Are you planning a school trip? Want to make sure your covering all your bases? Well below are some excellent tips to help you plan your stay with us less stressful and make your trip a successful one.

One of the biggest parts of the trip will be finance. How will you pay for everything? The best thing you can do is meet with you finance department well in advance to secure a purchase order, a school check or even a school credit card. Make sure you have the right documentation from us to verify the proper payment from your finance department.

Next get together with all of your chaperons and have a meeting. This way you can plan out all of your travel arrangements with the group so no one is confused. When assigning your chaperons to their groups make sure to not assign more than 10 children to each chaperone. 10 is an easy number to manage and keep track of with out getting over whelmed. By splitting up the groups this way it makes it easier and faster to get head counts and move on to the next event.

Depending on the length of your travel another big part of a school group traveling is luggage. We recommend that you bring no more than one large piece of luggage and one smaller bag. Also remind all of your travelers to proper label their bags with their own name and their school name. This will prevent any loss of baggage and if something does get miss placed it will be easy to return it.

The next step is arriving at the hotel. To make things easier you would want to send a rooming list to our front desk or sales office so that they make block the necessary people in the necessary rooms. This will make checking into the hotel much easier. Depending on the size of your group ask about our optional hospitality rooms, a place where your travelers can hang out together and unwind in after traveling or attending an event.

A good tip for traveling is to always bring a debit card or ATM card with instead of traveler’s checks. The reason being is that not every place you go will accept traveler’s checks anymore. Another good tip is to travel with at least $20.00 in cash on you at all times.


When you are travel through upstate New York makes sure to check the weather. This way you can inform your travelers in how to dress for your stay.

Another good thing to look at when traveling with you school group is to check for restaurants in close proximity. Here at the Best Western Sovereign not only do we have an onsite restaurant and lounge but we are located within walking distance to several restaurants and eateries.

All these tips above will help you on your way to planning your group trip. On top of all of these preparation make sure to have a good time to !