6 mistakes schools make when booking group flights — and how to avoid them

Organising travel for students is exciting, but when the time comes to book your group flights, the process can quickly become stressful.

Between managing budgets, coordinating a class full of students and making safety your top priority, there are plenty of opportunities to make a mistake. 

And the real problem is, a single oversight could lead to unnecessary costs and logistical headaches for you and other members of staff. 

So, to help you plan a smooth, cost-effective and stress-free school trip, we’ve put together some of the most common mistakes you could make when booking group flights, and how to avoid them.

1. Waiting a little too long to book 

Too many schools will hold off on booking their group flights until the last possible minute. This could be in a bid to secure more funding, waiting for more students to confirm attendance or in the hopes of securing lower airfares. 

Unfortunately, group travel doesn’t work that way. The more popular a location or date becomes, the more the prices of flights will increase. Plus, the closer you get to the departure date, the more limited seating can become, making it harder to keep everyone on the same flight and seated together.

How to avoid this

The best thing you can do to avoid this is to start planning at least 12 to nine months in advance, wherever possible.

Airlines will often release their rates early, and booking sooner gives you more choice and flexibility. Even if your final headcount isn’t confirmed, you can often reserve a block of seats and adjust the final number later.

2. Trying to manage it alone (without the help of a group flight specialist)

Often, teachers or administrators try to take on the huge task of booking group flights all by themselves, usually in a bid to save time and money. However, coordinating a large number of students across airlines, schedules and policies can quickly become stressful.

How to avoid this

If you want to take the stress out of booking flights for your students, the best thing you can do is partner with a group flight specialist like BTG Travel. 

Flight consolidators are far more likely to secure you the best rates and negotiate flexible terms. Plus, we can handle last-minute changes, such as student numbers, needs and even names. 

This frees you and the other members of staff up to focus on what matters most, the educational experience and planning activities for your trip. 

3. Forgetting about peak seasons and exam calendars 

You might not think it’s possible as a teacher, but you’d be surprised how many get so focused on juggling travel plans that they forget about important exam periods, graduation dates or peak holiday seasons. 

This can lead to scheduling conflicts, higher airfares or students being unable to participate in the trip.

How to avoid this

By giving yourself more time to plan, carefully coordinating your school calendar and consulting parents about exam timetables or other student obligations, you can ensure as many students as possible can attend the trip. 

You’ll also be able to avoid peak times, like bank holidays, Christmas or Easter breaks, when fares are already at their highest. Traveling off-peak as much as you can often saves money and reduces airport stress. 

For example, leaving mid-week or at more unsociable hours might feel like you’re causing a problem, but in terms of budget and securing group seats, this can be a real help. 

4. Overlooking baggage policies

Different airlines, and even different routes, may offer different baggage allowances. Forgetting to check the baggage rules before booking your flights can leave students with surprise fees or not enough allowance for their belongings, including musical instruments, sports equipment or any other extra supplies you may need during the trip.

How to avoid this

Make sure to always confirm baggage policies for your group in advance, especially for checked luggage and larger items. You can then communicate these rules clearly to students and their parents so that everyone packs correctly and appropriately.

5. Failing to account for all student needs

It’s important to remember that students often have different requirements and this can impact your travel plans. From dietary requirements on long-haul flights to needing chaperones that are seated nearby, overlooking these needs can cause stress, discomfort and even delays during travel.

How to avoid this

When booking, make sure to provide the airline (or your group flight specialist) with all the relevant passenger details and special requirements as early as possible. 

This helps to ensure that seating plans are in place to keep students and staff together, and you can check in advance about meals, allergies and accessibility services, or any other extra assistance you may need with a group of younger travellers.

6. Not preparing for flight delays or cancellations

Finally, it’s not crazy to assume that flights will run smoothly and hopefully, that is the case. However, too many teachers or administrators don’t plan for disruptions when organising group flights and let’s face it, these are a reality of air travel. 

A cancelled or delayed flight can quickly turn into a stressful situation if there’s no contingency plan, especially when managing a large group of school children. 

How to avoid this

While you can’t stop delays or travel issues from happening, you can work closely with your airline or flight specialist ahead of time to understand what happens in these situations and the rebooking policies. 

This can help you to book flight times with enough layover buffers, especially on international trips. It’s also important that you always have emergency contact details, travel insurance documents and backup communication plans in place for students and their parents.

Better still, if you choose to partner with BTG Travel Management, you’ll be given a dedicated travel representative who is available 24/7, before, during and after your trip to assist with any issues.

They’ll be on hand to help with any delays or problems when travelling, just as they were the day this school travelling to Marrakech were told half the school trip would be offloaded from their flight and rebooked onto another. 

So, if you’d like to know more about how we can help you book your group flights and how we support and guide schools every step of the way, get in touch with our friendly team today.