13 Smart Ways to Save Money on your Next School Tour
April 27, 2025
By Marcie Ellison-Outerbridge
Planning an educational or performance tour for your students doesn’t have to break the bank. With over four decades of experience planning student trips, we’ve gathered our top money-saving strategies to help educators create memorable experiences without sacrificing quality.
1. Custom-Tailored to Your Budget
One-size-fits-all tours often include expenses you don’t need. We believe in creating experiences specifically designed around your educational goals and financial constraints. By customizing every aspect of your trip, we can help you maximize value without unnecessary expenses.
2. Explore Closer to Home
Educational adventures don’t require long-distance travel. Consider the enriching experiences available within a few hours of your school. Short-duration trips to nearby cultural centers, historical sites, or natural attractions can provide tremendous educational value while significantly reducing transportation and accommodation costs.
3. Tap Into Available Funding
Before reaching into personal or school funds, explore these financing options:
- Scholarships specifically designed for educational travel
- Government grants like the Student Exchange and Mobility Award (up to $7,500 for Canadian teachers)
- School board matching programs for fundraising efforts
- Youth foundation support programs
4. Strategic Fundraising
Effective fundraising can dramatically reduce out-of-pocket expenses. Partner with local businesses for sponsorships, host community events, organize silent auctions, or implement creative fundraising campaigns. Our comprehensive fundraising guide offers proven strategies that have helped countless school groups fund their educational journeys.
5. Save on Payment Processing
Small savings add up! Opting to pay by cheque instead of credit card eliminates processing fees that can make a meaningful difference in your overall budget.
6. Performance Tours vs. Festival Tours
For music and performing arts groups, consider choosing performance tours over festival tours. Performance-focused itineraries typically cost less while still providing valuable artistic experiences. Remember to inventory your instruments early—knowing what to bring versus what to rent on location helps us optimize your transportation logistics and costs.
7. Book Early, Travel Off-Peak
Early planning gives you access to better rates and more options. Additionally, avoiding holiday periods, spring break, and major events can lead to substantial savings on accommodations and transportation.
8. Stay Informed on Educational Travel Trends
Subscribe to educational travel publications to discover new budget-friendly destinations and innovative approaches to student travel. Industry insights can help you identify emerging opportunities for cost-effective educational experiences.
9. Alternative Accommodations
Consider budget-friendly lodging options like approved hostels, dormitories, or self-catering accommodations instead of traditional hotels. For European trips, dining at your accommodation rather than restaurants can offer significant savings.
10. Incorporate Free Attractions
Many world-class museums offer free admission days, and public landmarks typically cost nothing to visit. Building your itinerary around these free opportunities allows you to provide rich cultural experiences without the price tag.
11. Smart Meal Planning
Food expenses add up quickly. Consider alternatives to restaurant dining:
- Order local takeout to your accommodation
- Shop at grocery stores for breakfast and lunch supplies
- Organize picnics in scenic locations
- Take advantage of complimentary breakfast options at your accommodation
12. Modern Fundraising Approaches
Online crowdfunding platforms like Fund My Travel can expand your fundraising reach beyond your immediate community. Interactive fundraising activities, such as organized scavenger hunts, provide engaging ways to build group cohesion while raising funds.
13. Transportation Optimization
Being flexible with flight dates, considering multiple stops, or departing from alternative airports can yield significant savings. For destination transportation, public transit and walking tours offer authentic local experiences at a fraction of the cost of private coaches.
Ready to start planning a budget-friendly educational experience your students will never forget?
Contact our experienced tour planners today for personalized guidance on creating an affordable, enriching journey tailored to your specific needs.
