Student travel planning: What to do if you’re not ready.

May 13, 2021

Travel Notes

prepare for a student trip

We’ve all been through a season we were completely unprepared for. And now that we’re seeing light at the end of the tunnel, it can be tricky to know just how to move forward.

We work with educators across the country that are each handling this “next normal” a bit differently and it’s important to us that each one feels heard and understood. Sometimes that looks like booking a 2022 travel experience to give a program something students can get excited about; other times, that looks like walking a client through our safety protocols or trip assurance program to make sure all of their questions are answered. Regardless of where our clients are in the decision process, we meet them there. And we’re ready to meet you. If you’re not quite ready to get a trip on the calendar, but know you want to travel with your students at some point in the foreseeable future, here are some next steps:

Examine why you’re waiting

In the midst of uncertainty, it can feel easier to wait. But make sure you know why you’re waiting. Are you concerned about student safety? Potential trip cancellation? Working with your school’s administration? Or has your program lost students and you’re not sure how many students you could get on board? These common concerns are all valid – we walk clients through these questions and more everyday. We’ve also developed tools and resources to answer these looming questions to give our clients the reassurance they need to book with confidence:

BRT Cares – our health and safety protocols that we’re constantly reviewing and adapting.

Trip Assurance Program – our commitment to offer the protection our clients deserve should unforeseen circumstances arise.

Recruitment and Retention Strategies – ideas and support for educators looking to stabilize and grow their music programs through travel experiences.

Plan when you’re ready

While we’re definitely encouraging our clients to take advantage of current availability and pricing, we also realize that not everyone can commit to a trip right now. We’ve always advocated planning at least 12-15 months in advance to get the best reservations possible, but with our experience and vendor relationships, we’ve been known to make travel magic happen in a shorter timeframe. Last minute trips can be challenging for schedules and fundraising, but we can often make them happen. BUT – you’re going to need to….

Be flexible

We’re approaching the end of a travel booking sweet spot, where popular destinations and transportation vendors have plenty of reasonably priced availability. But we’re seeing the writing on the wall. Several vendors, especially motor coaches, are already booked for prime dates. Hotels are filling up. So if you choose to book later, you may have to choose a date outside the Spring Break window or travel to a less popular destination. We work with student groups traveling to destinations outside the top three (Orlando, New York City and Washington, D.C.) all the time and have exciting itinerary ideas from coast to coast for those travelers thinking outside the box.

Whenever you decide to hit the road with your students, we’re ready to plan an incredible experience for you. We’re also available to answer any questions you have if you’re not quite ready to start planning. Reach out today, share your unique situation or concerns and we’ll meet you there.

Newsletter: Get helpful tips and performance group travel news:

Group Travel
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Group Travel
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Group Travel
Student group travel brings learning to life.
Discover some of our most popular student-friendly destinations.

Parades & Events:

The art of performance travel perfected.

Parents & Students:

Build friendships. Explore new places. Make memories.

About Us
We craft travel experiences that allow you to share the world with your students.
Our Company
Learn more about our history, our values and our commitment to serving your needs.
Our Team
Good people and great relationships are the keys to perfect travel experiences.
Our tools make traveling with a group easier, safer and more efficient.
Learn about our commitment to providing a safe and memorable experience for our travelers.
Planning Guides
Topical, comprehensive, and helpful. Our planning guides are created to give you a deep dive into specific aspects of student travel.
BRT Videos
Our videos feature profiles of destinations and events, interviews with students and directors, and the inside scoop on our process.
Sharing what we've learned for over 35 years. Our blog highlights travel planning resources, destination profiles, travel trends and more.
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