When budgeting for group student travel, it's important to start by determining the core expenses, such as flights, ground transportation, accommodations, meals, and activity fees. More detailed group budgeting may include tickets to events and attractions, guide fees, guest lecturers or presenters, as well as any additional costs for amenities or event space that might be required for group meetings or special events.

The University Travel Program can provide a clear understanding of a destination's transportation costs, including group rates for buses, trains, or flights as well as estimates for the above-mentioned services in your destination of choice. We can also assist you with the selection of travel suppliers that can provide on-the-ground support for your group in any country.

Pre-planning

First Step: Determine if you have Sufficient Funding
Most international student groups traveling for an average of 8-9 days (such as course travel or fall/spring break travel) cost between $2200 and $3200 per student. Costs can vary greatly depending on location, number of activities, and type of trip. For estimation purposes, departments can use the following:

• low range - $2200 per student
• mid-range -  $2700 per student
• high-end - $3200 per student

Refine Your Budget Estimate
Once you have determined that you have funding for a trip based on the above numbers, departments can reach out to the University Travel Program for a more detailed estimate of what a group will cost in any destination in order to budget properly for the trip. If you are putting together a preliminary budget on your own, here are some guidelines to help you with estimating group travel costs.

• Flights – contact World Travel for current ticket price
• Domestic transfers to/from University to EWR or PHL - $500 each way
• **Accommodations:
  • $150 per room per night single or double (mid-range) 
  • $250 per room per night single or double (more upscale)
• Ground transportation 
  • Shuttle/van transportation $800 per day
  • Mid-size bus transportation $1200 per day
  • Large coach transportation $2000 per day
• **Meals: $100 per person per day ($15 for breakfast, $35 for lunch and $50 for dinner)
  • NOTE: Use $135 per person per day in countries with high cost of living
• Tours: If you are doing guided tours, allow $100 per person per excursion
• Honoraria/Guest speakers: $100 - $200 per speaker presentation
• Gratuities:
  • $3 - $5 per person per day for driver (ex: 12 travelers x 8 days = $288 to $480)
    • NOTE: The larger the bus the higher the amount.  ($3 pp/pd suitable for van drivers / $5 pp/pd for larger buses) 
  • $5 - $10 per person per day for guide or tour manager
    • NOTE: If using guide for only one day, lean toward $10. Can be lower when guide/tour manager accompanies group the entire time.

**If driver is staying with group, add room and meals for driver.

Please reach out to Susan Godfrey, Associate Director, Travel Program for group budgeting assistance.