The Ultimate Guide to Buying Student Airline Tickets

There are lots of challenges teachers face when booking student flights. 

Some teachers don’t know where to start. Others want to find the best deal. Many of you might just want some tips on future bookings or how to lower your carbon emissions when flying.

To help, our expert team has put together an ultimate guide for any teacher looking to book a flight for a student trip, domestic or international.

Here, you’ll find a step-by-step process for booking student airline tickets, expert tips on finding cheap flights, recommended companies to work with, and FAQs to ensure a smooth takeoff. 

And, as a lovely extra, we are offering a free consultation for anyone looking to make a group reservation for their student study trip. Contact one Kagumu’s team today.

Safety belts on? Let’s begin.

5 ways to book student flights

1. Get your on-ground student travel agent to do it

If you have a study trip in mind you might already be talking with a third-party provider to organize on-ground logistics. This travel agent may include student airline tickets or if they haven’t you can enquire.

Even if they don’t include flights you can ask for recommendations. They are likely to know the best routes and airlines as they should have in-depth knowledge about the trip you are running. 

PROS:

• The biggest advantage is that you book everything in one. This is likely to be much simpler and it’ll save you the headache of organizing a separate flight yourself.

• If for some reason you have to cancel or postpone your trip you won’t have to deal with two companies at the same time. Much easier.

CONS:

• If you don’t take control of your own flight bookings you might miss out on student discounts or good deals. 

• Your school might be working with a range of third-party providers, some of which might provide flights, others may not. This could get messy if you are organizing multiple trips with different providers. For the best, long-term plan you should consider finding a dedicated agent to provide all your flights over a long period of time.

2. Book it through the airline’s website

This might be the most obvious plan and can be a great tool if you have a clear understanding of the route.

PROS:

• The biggest advantage is that you’ll be dealing directly with the airline so if something goes wrong you won’t have to call a separate agent. The airline should automatically reschedule any missed or canceled flights too. 

CONS:

• This can be the most expensive. Airlines often sell their tickets for cheaper through third-party agents. This really depends on the airline.

3. Book it through a flight comparison website

These are hugely popular. Flight comparison websites will give you instant access to a range of deals and allow you to alter different filters quickly and easily to view price differences. 

PROS:

• They are really easy to use and quick.

• They include great filter options and alerts as well as ways to track carbon emissions from flying – we do like this!

CONS:

• They sometimes omit certain airlines. Some budget airlines in certain countries aren’t included in these websites so you might be missing out on a deal.

• You might be limited in terms of the group booking. These flight comparison websites are designed for individuals, not big groups. SkyScanner for example allows up to 8 people on one search and Google flights 9 people. 

• StudentUniverse offers up to 8 people on their web search but you can contact them here for big group bookings.

4. Use a specialist flight travel agent

Probably the most popular for schools, colleges, and universities as it offers a personal service when booking flights. This is usually a person representing an agency. This person will have access to multiple airlines, and discounts and can make big group bookings.

PROS:

• Potential for long-term collaboration. Don’t let a good agent go! They will be able to help you with all your flights in the future. 

• You should be able to easily communicate with your agency through Whatsapp or on the phone. You should be able to talk to a real person! 

• You will usually gain extensive coverage with an agency including changes and cancellations and even if your trip doesn’t go ahead for some reason. 

CONS: 

• It can be slow. We are often surprised at how long it takes agencies to offer a group booking to a school. If you get a price but then want to make a slight change it can take the agent days to get back to you. Hence why we say – don’t let go of a competent agent.

10 tips when booking student airline tickets

From getting discounts to group seating arrangements, here are some expert tips you can use when booking a flight.

Tip #1 Seek student group discounts

Many airlines offer attractive group discounts for schools and educational institutions. These discounts can significantly reduce travel expenses. Note, your students need to have valid student IDs for this to work. For more details on student discounts on flights, read further on in this blog.

Tip #2 Flexibility and booking in advance

To maximize your chances of securing the best fares and seat availability, it’s good to be flexible with your travel dates and book well in advance. Flying during off-peak seasons or midweek can often yield more affordable options. Remember, the early bird catches the best flight deals!

Tip #3 Prioritize direct flights

Direct flights are often the most convenient option for group travel. They eliminate the hassle of layovers and minimize the chances of delays or missed connections. While direct flights may have slightly higher price tags, the added convenience and time-saving benefits are well worth considering. They are also better for the environment!

Tip #4 Look to lower your emissions

Speaking of protecting the environment, we urge you to bear this in mind when traveling. Always choose direct flights when possible, choose economy as it takes up less space, check on your airline’s carbon footprint policy beforehand.

Check out this blog for the most sustainable airlines. You can also offset when you travel. You can read Kagumu’s carbon emissions reduction plan here.

Tip #5 Group seating arrangements

Ensuring your students and chaperones are seated together during the flight adds an extra layer of convenience and enhances the group travel experience. When making your group flight booking, ensure this is the case. Airlines are sneaky and might charge extra for this! 

Tip #6 Watch out for (very) sneaky airlines

Oh, while we are on this; remember to check all charges airlines add throughout the booking process. Some charge extra for seating, insurance, and even calendars! Ensure the final price is the price you were given initially. 

Tip #7 Special assistance and accommodations

If any members of your group require special assistance or have specific accommodation needs, it’s essential to communicate these requirements to the airline in advance. Airlines offer various services for passengers with disabilities or special needs, ensuring a comfortable and inclusive journey for all.

Tip #8 Baggage considerations

Check the baggage policies of the airlines you’re considering for your group travel. Note the allowed weight limits, dimensions, and any additional fees for excess baggage. Educate your students about these guidelines to avoid any surprises or inconveniences at the airport.

