Planning a school trip? Here’s how to book flights for large groups

If you’ve ever tried to arrange a day trip to your local science centre, museum or geographical hotspot, then you’ll know how tricky it is to coordinate a classroom full of students, even just for one day.

Now imagine you’re trying to plan a trip abroad for several nights!

From budgets and permission slips to accommodation and food, it is a complex process, and perhaps most challenging of all, you have to book a large number of flights too.

This involves choosing the best time to travel, trying to get everyone on the same flight, ideally sitting together, and juggling any specific requirements such as allergies.

So, you’d be forgiven for finding it all a bit stressful. That’s why we’ve put together this handy guide. Here’s how to book flights for a large group of students, no matter where you’re going. 

Understand what qualifies as a group booking

First and foremost, it’s important to understand what qualifies as a group flight booking. Most airlines will define a group as 10 or more travellers flying together on the same route and dates.

So, if you’re planning a trip for a smaller, select number of students, perhaps a few travelling on a sports tour or reward trip, it can be easier to manage individual flights. But for bigger excursions or whole-class trips, group flight booking may be a necessity.

And booking as a group comes with special terms and benefits that you don’t get with individual bookings, such as more flexible payment options, more changes allowed, a dedicated group desk or support and coordinated itineraries.

Start planning as early as possible 

It’s so important to start planning as early as possible. Airlines typically release flight schedules around 11 months in advance, and group flight availability can fill up fast, especially during peak seasons, so it’s vital you don’t leave it too late.

For large school trips, we suggest you start researching flights at least nine months before departure, and if it’s an international trip, even earlier if possible.

This is because the earlier you start the process, the more options you’ll have available to you in terms of seat availability and better pricing. Plus, you’ll have more time to collect the necessary paperwork, such as passports and consent forms. 

Gather essential information early

As part of planning your trip early, you need to gather as much essential information as possible before you request quotes or start the booking process. This could include:

• An accurate passenger count (students, teachers, chaperones)

• Travel dates and flexibility

• Your destination airport

• Any special requirements (e.g., dietary restrictions, accessibility needs)

• Budget constraints

Even if you don’t have final names or numbers yet, having a good idea about group size and travel dates will allow you to get more accurate quotes and possibly even lock in initial seats.

Work with a Group Flight Consolidator

Booking each ticket individually through an airline’s website may be possible, but it’s rarely the best choice for large group bookings.

There are a number of reasons for this, the biggest being the logistics of booking 10+ people onto the same flight and getting everything correct, and another being that airlines often have special group fares that aren’t visible online.

This is where working with a group flight consolidator can make a huge difference. Group flight specialists like BTG Travel make it much easier to negotiate airfare deals for large groups, because they have established relationships with major airlines.

This enables them to secure fares that are lower than public prices or offer extra perks like free checked bags or seat assignments. And that’s not all, working with a flight consolidator also has the following benefits:

More flexible payment options 

Instead of paying the full fare upfront, flight consolidators can hold group reservations with a deposit, giving you time to finalise numbers and details. This is a lifesaver for schools that need to collect funds gradually. 

A simplified process

Managing dozens of flight bookings, tickets and itinerary changes can be chaotic. But a group flight specialist is there to handle all communications with the airline, including adjusting passenger details, managing changes or cancellations, and coordinating group check-ins and seats. 

Expert guidance

Flight consolidators act as your behind-the-scenes experts. They can offer you lots of helpful advice, such as recommending the best travel days to minimise costs or helping you with travel insurance options. They will also ensure your flight itinerary runs smoothly both there and back.

Providing peace of mind

If you’re unfortunate enough to experience flight disruptions like delays or cancellations, a consolidator can step in to assist with rebooking or rerouting the group. This will save you hours of stress at the airport, something you need when you’ve got a large group of students to manage.

(Find out how we helped a class of students when several members of the trip were told they would be offloaded from their flight back from Marrakech here.)

Need help booking group flights for your school trip? 

Booking group flights for a school trip doesn’t have to be overwhelming. If you start gathering information and planning early, you’ll give yourself the best chance of securing group seats at a great price.

Plus, working with a group flight consolidator like us means you can simplify logistics, reduce costs, and ensure a smooth, safe journey for everyone involved. To get started, get in touch with our talented team of flight specialists today.