Group, school and sports team travel, signed family by family
One price per student or player, the school's options, and a copy for every family to sign and pay its own deposit.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
Group travel specialists use QuoteCloud to quote school tours and sports trips per traveller, with the quantity set to the group. The school or club chooses its options, then you bulk-send a copy to each family: parent and student sign, tick the acknowledgement in a Forms block and pay the deposit online. You invoice the balance.
A sample group travel quote from a fictional agency, Saltpine Travel Co., open in the signing view on a tablet at a parents' evening: the senior Japanese language tour for Kinloch Valley High School, $3,985.00 for one student with a $400.00 deposit and the balance invoiced by the agency, then the parent or guardian acknowledgement with the locked group tour conditions, three ticked statements and the travel insurance choice. Lena Brandt, parent of Mia Brandt, signs and the button turns to Signed. Two notes: the $400.00 deposit is paid through Stripe, and the acknowledgement is recorded with the signature.
One group price, worked out per student
The school sees the whole tour priced per student: group flights, the homestay week and hostels, rail and entry fees, and three days at the partner school, with the staff places built into the student price. The quantity is the group, 24 students, so the total follows the roll.
The choices the school has to make are optional rows. Tick the Hiroshima day or the theme-park day and the price per student, the group total and the deposit per student all change before Ms Grant signs off the program.
- A price per traveller, with the quantity set to the group
- Optional rows for the school's or club's choices
- A fixed deposit per student, paid on signing
- The balance per family, invoiced by your agency
Price tables and payments: Essentials and up
Travel deposits & balancesPrice per student
24 students · Per student · 3 staff places included
| Item | Per student | Amount |
|---|---|---|
| Included | ||
Group return flights, economyRiverside ⇄ Tokyo
|
$1,290 | $30,960.00 |
Homestay & hostels, 11 nightsKanazawa homestay week, Tokyo and Kyoto hostels
|
$1,640 | $39,360.00 |
Rail, transfers & entry feesRail pass, airport coaches, all listed entries
|
$585 | $14,040.00 |
School visit programThree days at our partner school in Kanazawa
|
$310 | $7,440.00 |
| Options for the school to choose Tick to add | ||
| $95 | $2,280.00 | |
| $65 | $1,560.00 | |
| $135 | $3,240.00 | |
- Per student
- $3,985.00
- Trip total · 24 × per student
- $95,640.00
- Deposit per student, paid when each family signs · $400 × 24
- $9,600.00
- Balance per student invoiced to each family by Saltpine TravelDue Fri 5 Feb 2027
- $86,040.00
Group fares held until Fri 30 Oct 2026. After that, fares and availability may change.
A copy for every family, from one template
Once the school approves the program, Callum bulk-sends the parent acknowledgement to the families on the senior Japanese class list. Each family gets its own personalised copy, so every signature and every deposit belongs to one student.
The bulk view shows each copy as sent, opened or accepted, so the groups desk can see which families to call. QuoteCloud doesn't send reminders: the follow-up is still yours, but it starts from one list instead of a pile of permission slips.
- One personalised copy per family
- Sent, opened and accepted, family by family
- Bulk send has volume-based costs
Bulk send: Essentials and up
Bulk send documents- Lena Brandtlena.brandt@example.com AcceptedSigned, deposit paid
- Tom Okonkwotom.okonkwo@example.com AcceptedSigned, deposit paid
- Sasha Petrovsasha.petrov@example.com OpenedOpened Tuesday
- Aiko Watanabeaiko.watanabe@example.com OpenedLeft a comment
- Ben Kowalskiben.kowalski@example.com Sent
- Sent
- 5
- Opened
- 4
- Accepted
- 2
The parent acknowledgement, signed with the student
Each family's copy carries the group tour conditions as a locked block, then a Forms block the parent or guardian completes: the conditions read, medical and dietary details given through the school's own form, passports and entry requirements theirs to arrange, and the travel insurance choice.
The parent or guardian and the student both sign, the $400 deposit is paid on signing through Stripe or PayPal, and the answers are kept with the signatures. Zapier's Form Submitted on Document trigger can pass them on to the school's own spreadsheet.
- A Forms block inside the document, not a separate form
- Several signers on one copy: parent or guardian and student
- No medical, dietary or passport details in the proposal
Forms block and locked conditions: Business
Booking terms & insurance acknowledgementsParent or guardian acknowledgement
Group tour conditions Locked block
- Places are confirmed in the order deposits are received, up to 24 students.
