Twelve months out, three months out, departure day. A timeline-based checklist for headmasters and trip leaders planning a school tour to China.
Twelve months out
- Set trip dates (avoid Spring Festival, Golden Week, summer monsoons).
- Confirm chaperone ratios (we recommend 1:8 for under-15s, 1:12 for older).
- Begin fundraising and parent meetings.
- Issue an expression of interest to families.
Six months out
- Lock flights — group fares with a partner OTA, full refund window.
- Choose your academic theme: language immersion, STEM/industry, arts/culture, history.
- Shortlist partner schools or universities in your target city.
- Decide on insurance — must include emergency evacuation.
Three months out
- Collect passports and submit L visa group applications.
- Send packing list and cultural briefing pack to families.
- Confirm dietary requirements and special needs.
- Finalise risk assessment document.
One month out
- Conduct parent briefing evening with the trip lead and an external speaker who knows China.
- Pre-load WeChat on every student and chaperone phone.
- Set up emergency contact tree.
- Finalise rooming list with same-gender pairings.
On the ground
We provide:
- 24/7 bilingual trip manager
- Private bus with seatbelts and English-speaking driver
- Vetted hotels with single-floor block bookings
- Daily WhatsApp parent update with photos
- On-call doctor and translator service
Cost benchmarks (per student, 8 nights)
| Tier | Cost | Includes |
|---|---|---|
| Standard | USD 2,400 | 3★ hotels, group transport |
| Premium | USD 3,400 | 4★ hotels, smaller groups, more inclusions |
| Bespoke | USD 4,800+ | Private classes, family stays, custom academic content |
Excludes international flights. Group discounts apply at 20+ students.
Get a proposal
Our education & study tours team has designed China trips for schools across the GCC, UK and Australia. Request a proposal.
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