SchoolTripFinder.com Teacher Resource

How to Write a School Trip Brief That Providers Can Actually Quote

A quoteable brief gives providers enough certainty to price while leaving room for their expertise.

Give the commercial basics first

State passenger numbers, staff numbers, age range, departure point, dates or travel window, trip length and budget range. These details affect almost every element of the price.

Explain the purpose in plain English

Describe the learning goals and the kind of experience you want. For example: Year 10 marine biology with field research and conservation, rather than simply “seven days in Borneo.”

Separate must-haves from preferences

If a particular curriculum activity, accommodation standard or flight timing is essential, say so. Put flexible ideas in a separate section so providers know where they can innovate.

State the output you need

Request a day-by-day outline, per-student and total price, inclusions, exclusions, assumptions, payment schedule, cancellation terms and relevant safety information.

Give a real deadline

Tell providers when the proposal is required and when the school expects to decide. Unrealistically short deadlines often produce generic responses instead of thoughtful programmes.