- The deposit of $400 is non-refundable once group airline tickets are issued.
- Students follow the school's code of conduct for the whole tour.
Forms block Tick each to continue
Forms block and locked conditions: Business plan
Accept and sign
2 of 2 signed
- Lena BrandtParent or guardian SignedWed 21 Oct
- Mia BrandtStudent SignedWed 21 Oct
Agreement summary
- Student
- Mia Brandt
- Deposit paid
- $400.00 via Stripe
- Balance
- $3,585.00, invoiced by Saltpine
Certificate of authenticity and audit trail attached
Quote your next school tour from QuoteCloud
Free for 14 days, no credit card required. Send us your group quote and we'll convert it into a template during the trial.
School tours and sports teams, quoted the same way
Two sample group quotes from a fictional agency. Each has its own template, and both are priced per traveller.
Group travel quote
Senior Japanese language tour
Twelve days in Tokyo, a week with host families in Kanazawa and two days in Kyoto, for 24 senior Japanese students and 3 staff.
Price per student
24 students · Per student · 3 staff places included
| Item | Per student | Amount |
|---|---|---|
| Included | ||
Group return flights, economyRiverside ⇄ Tokyo
|
$1,290 | $30,960.00 |
Homestay & hostels, 11 nightsKanazawa homestay week, Tokyo and Kyoto hostels
|
$1,640 | $39,360.00 |
Rail, transfers & entry feesRail pass, airport coaches, all listed entries
|
$585 | $14,040.00 |
School visit programThree days at our partner school in Kanazawa
|
$310 | $7,440.00 |
| Options for the school to choose Tick to add | ||
| $95 | $2,280.00 | |
| $65 | $1,560.00 | |
| $135 | $3,240.00 | |
- Per student
- $3,985.00
- Trip total · 24 × per student
- $95,640.00
- Deposit per student, paid when each family signs · $400 × 24
- $9,600.00
- Balance per student invoiced to each family by Saltpine TravelDue Fri 5 Feb 2027
- $86,040.00
Group fares held until Fri 30 Oct 2026. After that, fares and availability may change.
Senior Japanese language tour
Twelve days for 24 students and 3 staff, priced per student with the staff places built in. The school ticks its options, signs the program, and each family then signs its own copy and pays the deposit.
- Price per student × 24
- Options the school chooses
- $400 deposit per student on signing
Price tables and payments: Essentials and up
Team travel quote
Under-14s to the Christchurch tournament
Five nights in Christchurch for the under-14 tournament: 18 players and 6 adults, one coach for the week.
Price per traveller
24 travellers · Per traveller, players and adults
| Item | Per traveller | Amount |
|---|---|---|
| Included | ||
Group return flightsNorthgate ⇄ Christchurch, sports bags included
|
$640 | $15,360.00 |
Motel, 5 nightsFamily rooms, near the grounds
|
$520 | $12,480.00 |
Team coach for the weekAirport, grounds and one day trip
|
$180 | $4,320.00 |
Tournament entry shareClub entry fee, per traveller
|
$95 | $2,280.00 |
- Per traveller
- $1,435.00
- Trip total · 24 × per traveller
- $34,440.00
- Deposit per traveller, paid on signing · $250 × 24
- $6,000.00
- Balance invoiced to each family by Saltpine TravelDue Fri 2 Apr 2027
- $28,440.00
Group fares held until Thu 5 Nov 2026. After that, fares and availability may change.
Under-14s to the Christchurch tournament
Eighteen players and six adults on one price per traveller: flights with sports bags, a motel near the grounds, the team coach and the club's entry share. Each family pays a $250 deposit per traveller when it signs; Saltpine invoices the balance.
- Players and adults on one price
- Quantity = everyone travelling
- Balance invoiced by the agency
Price tables and payments: Essentials and up
What changes for the groups desk
The jobs that change once school and team trips are quoted, acknowledged and paid in QuoteCloud.
From a school's enquiry to every family signed
How a groups coordinator runs a school tour in QuoteCloud, from the first quote to the balances.
Quote the school
Price the tour per student from your group template, with the options as rows to tick and the fare hold as the expiry date.
The school signs off
The school ticks its options and signs the program. Changes go out as a revised version.
