Away We Go Tours: How Early Planning Ensures a Better School Excursion

June 1, 2025

School excursions are more than just a break from the classroom—they’re opportunities to bring learning to life, spark curiosity, and create lasting memories for students. But the key to a smooth, enriching, and stress-free school trip lies in one crucial factor: early planning.

Whether you’ve been tasked with organising your school excursion or you’re working with a specialist school travel agency, starting the planning process well in advance has become essential. Locking in bookings and logistics ideally 24 months ahead can significantly improve the overall experience for students, staff, and parents.

Here’s how early preparation leads to a better school excursion.

Greater Availability and Choice

Popular destinations and educational programs fill up quickly, especially during peak school travel seasons. By booking early, schools have access to a wider range of options when it comes to accommodation, transportation, and activities. You’re far more likely to secure spots in advance at high-demand venues such as the Australian War Memorial and programs at Old Parliament House —many of which have strict capacity limits and limited session times.

Early planning also gives your travel consultants the flexibility to build a customised itinerary based on your group’s size, preferences, and learning objectives, rather than piecing together what’s left, resulting in mismatched scheduling.

Curriculum Alignment

One of the greatest benefits of early planning is the ability to integrate the excursion into the school curriculum. Teachers can tailor classroom lessons to align with the trip, using pre-excursion materials and resources provided by many educational programs. This approach helps students gain context and meaning from the experience, turning the excursion into a valuable learning extension rather than a standalone event.

Smarter Budgeting and Cost Management

Planning ahead allows schools to manage finances more effectively. With a longer lead time, schools can set realistic budgets, stagger payments, and launch fundraising initiatives if needed. Early bookings often come with cost advantages too, especially when it comes to flights, which are typically cheapest when purchased 11 months in advance. Waiting too long can result in higher prices and fewer options, sometimes costing hundreds more per student.

Manageable Timelines

Parents appreciate having ample notice for excursion costs, logistics, and any necessary documentation. Early planning allows time for collecting permission slips, medical forms, dietary requirements, and payments without the last-minute pressure. This also gives families peace of mind and time to prepare their child for the trip.

Perhaps the most important reason to plan early is that your consultant, teachers and coordinators can work through logistics at a manageable pace, allowing for thoughtful decision-making and risk assessments. By the time departure day arrives, the groundwork is done, and staff can focus on leading a safe, enjoyable, and engaging experience for students.

Need help planning your next excursion? Contact Away We Go Tours to request a quote or access our Advanced Booking Form. We’re here to help every step of the way—no sales pressure, just practical planning done right.

Contact Away We Go Tours today!

Testimonials

“AWGT were absolutely amazing! They organised a school trip from Sydney to Canberra and it was very well organised. A lot of communication went into making this trip run smoothly. Our consultant was pivotal in making this a successful trip, we will be using them again and recommend them to all!’ Tom – Year 6- Canberra 2025