Guest Contributor:
Don Stinson, Director of Bands, Joliet Central High School, Joliet, IL
“We have no questions at all about the cost of this student trip, and we’re all going to sign up today!”
~ Parents, in unison, during a trip kickoff meeting that exists only in my dreams
As much as I’d love for the above scenario to be a real thing, it’s outside the realm of our reality as educators. A student trip is a large and infrequent purchase, so we can expect parents to be full of questions. Part of our job is to meet them where they’re at and make it easy for them to say yes.
When it’s time to talk with parents about the cost of a student trip, start with why the trip matters and what the experience includes. Then state the total cost directly. From there, explain the available payment options, invite questions, and give them reasonable time to think it over.
I’ve found that that order — purpose, experience, cost, options, questions, time — gives families what they need to make a decision and increases my odds of getting a yes.
A Student Trip Has Unique Context
Some purchases require more thought than others. For instance, when I buy a can of Coke, I already know exactly what I’m getting. The price is really the only information I need.
But a student trip is different. Two groups can travel to the same city and have completely different itineraries, attractions, experiences, performances, meals and transportation.
And let’s not forget: A trip is usually a four-figure investment that many parents haven’t made before (or may not have made in a few years). Parents want the total cost — I would, too — but they also want to understand what the cost represents before they decide if it’s right for their child.
Too often, a trip announcement goes home with a location, “$1,150” at the top, and nothing else. You tell parents there will be more details at the trip info meeting. Meanwhile, they start to make their own assumptions to fill in the blanks, which can create questions and confusion.
By the time you’re leading the trip meeting, you can feel like you’re on defense. Sometimes the issue isn’t the number itself — it’s that the number showed up before families knew what it represented.
So, change the order. Explain what the trip is all about first. Then give them the number.
Start With the Purpose
Before you share a dollar amount, remind families why this trip exists. Describe what the group is working toward and why this experience fits your program.
“This trip gives our students the chance to perform for a new audience, receive feedback from professional musicians, and apply the skills we’ve been building in rehearsal in a real performance setting.”
A sentence or two is enough. You’re reminding families what students are working toward and why travel is part of that plan.
Show What the Trip Includes
Once families understand why the trip exists, help them picture what their student will experience.
Walk through the major pieces of the itinerary: transportation, lodging, meals, performances, educational experiences, and other key activities. I make this easy on myself and put the itinerary Bob Rogers Travel created for me in front of my families. We then walk through it together during the meeting.
The itinerary helps families understand what makes this trip unique to your group. And it shows them exactly where their money is going and why it’s a value.
You don’t need to itemize every expense up front or defend every individual charge — the cost of meals, an instrument cartage fee, or a per-mile bus rate. Sure, we could save a few dollars by packing Pop-Tarts, but at some point, the hotel breakfast costs what the hotel breakfast costs.
State the Cost Clearly
Once families know why the trip exists and what it includes, state the cost directly.
“This year’s trip will cost $1,150 per student.”
The number doesn’t need a long introduction, and you don’t need to hesitate or apologize.
If the number is still an estimate, label it as such. Families should know exactly what kind of number they’re hearing.
Before You Present the Cost
Check every place families will see the number — slides, handouts, email, registration information, and trip page. If the cost changes during planning, make sure all of those places show the current amount before the meeting starts.
Present the Payment Options
Some of your families will be ready to pay the full amount right away. Others may think, “this is going to be a stretch.” Each household’s situation is different, and your job is to make sure families know what options are available.
The initial trip meeting is the time to share the full payment schedule, fundraising information, and a point of contact for questions. On trips I lead, I want families to see that schedule from the beginning. That may include a deposit to secure their spot and a scheduled set of payments between kickoff and departure.
If you’re working with a travel partner, ask for the exact schedule and available payment methods before your family meeting. If your school or booster group offers fundraising or other options, have that information ready too. If you’re working with Bob Rogers Travel, this is a great time to share information about Trip Donations by BRT Payments, which allows friends and family to quickly and easily donate to your child’s trip costs.
A Question I Hear All the Time
“I took my family to this same place for less. Why does this cost more?”
When I walk through performance entry fees, instrument and equipment costs, and other expenses that come with moving a large group, I can show why this trip is different from a family vacation.
Invite Questions — Then Give Them Time
Close the meeting with an open door, not pressure to decide immediately. Ask if families have questions. Then give them time to think it over before they need to respond.
Questions don’t have to be answered on the spot. If a family asks about a detail you need to confirm, say that you’ll find out and follow up through your school-approved communication channels. A verified answer later is better than an improvised answer that creates more confusion.
I ask a trusted parent volunteer to take meeting notes and write down any questions. I can get a little scattered after a meeting, so this helps me address questions completely. I typically answer questions the next day or so. Unless a question was private — a medical concern, for example — I email all the questions and answers to everyone.
Here’s what explaining the trip cost using this sequence might sound like in practice:
“We’re taking this trip so our students can perform in a setting that challenges them to grow as musicians and as a group.
During the trip, students will perform, receive feedback, spend three nights at the hotel, travel by motorcoach, and have their meals provided while we’re there.
The total cost for this trip is $1,150 per student.
For this trip, we’ve split the total into a deposit, a half-balance payment, and a final payment. I’ll share the full payment schedule and the other options our program currently has available.
I’m glad to answer questions. Please review everything carefully before the registration deadline.”
The goal is to give families the full picture: why you’re traveling, what students will experience, what it costs, and what options are available. Explain the trip clearly, state the cost directly, and give families room to make their decision.
Working with Bob Rogers Travel makes sharing trip details with families feel like a lighter lift. With a customized itinerary that’s grounded in my trip’s purpose, resources for parent meetings, and a simple, seamless payment system, I can easily answer questions from parents, which helps to move the trip from dream to reality. To start planning your trip with BRT, just click right here.
