Key Steps for US Teachers, from Visas and Budgets to Safety and Itinerary Design

China is an ideal destination for a school excursion, offering many learning opportunities for students. In particular, when US students go on an excursion to China, they will not only be able to learn about the country’s history and culture but also have the opportunity to enjoy a unique cross-cultural experience. They can walk along the Great Wall, visit the Forbidden City and the Terracotta Warriors, and experience high-speed trains, mobile payments, and modern life in China.

This guide is designed for teachers, educational trip coordinators, and school administrators in the USA. It outlines the key steps involved in planning a school trip to China, from the initial planning stage to pre-departure preparations. Schools are advised to begin planning 6-12 months in advance to allow sufficient time for school approval, visa applications, itinerary arrangements, insurance, and other essential preparations. For more information, see our Timeline for Planning an International School Trip to China.

Step 1: Obtain School Approval and Form a Planning Team

Before contacting any travel service providers, schools should first obtain initial approval for the trip.

Appoint a Trip Coordinator. The school should appoint a teacher or administrator responsible for organizing the trip, from planning through to the end of the trip. The school should also clearly define the responsibilities of the teachers, team leaders, and all other chaperones accompanying the trip.

Create a Draft Plan for the Trip. The draft plan should comprise the following elements: trip theme and aims, trip itinerary, names of the participating students/teachers, departure dates and destinations, transportation/overnight arrangements, estimated costs, and an emergency plan.

Conduct a Risk Assessment. The risk assessment for a school trip to China should be tailored to the specific itinerary, students’ ages, accommodation arrangements, modes of transportation, and planned activities. For more information, see China School Trip Risk Assessment.

Confirm Travel Insurance. Ensure that all participating teachers, students, and accompanying staff have travel insurance that is valid in China. Coverage should include medical expenses, accidents, and emergency assistance. For more information, read Travel Insurance for School Trips to China to help you choose coverage that meets your group’s needs.

Step 2: Prepare Visas and Travel Documents

U.S. citizens traveling to China for a school trip generally need to apply for a Chinese visa in advance. It is also important to note that participants in U.S. school groups may hold passports from different countries. Schools should not assume that all students and teachers are subject to the same visa requirements. Instead, they should confirm the nationality and passport details of each student and teacher as early as possible.

The recommended time for making arrangements for visa applications is three months prior to departure, so that there will be enough time for gathering all necessary documentation and submitting other materials if required. In the case of students under 18 years of age, schools need to check in advance whether there is a need to obtain consent forms from their parents. Information about processing times and actual application procedures needs to be checked against the most current guidance issued by visa application agencies.

Schools should also make sure to collect passports, visas, and other travel documents for all students and teachers involved in this trip. It is best to have both electronic and paper copies available.

Step 3: Design the Itinerary

A high-quality school study tour itinerary should combine iconic cultural landmarks with interactive learning experiences, preventing the educational trip from turning into mere sightseeing.

Choose Educational Themes

Select core themes for student learning during the trip, such as history, culture, technology, business, geography or the environment. Once the theme is confirmed, choose cities, sites and activities aligned with curriculum content, rather than creating an itinerary consisting only of simple site visits.

Choose Activities Based on Students’ Ages

Schools should adjust activity difficulty, daily activity volume, presentation depth and learning tasks according to students’ ages. For primary school students, more interactive and hands-on activities can be included. Middle school students may take part in more observation tasks, group challenges and cultural experiences. Senior high school students can engage in in-depth thematic sessions, corporate or school visits, peer exchanges and research assignments. For university students, consider more specialized academic visits, company research, social observation, and professional exchanges based on their majors and academic interests.

For more information, see Is China a Good Destination for Students of All Ages?.

Choose the Right Destinations in China for School Trip

China Educational Tours has extensive experience organizing educational trips in China. Based on our experience with previous programs, we have summarized the educational themes, activities, and learning objectives that different cities are well suited to support. Schools can use the following guide as a reference when planning a school trip to China.

School exchanges, company visits, community activities, and special experiences depend on the dates, host organizations' policies, students' ages, group size, and specific activity requirements. If an activity cannot be confirmed by the host organization, schools should prepare a suitable alternative.

Classic Itinerary (10-13 Days)

The most classic China study tour route usually covers three cities: Beijing, Xi’an and Shanghai. It takes students on a learning journey spanning China’s history and culture all the way to modern urban development, technology and economic growth, helping them explore authentic China.

Beijing (3-4 days): Students will visit famous sites including Tiananmen Square, the Forbidden City, the Great Wall, the Temple of Heaven and hutongs. They explore ancient Chinese imperial architecture and history, and experience traditional culture such as paper-cutting, calligraphy and Peking Opera mask painting. Local school exchanges or Chinese language sessions can also be organised, and home visits with local families are available as an extra option.

Xi’an (2-3 days): Tour the Terracotta Army, the Ancient City Wall, Xi’an Museum and the Muslim Quarter. Students learn about the histories of the Qin and Tang dynasties. Attractions such as the Tang Dynasty Ever-bright City offer further insights into Tang culture, poetry and urban life.

