Tips to get the go ahead on your next school music trip!

Last updated: Jan 6th, 2022

One of the first hurdles when planning a school music trip is getting the go ahead from the decision makers at your school – and we know this can sometimes be a long process. So to help you out (because we know organising a school trip is no mean feat), we’ve got some useful tips to help things run as quickly and smoothly as possible.


Highlight the benefits of school trips

The opportunity to go away on a school trip opens up doors for students who may never have been away from home before, and can therefore improve their personal, emotional and social skills, relationships with peers and teachers, as well as open up their mind to different cultures and possibilities.

We also know that school music groups ae made up of students from all year groups throughout the school who only get to know each other during rehearsals. Time away together gives the students a real condensed period of time to get to know each other and bond as a group.

If you’re looking to travel in term time, then it’s worth recognising that it doesn’t just impact those going on the trip, but also those at the school who aren’t. Supply teachers may need to be brought in to cover lessons, so it’s important to highlight the benefits a school trip can bring and how they outweigh any potential logistical issues.


Reassure them about the students’ health and safety

One of the most important questions your decision makers will have will be around the health and safety of the students – something you can let us take care of. We’re School Travel Forum (STF) Founding Members and can provide you with risk assessments, so you can assure your SLT that all services used are health and safety audited as per the STF.

You also have our support 24/7 whilst you’re away with an emergency number that’s manned by a member of staff ready to help you with whatever you need. Your permissions for a trip to go ahead should be no problem with all of the supporting documentation we can provide.


Reassure them about financial security

Choosing a company that’s financially secure and knowing that parents’ money is safe is extremely important. Rayburn Tours has been operating for over 55 years and we hold a variety of important accreditations. We’re ABTA members, ATOL licenced, Founding Members of the STF and have an LOtC quality badge. Your school can book with us knowing that they’re money is safe and that they’re in experienced hands.


Highlight the benefits of tailored support

As everything we do is tailor-made, we can design your trip to match your objectives and make sure that your students are getting the right trip for them, from destination to accommodation and concert venues to excursions.

A bit worried about the language barrier? Not a problem. We can include a Tour Manager who speaks the local language and will take care of all the local logistics for you.


Speak to other schools who have travelled with Rayburn

We can provide you with contact details of other party leaders who have travelled with Rayburn Tours so you can get a first-hand account of their experience with us. Sometimes hearing from other schools is the final piece of supporting information your SLT will need to allow you to get the trip off the ground.


Getting parents on board

So, you’ve been given permission to run your trip and you’ve spent time working with your dedicated Rayburn Tours consultant to create the perfect tailored itinerary – now to get the parents on board!

As a parent, the internal struggle between wanting your child to go out into the world and have different experiences and to wrap them in cotton wool is an age-old one! The best way to get parents to sign up their children for your trip is to give them as much information as possible through a variety of methods.


Hold a parents information evening

One of the best ways to give parents as much information as possible, as well as the opportunity to ask any questions, is to hold a parents evening.

We can help you prepare for this by providing you with a PowerPoint, template letters/emails to send home and posters to put around school. If you’d like some additional support, then we are happy to help!

Since 2020, Virtual Parents Evenings using platforms such as Zoom or Teams have grown in popularity, and we are more than happy to organise one to help you launch your tour and answer questions from parents from the comfort of their own homes. Alternatively, if you would prefer to hold a live parents evening at your school then we can look at the feasibility of your Tour Consultant attending based on your location.


Highlight the benefits

Just like when you’re trying to get permission for the trip in the first place, make sure you highlight all of the benefits the students will take away from a school trip. The obvious ones to mention are of course how it supports their child’s musical journey and helps them gel as a group. But don’t forget to mention all of the additional benefits, such as confidence building, motivation to continue with music, life experience and resilience!


Reassure them about the safety and financial security

Bring to their attention all of the health and safety procedures that have been followed in order to get the trip signed off in the first place (the hotels and coaches which have been audited and the risk assessments that have been looked at for the excursions).

Have information to hand about what procedures you have as a school should anything happen and they need to get in contact with their child or you, the party leader, whilst you’re away. Reassure them that having spent the last 55 years running school trips, you’re using a company that’s experienced in what they do.

Again, it’s important to let them know that you’re using a company that’s ABTA and ATOL bonded so they can be sure their money is protected should anything happen.


Get them excited about the trip

Showing pictures of where their child will be staying and the experiences they’re going to have will get parents just as excited as their children! Make sure the presentation has a nice balance of important factual information, but also great colourful images and even videos of hotels, excursions and scenery to ignite the interest of both the students and parents.


Draw on previous students’ experiences

A first-hand recommendation goes a long way, and what better way to get parents on board than showing pictures of previous school trips, music or otherwise?
Try to get some quotes from students about what they took away from the experience and, again, don’t just focus on the curriculum and subject outcomes, but also the personal things such as new friends, a love for travel, and a desire to learn a new language.


Where will your next music tour take you? You’ll find a range of destinations, including concert venue inspiration, excursion ideas, recommended itineraries, accommodation options and much more in the Youth Music Tour area of our website.

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