Field trips are memorable learning experiences, but planning the budget requires careful coordination. This calculator estimates the total cost by combining transportation, admissions and tickets, meals, chaperone stipends, and supplies. You can apply a tax rate if purchases are taxable, add a contingency buffer for surprises, and subtract donations or grants to see the net budget and per-student cost.
How to Use This Calculator
- Enter your student and chaperone counts.
- Choose a transport mode and provide round-trip miles. Optionally override the number of vehicles.
- Fill in admissions, activity tickets, and meals as per-person amounts.
- Add other costs like parking, tolls, chaperone stipends, and supplies.
- Set a contingency percentage, an applicable tax rate, and enter expected donations/grants.
- Click Calculate to see totals before and after donations, per-student cost, and a monthly average.
For cash planning across months, use the Cash Flow Projection Calculator. If you are coordinating supply lists, try the Reading Time Calculator to plan review sessions. For classroom materials tied to the trip, consider the Classroom Supply Budget Calculator.
Budget Components
Transportation
Transport costs vary by mode and distance. Buses often charge per mile with minimums, while public transit is per ticket. You can override vehicle count if a single large bus or multiple vans are needed.
Admissions and Tickets
Many venues offer student group rates or complimentary chaperone tickets. Enter per-person amounts to model the expected policy.
Meals
Decide whether meals are pre-purchased, provided by the venue, or paid individually. Use a per-person estimate that matches your plan.
Other Costs
Don’t forget supplies, parking, tolls, and chaperone stipends. A modest contingency helps cover unexpected charges or last-minute changes.
Interpreting Your Results
Results include Total Before Donations, Total After Donations, a Per-Student Cost, and a Monthly Average. Use these to compare venues, adjust headcounts, or negotiate transport and group pricing.
Important Considerations / Limitations
- Transportation quotes differ by vendor, season, and minimums. Confirm lead times and cancellation terms.
- Group rates and complimentary tickets can change your per-person assumptions.
- Local taxes and exemptions vary for schools and districts. Apply tax only if required.
- Donations and grants may arrive at different times. Consider timing for deposits and final payments.
Frequently Asked Questions
How should I estimate the number of vehicles?
Use total headcount divided by capacity, then round up. You can override the vehicle count when you have a confirmed vendor quote.
Do I need to include tax?
Not always. Some school purchases are tax-exempt. Check your district’s policy and set tax to 0% if exempt.
What contingency percentage is reasonable?
Plan for 5–15% depending on vendor certainty, seasonality, and how early you book. Higher contingencies help when plans are still evolving.