Should You Buy Travel Insurance for Your School Music Trip?
The Pros, the Cons, and the Lessons Learned from COVID
Planning a school music trip isn’t just about logistics — it’s about creating once-in-a-lifetime experiences. But as many learned during the pandemic, unexpected events can derail even the most well-planned trip. One key question: Should you invest in travel insurance for your students?
✅ The Pros of Buying Travel Insurance
💰 Protects Non-Refundable Payments
Most bookings (hotels, charter buses, festival fees) are non-refundable weeks or months in advance. Insurance helps safeguard families from losing it all if something happens.
🔄 Covers Cancellations, Delays, and Interruptions
Good policies can cover:
- Illness-related cancellation or interruption
- Weather or emergency delays
- Lost baggage or equipment
- Emergency medical costs or evacuation
🧘 Peace of Mind
Families feel more secure committing to a major trip when they know they’re protected financially.
❌ The Cons of Travel Insurance
💵 It Costs Extra
Typical policies cost $50–$150 per student, which can be a barrier for some families.
📋 It’s Complex
Coverage varies, especially with:
- “Cancel for Any Reason” (CFAR) options
- Exclusions (e.g., pandemics, school closures)
- State-by-state differences
⏳ Deadlines Matter
Some benefits (like CFAR) must be purchased within 10–21 days of the deposit.
⚠️ What We Learned from COVID
When COVID-19 shut down school trips in 2020:
- Students lost thousands in prepaid travel
- Many travel companies offered no refunds
- Only groups with insurance (especially CFAR) recovered their costs
- Families without insurance bore the full loss
💰 Typical Insurance Costs
- 3–4 days (domestic): $50–$75
- 5–7 days (domestic): $80–$110
- International: $100–$150+
- CFAR Add-On: +40–60% of base cost
Some tour providers offer insurance as an optional add-on — others bundle it in.
🛡️ What You Risk Without It
- Total loss of payments if the trip is canceled
- No refund if a student can’t attend due to illness or family emergency
- No coverage for injury or sickness on the trip
- Performance opportunities missed with no way to recover costs
🎓 Final Thought
Travel insurance may be optional — but it’s often your only line of defense against unexpected events.
As a director, offering or recommending it protects your students and their families.
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