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One of the toughest things about organising a school ski trip is promoting it. Getting pupils, parents and even the school itself to buy into your trip can be difficult – especially when there are other things to be taken care of.

In this guide, we use our 30 years of experience to show you how to sell your school ski trip to all parties.

How to promote your ski trip

1. Choose the right trip

Selling your trip is much easier if you choose the right trip in  the first place.

Working with a  reputable tour organiser to build an itinerary that is right for your group can make the selling and promotion of your trip much more straightforward.

Whether you have an idea of the type of trip you want to book, or you are open to suggestions, browsing our website should help you get a feel for what you need to
consider. The ski trip you choose should be tailored for the group and your learning
goals for the trip.

Some things you may wish to consider include:

• What is the skiing ability of my group?
• Will the pupils engage with the activities?
• Are there enough evening activities to keep my group entertained?
• Are the pupils better suited to a quiet or busy resort?
• Can the pupils be trusted to visit a local town?
• Will the pupils have the opportunity to use foreign language skills?
• Will the trip broaden the pupil’s understanding of other cultures?
• Will the trip improve the confidence of pupils?
• Can the itinerary better integrate groups of pupils and improve social skills?
• Will the trip encourage better behaviour and responsibility?
• Will the trip encourage pupils to push themselves out of their comfort zone?
• Will the trip encourage enjoyment of physical exercise?

This list is not exhaustive, and there are many other things that might be important
to you. But, it at least gives you a starting point.

2. Check your school’s trip guidelines

First, you’ll need the relevant permissions for the trip to go ahead. Each school has its own process, so check what’s required and follow each step carefully.

You may need to win over key decision-makers, so be ready to answer questions and explain the benefits for both the school and students.

3. Start your trip planning early

We cannot stress enough the importance of starting early when it comes to planning. Most teachers begin more than a year in advance — and some schools plan and book trips up to two years ahead.

Early planning can help with getting buy-in, too. Here’s how:

• It helps school scheduling: the school can plan around dates when a large group may be away.
• It reduces “fear of missing out” issues: with time to plan, conflicts are easier to avoid.
• It makes the trip more affordable: parents have more time to pay in instalments.
• It supports inclusion: more time and better planning can make trips accessible to more pupils.
• It creates space for fundraising: which can benefit pupil development and school morale.

4. Promote the trip to pupils

Arguably, pupils are the easiest to sell to. Going on a school trip is exciting. Spending time away from home with friends, learning new skills and the opportunity to socialise with new people is very attractive to the majority of pupils.

Even so, here are our top promotional tips you may wish to consider:

Tailor your message

Many pupils will never have skied before or been away from home without parents. Reassure them that there is plenty of opportunity for novice skiers, and that they’ll be supported by friends and trusted staff.

Use school assemblies

Assemblies are a great opportunity to build excitement — but for maximum impact, don’t just tell pupils about the trip: show them.

Use photos and videos to demonstrate what the trip is like. A simple presentation can generate real buzz among pupils and staff.

Create flyers pupils can take home

Flyers are useful because pupils can take away and digest some of the information they heard at the assembly, and also pass on this information to their parents.

When you plan a trip with IBT, we provide an initial proposal document before you book, which can help you with the creation of these flyers. Be sure to include the following:

• The trip location
• Trip length and dates
• How you will travel
• Examples of what pupils will be doing
• The cost of the trip
• Proposed payment instalment dates
• Benefits of the trip
• How to register interest or book
• A link to your tour operator’s website for further information

Use social media (if your school has it)

If your school uses social media, share trip details there to help pupils share it with each other online and build momentum.

You can also share links to your tour operator’s site so pupils and parents can explore what’s involved and how to prepare.

4. Promote the trip to parents

There are several factors which affect whether parents will be willing to send their child on a ski trip. While many of these will be personal to each family, common factors include cost and safety.

There are ways to mitigate these factors and make sure as many parents as possible are in favour of the trip.

A school ski trip is a once in a lifetime opportunity for many pupils, providing a learning experience like no other.

Students have the chance to develop their social and physical skills, as well as to practice modern languages and explore new cultures.

However, planning and executing a school ski trip is no easy task. The best ski trips need careful planning and meticulous organisation.

We have been helping group leaders to organise tours for more than 30 years, and in this guide, we harness our years of experience to provide you with what we regard as key considerations and top tips for organising the best school ski trip.

What steps are involved in running a ski trip?

Set a trip objective

We suggest starting by considering your goals for the trip. 