Tip #9 Travel documentation and visas

Depending on your destination, certain travel documentation and visas may be required for your group. Make sure to communicate these requirements to all participants well in advance. For example, you will need a passport with at least 6 months validity.

Tip #10 Confirm and reconfirm

Once your group flight bookings are confirmed, it’s essential to double-check all details, including flight numbers, departure times, and any connecting flights. Even better – get a colleague to check before you click on pay!

The best companies to book student flights

When booking your student flight you can opt to use a specialist company that works with a variety of airlines. Here are a few:

StudentUniverse

StudentUniverse stands as one of the best choices for booking student flights. It’s renowned for exclusive discounts on airfare, which is a welcome sight for teachers. Its website is incredibly easy to use and apparently has exceptional customer service, 

Scholar Trip

Specializing in US travel, Scholar Trip negotiates airfares with top airlines and offers group discounts for students under 26. The Dallas-based company offers a generous deposit program where you won’t have to pay the full amount until 14 days before the trip begins.

Flyla

Flyla claims to offer student discounts with a wide range of international airlines including Iceland Air, Lufthansa, Etihad, and many more. As an added bonus, they also offer full carbon offsets on all flights.

StudentBeans

As well as having a really cool name, StudentBeans offers a section on student travel deals for not just flights but train transportation too. Note: this is really just for discounts and it changes daily. It might be worth just keeping an eye on it.

How to lower the price of student flights

Travelling can be expensive. Getting student discounts for flights can go a long way to making the most of your travel budget. Here are some tips for attaining discounts and generally keeping the cost down when booking flights:

Tip 1: Plan and book in advance

The first rule of snagging flight discounts is to plan and book well (and we mean WELL) in advance. Airlines often offer lower fares for those who reserve their seats early, such as 8 months in advance. By planning ahead, you can take advantage of promotional offers and secure the best deals for your student group. 

Tip 2: Check for student and youth fares

Several airlines offer discounted fares specifically for students or young travelers. These fares cater to those under a certain age or enrolled in an educational institution. Ensure you inquire about student and youth fares when seeking quotes from airlines or discussing options with your travel agent.

Remember to have proof of eligibility, such as student IDs or enrollment certificates, when making these bookings.

Tip 3: Explore promotional deals and flash sales:

Stay vigilant for promotional deals and flash sales offered by airlines. Sign up for newsletters, follow airlines on social media, and monitor travel websites to stay updated on the latest offers.

These time-limited discounts can save you a significant amount on your flight bookings. Act swiftly when you spot a promising deal, as they tend to disappear quickly.

Tip 4: Be flexible with travel dates

Flexibility with your travel dates can open up a world of discounted flight options. Consider flying during weekdays or off-peak seasons when demand is lower. Airlines often reduce fares during these times to attract more travelers.

Adjusting your travel dates even by a few days can make a noticeable difference in the price you pay. Avoid bank holidays, Easter and Christmas too.

Tip 5: Utilize frequent flyer programs

If your school has a frequent flyer program or if any students or chaperones are members of airline loyalty programs, leverage these memberships to your advantage. Accumulated miles or points can be used to redeem flight discounts or upgrades. Encourage participants to sign up for these programs and pool resources for maximum benefits.

Tip 6: Consider alternative airports

Sometimes, flying out of alternative airports can yield substantial savings. Check nearby airports or those in neighboring cities that may offer lower fares. Take into account the cost and convenience of transportation to and from these airports when weighing your options. A bit of extra travel at the beginning or end of your trip might be well worth the savings.

Tip 7: Compare prices and negotiate

Before finalizing your flight bookings, take the time to compare prices across different airlines and online travel agencies. Use flight comparison websites to get an overview of available options. Armed with this knowledge, negotiate with your travel agent or directly with the airline to secure the best possible rates for your student group.

Almost set to book your flights? Before you do, check out some Frequently Asked Questions.

Frequently asked questions

Do airlines have student discounts?

Yes, airlines often offer very good student discounts. These discounts can vary depending on the airline and the destination. Check ahead of time or simply ask your travel agent.

Do airlines give deals for groups?

Some airlines offer deals for groups, even if they are not students. Group discounts may vary depending on the airline, the size of the group, and the specific travel arrangements. 

For example, some airlines may even increase the price with a group booking. Crazy, but they do!

What happens to my booking if the trip is canceled?

If your trip is canceled, the outcome may depend on several factors, including the airline’s policies, the type of ticket you purchased, and the reason for the cancellation.

In general, airlines usually offer options such as rescheduling your flight for a later date, providing a voucher or credit for future travel, or offering a refund. 

The key is knowing your rights! As well as reviewing the terms and conditions of your booking you can also seek expert advice like with the US Department of Transportation.

Is StudentUniverse reliable and trustworthy?

StudentUniverse is hugely popular and must be doing something right!

While we cannot provide a personal endorsement or guarantee their reliability, StudentUniverse has been operating for many years and is a reputable platform for student travel. 

Read reviews, compare prices, and consider other options to ensure you’re making an informed decision when using any travel service. Check out StudentUniverse reviews on Reddit.

What is the best agency for student airline tickets?

Having worked with schools from all over the world we have heard of many good to average to poor travel agents that sell student group airline tickets. We recommend using Everest Travel – a Germany-based agency that specialises in group travel. 

What is the best airline for a student trip?

This really depends on where you are flying to. 

In general, larger airlines are better for cancellations and comfort. There are a few standouts from our personal experience. 

Drum roll, please….Copa Airlines and Delta have been really reliable for our past student groups so we applaud you. Here’s a list of other leading international airlines.

We hope the above information was helpful and sets you on your way to finding the right airline tickets for your students. If you need more information, you can send us an email at [email protected].