We get it. Trip leaders want their student tour to have the best value for their students and their families. Trip leaders shouldn’t feel like they do not have enough information to price their trip fairly.
A custom student tour is much like the purchase of a smartphone or even a home. With so many options available, price ranges vary dramatically.
Just as a basic smartphone costs a few hundred dollars it can quickly cost over $1k once a shopper adds such items as a larger screen, more memory, faster processors, upgraded sound systems, upgraded camera, longer life battery, and an extended warranty.
Considering that the average American replaces their smartphone within the first three years of purchase, why do so many people elect to get so many upgrades? The answer is because most people understand the importance of getting what they want the first time and do not have any regrets down the road. Because most Americans spend hours a day on their phones, they want to make sure their smartphone will provide them with the best user experience possible.
These same principles apply to trip leaders who want to deliver their students and their families the most value. A trip they are proud of that is up to their standard. Unfortunately, some trip leaders only focus on the initial price of the trip at the expense of quality. Unlike a smartphone, your students on tour cannot quickly replace their experience.
Departure City
Airport Transfer to and from school
Location(s) of Tour
Travel Dates
Number of days and nights traveling
Is your group traveling by air, bus, or both?
Checked Luggage
Refund policy for all travelers
Chaperone to student ratio
Single Occupancy rooms
Size of the group
Hotel proximity to the city center
Hotel star rating
Full-time guides
Special Dinners and meals inclusions
Trip Swag
Special Activities
We’ve explained each of the variables in detail below:
Departure City -
Trips that originate from a further distance cost more in air and motorcoach. A group traveling by air from California to Washington DC will cost more than a group traveling by air from Boston to Washington DC.
The same is true for groups traveling by bus. A group traveling by bus from Florida to Washington DC will cost more than a group traveling by bus from North Carolina to Washington DC.
The size and number of flights from an airport factor into costs. A student travel trip that is departing from Sacramento Airport (SMF) will cost more than a group departing from San Francisco Airport (SFO). The same is true for arrivals. Flying into a large airport is typically less expensive than flying into a smaller regional airport.
Airport Transfer to and from school -
Will your group require a round trip bus transfer between your school and the airport?
Location(s) of Tour -
The top 5 places destination cities in order of most expensive to least expensive are:
New York City
Boston
Philadelphia
Colonial Virginia
Washington DC
Washington DC and Colonial Virginia are close in price. The Williamsburg area can be slightly more expensive due to the extra fuel for motor coaches and regional airports.
Philadelphia’s large airport and proximity to NYC and Washington DC make it a budget-friendly option.
Boston has a smaller hotel inventory compared to the other cities. Motorcoach companies that work primarily in Boston are more expensive and worth the extra cost. You don’t want to be stuck with a driver that does not know Boston. On a bright note, college campus tours in the Boston area are affordable. High School students love this option. Colleges look at high school students like prospective students.
New York is the most expensive destination city on the Historic East Coast. A primary driver of the expense is the hotel accommodation.
Staying in Times Square and having a bus drive the group from site to site can push trip costs to the high end and above.
Staying in New Jersey and having a motor coach is a more budget-friendly option
Staying in Times Square with a subway pass and a knowledgeable tour guide is another budget-friendly option.
Travel Dates
Travel dates impact your trip price. The busy season for Historic East coast trips is late March through June. A more budget-friendly time to travel is September until Thanksgiving. The most budget-friendly time for student groups to travel is January to Mid March.
Number of days and nights traveling
The length of your trip adds hotel nights, meals, etc. to trip costs.
Is your group traveling by air, bus, or both?
Air is typically more expensive than traveling by bus. There are some cases where a school is a few states away from the historic east coast where air and bus travel costs are comparable.
Checked Luggage
Will your group require checked luggage?
Refund policy for all travelers
Some group leaders elect to include cancellation coverage in the trip program fees. This gives families the flexibility to cancel at any time before departure.
Complimentary chaperones
Typical ratios for students to chaperones are anywhere from 5:1 to 15:1.
Size of the group
The key factor in trip pricing is the number of travelers. Base your number on the average number of passengers in prior years.
Hotel quality and proximity to the city center
The quality and location of where your group stays
Full-time guides
Will your group require a full-time guide that stays at the hotel or a guide that works for a few hours each day?
Special Meals
There is a fairly large spectrum of dining experiences for educational tour groups. What is your group's meal requirement? Are all meals included in your tour package?
Trip Swag
Does your group want trip swag?
Special Activities
Professional sports events, evening cruises, plays ghost tours, etc. can be added to an itinerary,
We recommend rank-ordering this list to create a cost-effective trip. Before a trip leader receives a quote from our company, we listen closely and ask questions that will deliver the most value for their trip. We then create the trip leader's dream itinerary. The result is a trip that teachers and their students love.
The average price of an “air trip” (this means airfare is included in the price) to the East Coast is $1,100–$4,000. If other cities are added to your Historic Coast Trip, pricing should fall in the ranges below. As stated above pricing will depend on many variables.
Most trips pricing will fall into these categories.
3 days/2 nights in Washington D.C. “air” costs $1,100 to $2,100
3 days/2 nights in New York “air” costs $1,600 to $2,600.
3 days/2 nights in Washington DC and New York City “air” costs $1,300-$2,300.
5 days/4 nights in Washington D.C. “air” costs $1,800 to $2,800
5 days/4 nights in New York “air” costs $2,300–$3,300.
5 days/4 nights in Washington DC and New York City “air” costs $2,000-$3,000.
7 days/6 nights in Washington D.C. “air” costs $2,500 to $3,500
7 days/6 nights in New York “air” costs $3,000–$4,000.
7 days/6 nights in Washington DC and New York City “air” costs $2,700-$3,700.
The biggest factors that go into a trip price are the departure cities, the number of travelers, travel dates, hotels, and activities. Double-check to make sure the tour company you work with has all of your inclusions in your tour agreement. Keep your agreement handy and check off all of your inclusions when you receive your final itinerary. You want to deliver the trip you agreed to and promised to your students.
The average price of a “bus trip” (this means the school group is taking a motor coach) to the East Coast is $1,800–$3,300. As stated above price will depend on many variables.
Most trip pricing will fall into these categories.
3 days/2 nights in Washington D.C. “bus” costs $900 to $1,900
3 days/2 nights in New York “bus” costs $1,400–$2,400.
3 days/2 nights in Washington DC and New York City “bus” costs $1,100-$2,100.
5 days/4 nights in Washington D.C. “bus” costs $1,600 to $2,600
5 days/4 nights in New York “bus” costs $2,100–$3,100.
5 days/4 nights in Washington DC and New York City “bus” costs $1,800-$2,800.
7 days/6 nights in Washington D.C. “bus” costs $2,300 to $3,300
7 days/6 nights in New York “bus” costs $2,800–$3,800.
7 days/6 nights in Washington DC and New York City “bus” costs $2,500-$3,500.
Price ranges vary quite a bit. Every trip leader has different tastes, goals, and budgets when it comes to building their trip. Many educators survey their current students to understand their preferred activities.
The average five-day school tour to the Historic East Coast ranges from $900 and $4,000, with the price based largely on departure cities, number of travelers, travel dates, hotels, and activities.
**See our extensive Historic East Coast comparison library, including various videos
Philadelphia vs. Boston (Reviews/ Ratings / Pricing)
Washington DC vs. New York City (Reviews / Ratings / Pricing