This is because the type of trip you book will depend on your group and your intended outcomes, which might include:

• Improving student confidence
• Pushing students out of their comfort zone
• Integrating different groups of pupils
• Encouraging better behaviour and developing a sense of autonomy and responsibility
• Developing new hobbies, skills and an enjoyment of exercise

Your objective will help dictate where you go, how long for, and what activities (bar skiing) you undertake while away.

Speak to your school

The next step is to gauge interest from the school for a ski trip. Make sure you follow the correct procedure for proposing a trip, and if you want help with convincing your colleagues/senior-team of the benefits, get in touch as we have plenty of ideas and resources available.

Set a budget

As the lead organiser, you should have a rough idea of how much parents in your area will be able to pay.

While making the trip exciting and memorable is great, ensuring it’s affordable for as many pupils as possible, from a wide variety of backgrounds, is also really important.

That’s why setting a budget nice and early is helpful. This keeps you on track to choose the right trip for your students and their families.

Book your trip

After you have an idea of the kind of trip you’re after, permission from the school, and a budget in place, it’s time to start making enquiries.

We suggest using an experienced tour operator, rather than doing it yourself (full transparency: this is our role). A good operator not only alleviates the pressure, admin, and stress of booking a trip, but they provide full financial guarantees along with comprehensive safety checks .

With IBT, you simply request a quote, speak to one of our travel advisors to discuss the details, then we’ll provide a full quote detailing how much the trip costs and everything it includes. 

Promote your trip

Once booked, you can begin promoting your trip to pupils and parents. The earlier you do this, the better – it gives parents more time to save money.

A school ski trip will always get plenty of attention and interest, but to help with that promotion, you may want to consider:

• Running a dedicated school assembly
• Putting up flyers around school
• Organising a parent’s information evening

Learn more about selling your ski trip to your school, parents, and pupils.

Take bookings and prepare for departure

As your spaces fill up and the trip looms nearer, you’ll need to start preparing everyone involved. If you book with us, we’ll provide you with a final pack detailing all travel arrangements and documentation. 

You may want to provide students with a ski trip packing checklist, guidelines on expected behaviour, and even details on who they’ll share a room with.

Furthermore you might want to organise a meeting to answer any final questions, either with staff, pupils or parents.

Enjoy your time away

The next step is to head abroad for your trip.

Most schools travel by coach. This can be a long journey, but it’s fine if it’s well planned out. Group games, films, and even mini-lessons can keep pupils entertained and encourage good behaviour. 

There will be plenty of admin and cat-herding (sorry, we mean “group organisation”) while in resort, but with the help of your staff, an in-resort rep, and the local ski instructors, you should have plenty of time each day to enjoy the experience as well. 

Finally, congratulations! At this point, you’ve successfully arranged and run a ski trip for your school. Now to do it all again next year…

Top Tips For Planning A Ski Trip For Your School

1. Start Early

If there is one thing you take away from this post, let it be to start planning your trip as early as possible. Most organisers begin planning their trip more than a year in advance, with many schools organising and booking trips up to two years in advance of departure.

This will give you time to plan the perfect trip and give parents time to budget. Leaving plenty of time makes the tour accessible to as many pupils as possible, and when it comes to school ski trips, more pupils always means more fun.

2. Fundraising

If there is enough time, you could also help pupils to organise fundraising activities. This can relieve some of the burden of paying for the trip from parents or could provide some extra cash for activities.

3. Dates are important

If you can choose when you would like to travel, avoid the February half-term. This is a very popular time to travel and as a result, busier and more expensive.

4. Enlist the help of a specialist tour operator

Specialist tour operators such as IBT Travel, have many years of experience in planning and supporting school ski trips.

Booking and planning alongside a reputable tour operator can take much of the stress out of the process and give you peace of mind about your booking.

You can check the operator’s accreditations to ensure they are reputable. Key accreditations for trip operators include ABTA, ATOL Protection and membership of the School Travel Forum. IBT Travel is a member of the School Travel Forum, which means that we will always prioritise the health and safety of the school groups we work with.

We will guide you through the booking and planning process and be there to support you from departure to return.

5. Consider how you want to travel

You will need to consider the needs of your group, the time you have available, and your budget when thinking about how you would like to travel.

Flying is often the quickest option, but it can be expensive and transfer times to resort can be long and unexpected. Travel by coach usually is cheaper but can take up much of your valuable trip time.

Bonus tip: Remember, if you choose to travel by coach, you will need to pack a coach kit. This includes rubbish bags, DVDs, activities, water, sick bags, kitchen roll and wet wipes.

