Travel hacks for student groups: Get more for your flight budget

Travel can be one of the most beneficial educational experiences you can offer to your students. The trouble is, it often comes with a key challenge: fundraising, grants or sticking to tight budgets.

No matter what kind of experience you’re planning, whether it’s a study trip, cultural exchange, sporting event or just a big adventure, getting the most out of your budget can make all the difference, particularly when it comes to booking group flights.

The good news is, through strategic planning and a few clever hacks, you can stretch your money further, allowing for more experiences and activities when you reach your destination. So, here’s how to get more from your group flight budget. 

1. Find that early booking sweet spot 

As we know, the price of flights fluctuates constantly, and while last-minute deals do exist, they’re rarely reliable for large groups. And let’s face it, when you’re booking a school trip, you don't want to leave anything to chance or the last minute.

​The sweet spot is to book group flights six to 9-11 months in advance. This allows you to lock in your group seats at a reasonable price without overpaying by booking a year in advance.

​There are also lots of airlines that will offer group booking discounts (usually for 10 or more passengers) when you book far enough in advance. This not only provides you with lower fares but can even give you more flexibility when it comes to making payments. 

2. Fly on ‘student-friendly’ days

There are some days and times of day that are cheaper to fly, and if you can be flexible about your travel times, you could see significant savings. For example, aim for mid-week departures (Tuesdays and Wednesdays) or select flights that depart very early or late.

Students, whether taking time out of lessons or going during the school break, are less likely to have strict schedules to adhere to. Therefore, flying at more unsociable but still ‘student friendly’ times can cut costs.

​It’s also a good idea to avoid peak travel seasons like Christmas, New Year, and yes, the summer holidays if you can. Of course, this may not be possible if your trip requires it, but off-peak travel can save hundreds collectively if possible. 

3. Maximise your baggage allowance

Baggage fees can quickly add up and make the overall cost of your group flights much higher. That’s why it’s vital you maximise your baggage allowance. To do this, you can encourage your students to pack light, taking hand luggage only and sharing essentials where possible.

You could also be more selective about the airlines that you fly with based on their baggage policies, provided this doesn't increase the cost of your seats, of course.

​Not only this, but some airlines allow students to check an extra baggage item for free, especially on long-haul flights. That’s why it’s important that you always ask when booking, as these perks aren’t always advertised.

4. Leverage points or rewards

If your school, college or university has a dedicated student travel credit card or loyalty membership scheme, make sure all flights are booked under that account.

This is because all points earned through student travel can then be redeemed for future trips, on upgrades or even free tickets. Some programs will even allow points to be pooled, letting the whole group benefit.

5. Think about where you fly from 

Depending on where you’re based, you might be able to save money on flights by flying from a smaller airport, for example, flying from Bournemouth instead of London.​

Not only this, but when choosing your destination, consider flying into a less-popular nearby city and taking a bus or train to your final destination. This can help you save money on flights, for instance, flying into Brussels instead of Paris and then driving or taking public transport.

​Similarly, you should consider layovers or indirect flights for long haul travel. While this may add hours to your trip, it often slashes the price of tickets. If you plan wisely, a layover can even become a mini sightseeing stop and educational experience for your students. 

6. Work with a group flight specialist 

Finally, one of the most effective ways to save money on your group flights is to work with a group flight consolidator like BTG Travel Management. As specialists in the field, we work hard to build strong, long-lasting relationships with the top airlines, in order to secure the very best airfares for your school, college or university.

By working closely with a group flight specialist, it not only becomes easier to book your educational trip (as they handle the logistics), but you can also bag the best seats for the best possible price, saving money on your group flights.

​If you’d like to know more about how we can help you plan your next student travel experience, get in touch with our friendly team today.