Send to every family
Bulk send the parent acknowledgement: one personalised copy per family.
Families sign and pay
Parent and student sign, the Forms block records the answers and the deposit is paid on signing.
Ticket and invoice
Ticket in your own system and invoice each family's balance. QuoteCloud never bills it.
Group and school travel questions
Can each family pay its own deposit for a school tour?
Yes. Bulk-send the parent acknowledgement so every family gets its own personalised copy, priced for one student. The deposit is paid on signing through Stripe or PayPal as a fixed amount, on Essentials and up. The balance and its due date are written into the copy, and your agency invoices it: QuoteCloud doesn't bill balances, take instalments or send payment reminders.
How do I price a school tour or sports trip per traveller?
Put the tour in a price table priced per student or per traveller and set the quantity to the number travelling, such as 24 students. Staff or coach places can be built into that price. Options such as a day trip are optional rows the school or club ticks, and the total and the deposit per traveller follow. Price tables are on Essentials and up.
Can a parent and the student both sign?
Yes. A document can have several signers, so the parent or guardian and the student can both sign the same copy, and nobody needs a QuoteCloud account to sign. Each signed document comes with a certificate of authenticity and an audit trail. You can also hand over your own device at a parents' evening and have them sign in person.
Does QuoteCloud collect students' medical or passport details?
Keep them out of the proposal. Medical and dietary details belong in the school's own form, and passport details in your agency's secure process. The Forms block (Business) records that the parent has read the conditions and will provide those details, along with the travel insurance choice. QuoteCloud gives no visa, health or insurance advice.
Does QuoteCloud chase families who haven't signed?
No. QuoteCloud doesn't send reminders. The bulk view shows every family's copy as sent, opened or accepted, and tracking shows when a copy is opened, so your coordinator knows exactly who to call. An expiry date on the quote and the Expiring Soon filter show when the group fare hold is about to run out.
Which plan does a group travel business need?
Price tables, payments on signing, bulk send, expiry dates and tracking are on Essentials and up. The Forms block for the parent acknowledgement and locked group conditions are on Business. The Travel Itinerary add-on, for itineraries from Sabre or Tres CCTE, is an opt-in paid add-on on Essentials, Business and Enterprise. Essentials and Business start with a 14-day free trial.
More for travel businesses
Every page of the QuoteCloud travel microsite.
-
Booking terms & travel insurance acknowledgementsLocked booking terms, a travel-insurance choice and acknowledgements in the Forms block, signed by every traveller.Explore
-
Travel deposits & balancesA deposit per traveller paid on signing through Stripe or PayPal, with the balance and its due date written into the proposal.Explore
-
Corporate travel program proposalsA travel management proposal with your service fees, program terms and an expiry date, approved and signed by the client.Explore
- Day-by-day itinerary proposalsFlights, stays, transfers and tours as itinerary segments, with photos, guides, attachments and a trip summary in one document.
- Cruise & touring proposalsCabin categories as a single choice, shore excursions and pre-cruise stays to tick, for cruise specialists, tour operators and wholesalers.
- AI Co-Worker for travel consultantsTurn an airfare search into itinerary blocks and generate a destination guide, then check and accept every word yourself.
- Sabre GDS itineraries in QuoteCloudThe Sabre GDS Itinerary Sync add-on fills your itinerary template from the booking, ready for your photos, guides and pricing.
- Tres CCTE itineraries in QuoteCloudThe Tres CCTE Itinerary Sync add-on brings bookings from your mid-office into a branded itinerary template per team.
- Tramada itineraries in QuoteCloudItineraries created in Tramada opened in QuoteCloud, set up with the QuoteCloud team, then enhanced and sent for signature.
- CRM, accounting & Itinerary Sync APIStripe and PayPal on signing, your CRM and accounts through Zapier, Make or natively on Business, and the Itinerary Sync API.
- Travel templatesReal QuoteCloud travel itinerary and proposal templates, Style 1 to 3 and more, ready to brand and connect to your bookings.
- QuoteCloud implementation for travel businessesAdd-on installed, Travel API settings per team, itinerary templates with placeholders, content libraries and your consultants trained.
- FAQAnswers to the questions travel agencies, tour operators, cruise specialists and group organisers ask most.
Your next group tour, signed family by family
Free for 14 days. No credit card required.