Shanghai (2-3 days): The Bund, Yu Garden, Shanghai Museum and the Science and Technology Museum, plus optional visits to enterprises or universities. Students gain an understanding of Shanghai’s urban evolution, China’s modern economy and technological innovation.

Guilin or Guizhou (3-4 days, optional extension): In Guilin, students can enjoy a Li River cruise, cycle through rural Yangshuo, join farming activities and take part in traditional handicraft workshops. In Guizhou, the programme includes tours of Miao villages, community engagement and silver ornament making. Through these experiences, students learn about rural life and ethnic minority cultures in China and discover a side of the country unlike its major metropolises.

Step 4: Set a Budget

The cost of a school trip to China depends on factors such as the trip duration, number of cities, accommodation standards, and planned activities. When preparing a budget, schools should also confirm whether the following expenses are included:

• International Flights
• Domestic Transportation
• Meals
• Optional Activities and Tips
• Travel Insurance

Tips for Reducing Costs: Larger groups can share fixed costs, such as transportation and guide services, helping to reduce the cost per person. Scheduling the trip outside China’s peak travel periods can also help keep the overall budget under control.

For more information about budgeting for a school trip to China, see A Complete Teacher's Guide to China School Trip Budgets.

Step 5: Choose the Best Time to Travel

China’s northern and southern regions can have very different climates. For school trips, choosing the right time to travel can help students enjoy a more comfortable experience.

Recommended Travel Periods: April–May and September-October. The weather in most parts of China is generally mild during these months, making them suitable for outdoor activities.

Periods to Avoid:

July-August: This is the peak season for domestic tourism in China. Tourist attractions tend to be crowded, and airfares and hotel prices may rise. Heat waves may also occur in some parts of the country. If the school can only travel during this season, consider visiting Guizhou, as some areas there are cooler.

Chinese Public Holidays: Popular attractions are often crowded during the Labor Day holiday in May and the National Day holiday in October. Demand for transportation and accommodation increases during these periods, which may also drive up travel costs. Schools are advised to avoid scheduling group trips during these holidays.

Chinese Spring Festival: It generally falls between late January and mid-February, with exact dates varying each year. Transport demand is high during the festival, and some shops, attractions and services may adjust their opening hours. School groups therefore need to confirm travel arrangements ahead of time.

Step 6: Safety and Risk Management

Schools should make safety and risk management preparations well in advance of departure.

Pre-Departure Safety Briefing: Before departure, brief students and parents on the itinerary, safety measures, emergency contacts, and important cultural considerations.

Develop an Emergency Plan: The plan should clearly define communication procedures and decision-making responsibilities in an emergency. Schools are advised to prepare an emergency contact card for each student, listing the contact details of the accompanying teacher and local tour guide, as well as China’s emergency numbers: 110 for police and 120 for medical emergencies. For more information, see Emergency Planning for a School Trip to China.

Student-Teacher Ratio: Make sure there is an appropriate student-to-teacher ratio so that each student receives proper supervision. Prior to the beginning of the journey, teachers must make sure that all safety rules are clearly explained to students.

Health Arrangements: Determine the food preferences, allergies, and other specific health requirements of the students prior to travel. Provide medication and a first-aid kit.

Step 7: Pre-Departure Preparation

Packing Checklist: Provide your students and parents with a detailed checklist for packing. This would include passports and visas, walking shoes, a travel adapter, basic medicines, sunscreen, a water bottle, a daypack, and some cash in Chinese currency.

Internet and Communication Options: Schools should have enough information about internet access and means of communication in China before departure. It is advisable for students to download translation software before leaving for the trip.

Behavioral Guidelines: Talk to the students about guidelines for behavior. These should include following the schedule and itinerary, obeying the instructions of the guide and the teachers, being respectful of the culture and traditions of China, and not wandering alone in public places.

For more pre-departure preparation advice, see Checklist for Teachers Leading a School Trip to China.

What to Look for When Choosing a Travel Service Provider

Choosing an experienced educational travel provider in China is an important step toward ensuring a successful school trip. When evaluating potential providers, schools should focus on the following points:

• Holds the necessary business licenses and has experience organizing educational trips in China.
• Has a proven track record of working with international schools and student groups.
• Provides a transparent cost breakdown, clearly identifying what is and is not included.
• Offers professional, fluent English-speaking guides who can do more than explain attractions and help students understand Chinese culture.
• Can customize itineraries around the school’s educational objectives rather than offering the same standard sightseeing package to every group.

Planning a school excursion from USA to China requires careful consideration, but it can also provide an interesting learning experience for students. The effectiveness of such an excursion does not depend on the number of cities and attractions students visit, but rather on whether they become involved in the process of learning about another culture through communication with Chinese students.

With early planning, clear communication, a reliable travel service provider, and thorough safety and logistical arrangements, students can focus more fully on experiencing, discovering, and learning.

China Educational Tours has organized educational trips in China for schools and student groups. We can help schools design itineraries tailored to their learning objectives, students’ ages, group size, and travel dates.