Planning Your School Tour: When to Start and What to Expect

One of the most common questions schools ask us is, “When should we start planning our overseas tour?”From our experience, most schools begin planning around 12 - 18 months before they intend to travel — and this timeline works incredibly well.Starting early gives your school the time and space to plan thoughtfully, communicate clearly with families, and create the best possible experience for your students.Why planning early matters for your schoolWhen you begin planning further in advance, you gain flexibility and choice. Early planning allows:Greater opportunity to secure your preferred flights, hotels and transport.More time for internal approvals and Department of Education requirementsClear, unhurried communication with parents and studentsA tour that is carefully aligned to your budget, learning outcomes, and wellbeing prioritiesMost importantly, it helps reduce pressure on staff and ensures the experience is calm, organised, and well supported from the start.What the planning process looks likeWhile every school is unique, most tours follow a similar planning journey:1 - Your school decides on a destinationThis may be based on curriculum links, service-learning goals, cultural exposure, or student interest.2 - You contact VSTWe work closely with your school to design an itinerary that suits your needs — from budget and length of stay to educational outcomes, service components, and student age group.3 - Approvals and documentationWe support your school by providing any required paperwork to assist with leadership or Department of Education approvals.4 - Parent and student engagementYour school then gathers interest and holds a parent information evening.VST can assist by:Providing presentation materialsSupplying parent information packs and documentationAttending or running the parent information evening alongside your team5 - Deposits and confirmationParents pay deposits to your school. Once minimum numbers are met, your school transfers the deposit to VST so we can secure all services and hold bookings.6 - Parent bookings and documentationVST provides your school with a unique login code, allowing parents to securely log in and complete all required booking forms online. This includes submitting necessary documentation and advising us of any dietary requirements, medical information, or special considerations, ensuring we can plan safely and effectively for every student.7 - Final paymentFinal payment is due 75 days prior to departure, giving parents plenty of time to plan and manage payments comfortably before the tour begins.8 - Ongoing preparation and communicationIn the lead-up to travel, we continue to support your school with:Suggested packing listsPre-departure information“Before You Travel” bookletsOngoing guidance and updates as needed9 - Travel and on-ground supportWhen your group arrives, a VST expert guide meets you at the airport and remains with the group until departure.Support you can rely onFrom your first enquiry through to your return home, VST works alongside your school every step of the way. We are committed to supporting your staff and students to ensure your tour is safe, meaningful, well organised, and truly memorable.If your school is considering an overseas tour next year, now is the perfect time to start the conversation.

Planning

Planning Your School Tour: When to Start and What to Expect

One of the most common questions schools ask us is, “When should we start planning our overseas tour?”

From our experience, most schools begin planning around 12 - 18 months before they intend to travel — and this timeline works incredibly well.

Starting early gives your school the time and space to plan thoughtfully, communicate clearly with families, and create the best possible experience for your students.

Why planning early matters for your school

When you begin planning further in advance, you gain flexibility and choice. Early planning allows:

• Greater opportunity to secure your preferred flights, hotels and transport.
• More time for internal approvals and Department of Education requirements
• Clear, unhurried communication with parents and students
• A tour that is carefully aligned to your budget, learning outcomes, and wellbeing priorities

Most importantly, it helps reduce pressure on staff and ensures the experience is calm, organised, and well supported from the start.

What the planning process looks like

While every school is unique, most tours follow a similar planning journey:

1 - Your school decides on a destination

This may be based on curriculum links, service-learning goals, cultural exposure, or student interest.

2 - You contact VST

We work closely with your school to design an itinerary that suits your needs — from budget and length of stay to educational outcomes, service components, and student age group.

3 - Approvals and documentation

We support your school by providing any required paperwork to assist with leadership or Department of Education approvals.

4 - Parent and student engagement

Your school then gathers interest and holds a parent information evening.

VST can assist by:

• Providing presentation materials
• Supplying parent information packs and documentation
• Attending or running the parent information evening alongside your team

5 - Deposits and confirmation

Parents pay deposits to your school. Once minimum numbers are met, your school transfers the deposit to VST so we can secure all services and hold bookings.

6 - Parent bookings and documentation

VST provides your school with a unique login code, allowing parents to securely log in and complete all required booking forms online. This includes submitting necessary documentation and advising us of any dietary requirements, medical information, or special considerations, ensuring we can plan safely and effectively for every student.

7 - Final payment

Final payment is due 75 days prior to departure, giving parents plenty of time to plan and manage payments comfortably before the tour begins.

8 - Ongoing preparation and communication

In the lead-up to travel, we continue to support your school with:

• Suggested packing lists
• Pre-departure information
• “Before You Travel” booklets
• Ongoing guidance and updates as needed

9 - Travel and on-ground support

When your group arrives, a VST expert guide meets you at the airport and remains with the group until departure.

Support you can rely on

From your first enquiry through to your return home, VST works alongside your school every step of the way. We are committed to supporting your staff and students to ensure your tour is safe, meaningful, well organised, and truly memorable.

If your school is considering an overseas tour next year, now is the perfect time to start the conversation.

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