Helping you on your way

Here are some top tips from group leaders – and our experience in arranging group trips.

Promoting your tour

Promote your tour the easy way using our free support materials, including:

  • A3 Publicity Posters to pin up around your school/college
  • Parents’ Information Sheet
  • PowerPoint Presentation Template to use in school and at Parents’ Evenings

Before you go

  • Collect passports as early as you can to check expiry dates and to take a photocopy for your records. These copies can also be used to help you fill in passenger details later on in the tour planning process.
  • Visit This government-run website is packed full of handy travel advice for destinations around the world. It’s definitely worth a click!
  • Taking lots of passports with you? Make a note of all passport numbers just in case one gets misplaced.
  • Make a list of home contact details for every student.

Getting there

  • If you’re flying to your destination, double-check every name on your Passenger List before you email it to us. Airlines often impose substantial amendment charges to correct even the simplest of mistakes.
  • When you’re on the move, a ‘buddy system’ is a great way to get your group involved in looking after each other on your journey. Make sure meeting points and times are always clear and understood.
  • During a coach journey, always undertake head counts after every stop. Have two people make independent counts. Encourage student involvement by using a buddy system. Remind all on board of any change in traffic flow and ensure an adult supervises unloading and loading. Do not leave property in unattended vehicles. They are targets for thieves and most insurance will not cover this.
  • Travelling by air? Pay special attention to supervision at arrival and departures. This is when you are most vulnerable to petty theft.
  • When travelling by ferry, remind students of the colour and deck number of nearest stairs before leaving your coach. Establish a base so students know where to go for assistance.

Whilst you’re away

  • Keep emergency numbers on your person at all times.
  • Upon arrival at your accommodation, put all passports in a safe.
  • Ensure group leaders are aware of the emergency exit routes in your hotel and the means of raising an alarm.
  • Make sure students are aware of which rooms adults occupy in case they need to contact you. Keep a room list handy in your own room.
  • Whilst on visits, make sure meeting points and times are clear and understood. Advise students on what to do if they are delayed. Establish a ‘home base’ for students to know where to go for assistance.

Some useful travel-related links include

  • Directgov Passports Page – A great link if you need to apply for, renew, or extend the passports of school tour group members.
  • FCO Overseas Travel Advice by Country Page – For the latest Foreign Office advice on travel to destinations worldwide, we recommend using the Foreign Office website.
  • World Time Zones – Check how many hours ahead or behind GMT you’ll be in your destination with this useful time zone chart.
  • Exchange Rates – Instantly convert £ Sterling to Euros or most other currencies worldwide on, just about the easiest and fastest currency conversion site available.
  • Weather – Check the weather in your destination on one of two of the best weather websites.