Two quotes for a school programme abroad can look almost identical in content yet very different in price. A useful comparison starts with three questions: what will the school receive, which costs are excluded, and who will support the students?
This guide gives teachers, school leaders and international coordinators a practical method: send the same brief, compare ten essential items and calculate a consistent total. It supports project planning; your school’s purchasing and approval procedures must be addressed separately.
Before comparing prices, send the same brief
A request for “one week abroad for a class” leaves too much room for different interpretations. To receive comparable proposals, specify:
- the number and ages of students, accompanying staff and paying participants;
- preferred dates, flexibility, departure airport, travel days and required nights;
- learning objectives: language development, careers exploration, professional activities, an exchange or another purpose;
- the activities required, actual learning hours, working language and expected outcomes;
- accommodation, meals, transport and the level of support needed;
- an indicative budget, essential inclusions and accessibility needs to assess.
Describe the format precisely. A language course with cultural visits, a practical group project and a work placement need different arrangements. If you are still choosing a format, read our guide to ministays for upper secondary schools.
Ten items to compare in school trip quotes
1. Participants, days and nights
Check how many paying students the price assumes and what happens if the group becomes smaller. Ask about accompanying staff costs and any conditions attached to free places. Seven travel days do not necessarily mean seven full days of activities.
2. The programme and actual learning hours
Ask for a programme that separates lessons, workshops, visits, independent activities and transfers. Check the length of each teaching unit: 20 lessons of 45 minutes equal 15 clock hours. If a work placement is proposed, clarify the activities, supervision and whether the host organisation has been confirmed.
3. Travel, baggage and transfers
Are flights included or purchased separately? Which baggage allowance is covered? Do airport transfers cover everyone and match the actual arrival and departure times? Keep any item still awaiting a price visible in your comparison.
4. Accommodation and journey times
Compare accommodation type, students per room, facilities and estimated travel time to the activity venue. Ask when addresses and room allocations will be confirmed and how any substitutions will be handled.
5. Meals and specific requirements
Turn “full board” into a clear list: which meals, on which days and in what format? Check travel days, packed lunches and whether specific dietary needs can be accommodated. Availability and any supplements should be confirmed before participants commit.
6. Local transport and activities
Transport passes, admission charges and excursions can affect the final cost. Separate included services, optional extras and items that are necessary to complete the programme. An activity mentioned in an itinerary is not automatically included in the price.
7. Support, tutoring and supervision
Ask who the local contact will be, when they will be available and how to reach emergency support. Distinguish logistical assistance, learning support and supervision of the group. Where participants are minors, the school and providers need to clarify roles, coverage and handovers of responsibility.
8. Insurance and unexpected events
Request the insurance documents, including limits, exclusions and how to make a claim or obtain assistance. Clarify how delays, unavailable accommodation or interruptions to the programme will be managed. “Insurance included” alone does not make two offers comparable.
9. Documentation and learning outcomes
Agree which documents will be provided: the final programme, activity records, certificates, any assessments and materials for follow-up work. Identify who will prepare them and when. Our guide to assessing and recognising students’ skills after a programme abroad can help you plan this part.
10. The final price and conditions
Check the currency, applicable taxes, quote validity, deposit, balance, minimum group size, cancellations and participant substitutions. If some costs are in another currency, clarify how exchange rates will be handled. Record confirmed amounts separately from estimates.
An example: a lower starting price can produce a higher total
This example is entirely hypothetical and is not a commercial offer. The figures are neither Sagitter Training prices nor estimates of market rates.
Imagine two proposals with the same duration, activities and core services for 25 paying students. Assume travel and accompanying staff costs are already included in both base prices. All figures are in euros and are final amounts, including any applicable charges.
| Item | A | B |
|---|---|---|
| Base price | €900 | €960 |
| Required local transport | €50 extra | In price |
| Programme admission fees | €40 extra | In price |
| Comparable total | €990 | €960 |
Proposal A starts €60 lower but costs €30 more per student when the same items are included: €750 more for the group of 25 paying students. Price remains one criterion; the quality of activities, accommodation and support also matters.
Use this calculation: quoted price + necessary excluded expenses + any group costs not already allocated. If an amount is missing, mark it “to be confirmed” rather than treating it as zero.
If the project uses Erasmus+ funding
A provider’s quote and the school’s grant award are different documents. A commercial programme name does not establish that an activity or expense is eligible. Check it against the relevant action, programme year and grant agreement.
The Erasmus quality standards for schools, vocational education and adult learning address preparation, participant support and learning outcomes. The Erasmus+ Programme Guide for school education also distinguishes the beneficiary’s role from that of supporting organisations: external assistance does not automatically transfer responsibility for the project.
Questions to resolve before choosing
- Does the total cover every expense needed for the agreed programme?
- Are activities, learning hours, accommodation and support described in comparable terms?
- Is it clear what is confirmed and what still depends on availability?
- Are the conditions clear if participant numbers or dates change?
- Do the school, accompanying staff and local contacts understand their respective roles?
Request a proposal for your school
To discuss a programme with Sagitter Training, send us the number and ages of participants, accompanying staff, preferred dates, learning objectives and services required. Tell us whether you have a destination in mind or would like to compare options.
Contact Sagitter Training about your school programme abroad. Include “School programme quote” in your message, together with the details from your brief, so we can start with your school’s actual needs.
Frequently asked questions
How do we compare quotes for trips of different lengths?
Ask for versions aligned on days, nights and learning hours. A daily cost can help, but it does not account for travel, accommodation quality or included services on its own.
What should we do if a cost is not stated?
Ask for written clarification: included, excluded or still to be quoted. Until then, the total remains incomplete.
Is an “all-inclusive” price enough to make a decision?
No. You need the list of services, exclusions and conditions. Also check that the number of paying participants used in the calculation matches your group.
Institutional references consulted on 15 October 2026. Cover image: an AI-generated illustration, not a photograph of real activities.
