How to organise group flights for international study tours
Organising group flights for international study tours requires early planning, a clear understanding of how group airfares work and the support of trusted flight specialists and travel partners. Having this means that schools, colleges and universities can avoid unnecessary stress and costs when booking group flights.
There’s no denying that travelling as a student has an impressive list of benefits, from strengthening transferable skills to experiencing new cultures, but it’s also true that logistically, it is far more challenging for teachers, administrators and faculty to arrange and implement than a local trip.
One of the biggest challenges of international travel is booking group flights for a large number of students.
However, with the right planning, processes and partners, it becomes much more manageable — maybe even enjoyable!
Whether you’re arranging travel for school, college or university students, careful coordination can reduce costs, minimise stress and ensure a smooth journey from take off to landing.
In this guide, we’ll walk you through the key steps involved in organising student group flights for international study tours, from initial planning to communicating flight details with students.
1. Plan early and get the basics in place
The first important step is to work out the key goals of your travel plans, for example:
Where are you flying to and from?
When would you like to go?
What days are best to fly for your group?
Roughly how many people will be going (including students and the correct number of chaperones)?
These basics become your foundation for every flight-related decision you make moving forward and help travel partners offer the most suitable options.
If you start finalising these details and planning your trip as early as possible, ideally no later than 6-9 months beforehand, you will have the best chance of securing seats at a good rate. If you can start planning even earlier (9-12 months ahead), that’s even better!
2. Know your group size and needs
A student group isn’t just a number; it’s a collection of individuals who may have varying needs. When you’re preparing to book group flights, it’s a good idea to gather as much information as possible upfront. For example:
Number of people going
Full names and DOB
Passport details
Dietary restrictions or mobility needs
Emergency contact details
Collecting accurate data early can make the booking process easier. That being said, if you use a group flight specialist, you’ll have more flexibility and typically a dedicated agent who will be able to help you make changes to passenger information at a later date if needed.
But, in order to get the process off to the smoothest start, find out the number of travellers in your student group so you can make sure you secure enough seats at the right price.
3. Understand how group fares work
Group airfares are different from booking individual tickets, and understanding how these work can make the process easier to navigate. Group fares typically:
Require a minimum number of passengers (usually 10 or more travellers)
Allow free name changes up to a certain deadline
Hold seats before final numbers are 100% confirmed
Offer more flexible payment terms
Understanding these terms can also be a huge help to ensure you get a payment plan in place and don’t come up against unexpected fees.
4. Choose the best travel partner
Booking student group flights directly through airlines can be limiting and time-consuming. Partnering with an experienced travel provider like BTG Travel Management has distinct advantages.
For one thing, you’ll get access to group flight discounts. Airlines often offer special rates for groups, but these aren’t always made available to the general public.
You’ll also get dedicated support, and your travel advisor will manage communications and administration with the airline on your behalf, making the process far less stressful for you.
So, when choosing a group flight specialist or any educational travel provider, there are several things you should look out for:
Experience with international student travel
Excellent reviews from past customers
Strong partnerships with big-name airlines or travel providers
A structured process for handling group bookings
A single point of contact and 24/7 emergency support
By doing some careful research, you can make sure you choose the best travel providers for your group flights and for every detail thereafter.
5. Consider the airport logistics
Booking the flights is only part of the journey. You also need to consider all the airport logistics that go along with it, for example:
Group check-in - How early you need to check in and whether the airport has a dedicated group check-in counter. Your travel partner will be able to give you information on this
Seat assignments - Working with a group flight specialist increases your chances of securing seats altogether (or as nearby as possible)
Baggage policies - It’s important to know weight limits, hand luggage rules and prohibited items before travelling. This also gives you the chance to pay for more baggage if needed, e.g if you’re going on a student sports tour and have to take equipment
6. Address special and legal requirements
It’s important that you don’t overlook any specific needs or information that might affect your flights and onward journey, for example, visa requirements, as some countries require transit visas even if you’re not leaving the airport.
You might also need to arrange wheelchair assistance, dietary meals, or medical accommodations with the airline ahead of time. Having these arrangements in place as early as possible reduces stress and ensures compliance with all regulations.
7. Communicate changes promptly
There are lots of reasons that you might need to tweak your international travel plans or make changes to student information or numbers. While flight consolidators offer greater flexibility, they still need time to make arrangements and speak with airline representatives if needed.
So, if you have to make changes, let your travel partner know as soon as possible. Prompt communication can help to increase confidence and reduce stress if adjustments are needed.
Are you ready to book your student group flights?
Organising group flights for international study tours can be a very rewarding process, but it calls for thoughtful coordination and expert support. By ensuring you plan early, understand your group's needs, communicate effectively and choose the right travel providers, you can create a seamless and memorable experience for every student.
If you’re looking for support booking student group travel this year, contact the expert team of flight specialists at BTG Travel Management. We’re here to make group travel as simple and stress-free as possible so you can sit back and enjoy the journey.