs
It’s so important to know that a flight ticket doesn’t always include everything you might expect, especially if you’re flying with budget airlines, where extras like larger carry-on or checked baggage often come with additional fees.
For student travel, baggage policies can make a real difference, particularly if your students need extra luggage for sports equipment, uniforms or educational materials. So always check and compare baggage allowances across airlines and communicate these details clearly to parents and students ahead of time.
If you’re working with a group flight specialist, they will be able to advise on what is included in the price of your ticket and the most cost-effective baggage solutions for your group.
5. Seating arrangements and special requests
Ensuring students are seated together and near supervising staff is crucial for the safety and comfort of everyone on the trip. While some airlines automatically assign seats to their passengers, many require that seat allocations for groups be requested in advance, and for budget airlines, this may even come at an additional cost.
So, if you want to keep your group together and make getting on and off the plane less stressful, you need to organise seating allocations as early as possible. It’s also essential to communicate any special needs to the airline early on. This might include:
Accessibility requirements
Dietary needs for long-haul flights
Allergies
Seating arrangements for chaperones
Providing these details to your group flight specialist or travel agent early on allows them to pass this information to the chosen airline. This maximises the chances of the airline being able to accommodate all of your group’s needs.
6. Payment plans
Group flight bookings often come with different payment policies, and this is something you need to understand before booking your flights. Some carriers require an initial deposit to hold the seats, with the final balance due closer to departure. Others may offer payment plans that help spread out the cost for students and families throughout the year.
Choosing to work with a group travel agent or flight consolidator like BTG Travel can make this consideration easier. They’ll be able to explain payment plans and find the best, tailored solution for your group.
You’ll also benefit from expert guidance on navigating these payment terms, ensuring you choose a plan that works for your group and avoids penalties for missing deadlines.
7. Unexpected changes
Even the most carefully thought-out and orchestrated plans can hit bumps along the way, and you need to make sure you’re prepared for this. Flight delays, cancellations or schedule changes can affect large student groups more significantly than individual travellers.
That’s why it’s smart to consider working with the very best in the industry, as they can offer their support. It’s also crucial to have a contingency plan in place before departure. This should include:
Travel insurance
Local emergency contact numbers
Alternative routes
Back-up modes of transport or accommodation
Choosing flights that offer flexible change policies or working with group flight specialists who can manage disruptions on your behalf can also reduce stress and ensure a seamless trip, even if something changes at the last minute.
For example, if you partner with BTG Travel, you’ll have 24/7 support and access to your dedicated advisor. No matter when or where, they’ll be able to tackle any delays or disruptions to your group flight schedule and get your trip back on track as fast as possible.
Are you ready to start planning your student trip?
Successfully booking flights for student group travel requires thoughtful planning, early action, and clear communication at every stage.
From understanding airline group policies and managing payment plans to considering baggage allowances and special requirements, every step plays a part in creating a seamless travel experience for your students.
With the right preparation and the expert support of a group travel specialist like BTG Travel, you can ensure your next student trip is memorable for all the right reasons. So, if you’re almost ready to book your group flights, get in touch today to find out how our talented team can help.