6. Assess the expertise and needs of your group

To ensure that everyone in your party has a great time, it is essential to choose a resort that matches the needs of your group. Key considerations include:

• What previous experience of skiing does the group have?
• What is the budget?
• Do the pupils want to practice their modern language skills?
• Does the resort offer the right mix of daytime and night-time activities?

Most resorts are keen to accommodate first-time skiers. However, some are more suitable for beginners than others. We can advise you on the resorts best suited to your group needs. If your party is of mixed skiing ability, we would recommend choosing a resort where all pupils can enjoy great skiing but can quickly meet up for lunch or daytime activities most of the time.

7. Keep parents involved

Keeping parents informed and engaged throughout the process can make everything much more straightforward.

Initially, you should invite them along to a parents evening to discuss the trip and allow them to raise concerns and ask questions. You should share any plans for evening activities with parents well in advance, to gain any additional consent that may be needed. It is handy to create a group email for parents by collecting their email addresses early in the process.

Creating a group mailing list makes it easier to notify parents of any changes, meetings, deadlines etc. When you email parents about the trip, be sure to copy in relevant members of staff so they can provide additional support where required.

8. Stay flexible

Unfortunately, planning everything down to the last detail doesn’t always make for the best trip. You should build-in an element of flexibility to your plans and have back-up ideas. Weather and terrain can be unpredictable, so you may need to keep pupils entertained on an off day.

Also, a school trip, travelling and skiing can be exhausting for pupils (and organisers), so you may want to leave room for a quiet night mid-trip to allow everyone to get their energy back.

9. Make sure group leaders are prepared

As the lead organiser, you should take steps to ensure that all other group leaders have enough knowledge to carry out their role.

This includes learning about the pupils, their experience, medical conditions and physical capabilities.

Leaders should also be prepared practically too, with extra sunscreen, gloves, hats and a first aid kit.

10. Make sure you have enough staff

Pupils will naturally progress at different rates so you may need leaders across multiple runs throughout the resort throughout the week.

11. Back to basics

It can be easy to get caught up in the excitement, planning and details of a school ski trip, but you still need to stick to the basics. Frequent head counting is essential, and you may want to make sure pupils are identifiable by using hi-vis bands or bibs.

You should give students regular report back times and brief them on what to do if the group becomes separated.

12. Contact cards

It is an excellent idea to provide students with contact cards with a written message in the local language (EXAMPLE: I am lost, please call my teacher on this number) as well as details of accommodation and a contact number for the party leader.

Try to make contact cards roughly credit card-sized so they are easy to carry around and can be kept with students lift passes.

13. Promoting your trip is vital to its success

You need to make sure you have enough pupils signed up for the trip to go ahead, but also gain the support of parents and your school.

IBT travel has created a Toolkit for promoting your trip to help you get started. However, generally, you should plan to promote the trip at assemblies, hold a parents evening and provide information leaflets to pupils.

If your school is active on social media, you will also want to post about the trip on the relevant social media channels. The most important information to get across is dates, prices, deadlines and basic details of what the trip involves.

14. Provide a packing list

Pupils and parents will be desperate to know what they should pack for their trip. We have created a ‘What to pack’ list to get you started. It is never too early to send this out, which leads us on to our next tip.

15. Buying ski gear

The best time to purchase ski apparel and equipment is at the end of the previous ski season. If you can let pupils and parents know well in advance, they might be able to pick up a lot of what they need on sale at a bargain price.

16. Organise pupils into smaller groups

At the beginning of the trip, organise pupils into small groups of ten pupils or less. You can then assign a member of staff to supervise each group.

Giving each group of pupils a team leader ensures pupils know who they should go to with any problems or concerns and can make head counting and keeping track of pupils much easier for you.

17. Kit reminders

Often when pupils go on a school trip, all common sense goes out the window. Making sure pupils are well-prepared for the day ahead can make your activities run smoothly.

One of the best ways to ensure pupils have everything they need is to create kit reminder lists. Group leaders can run through the list each morning before heading out.

Book your ski trip with IBT Travel today

We have built our business on providing exceptional experiences to school groups.

From beginning to end, we are here to support you in making a case for your trip, and planning and executing a trip they will never forget.

We provide a bespoke booking experience, so get in touch with our team today to start
building your ideal ski trip.

Call us now on 01292 477 771 or complete our online quote form, and we will get back to you without delay.

School trips are one of the most exciting experiences pupils have during their education years. The memories from school travel can last a lifetime, but so too can the skills gained as part of a school trip.

Travelling with a school group creates a dynamic learning environment, provoking the desire to learn, experience and grow.

Read our guide on how a school ski trip can prepare students for life after school.