Help logging in
Trips Abroad
Organisers of activities abroad should follow the same general principles. However foreign trips call for greater thought and planning than for UK trips, and for the provision of more detail to the responsible authorities. The services of a reputable tour operator experienced in group and school travel can be an advantage, but should not be used as a substitute for careful investigation and planning on the part of the organisers.
National Governing Bodies can be approached for advice about proposed foreign activities. Visit organisers can also check the travel advice, relating to personal safety, which is given by the Travel Advice Unit of the Foreign and Commonwealth Office (tel. 0207 238 4503 / 4504 - correct October 2000). Staff accompanying trips abroad should take the address and telephone number of the nearest British Consular office with them. This can be obtained from the diplomatic service list, found in most public libraries.
It is important to ensure that all members of the group have valid passports and visas (if appropriate). A group passport may suffice. Collective passports can be held for an approved group, 5-50 British nationals under 18 yrs travelling in the charge of a responsible leader. The leader and deputy leader must be over 21 years old and hold a standard UK passport. Students who are not British nationals cannot be named on the collective passport. Students other than EU nationals may require a separate passport and may need to use separate passport control channels from the rest of the group.
Recent trips have had problems with visas as they have not been aware of the passport nationality of all the participants on the trip until too late. Students who are not nationals of any EU member state may need a visa to travel from the UK to another member state. However, they may receive visa exemption if they are members of a school group. Details can be obtained from the Home Office on 020 8760 8773. It is possible to get around the visa problem sometimes (in advance) by using the British Council scheme. Details can be found at www.britishcouncil.org/listoftravellers. This system works for non EU pupils visiting another EU country.
The leader of the trip must carry a photocopy of all the passports as well as copies of the various travel tickets and documents.
If a visit is being planned to the new European states of Estonia, Latvia, Lithuania, Malta, Cyprus, Poland, Hungary, Slovakia, Slovenia and the Czech Republic, organisers need to be aware that border staff may be uncertain of relevant EU rules or guidelines. It is recommended that visit organisers contact the appropriate consulate to confirm that appropriate arrangements are in place, and obtain assurances in writing before leaving the UK.
UK residents can get free or reduced-cost healthcare in all EU countries, plus Iceland, Liechtenstein, Norway and Switzerland as long as they carry a current EHIC card with them. Application forms are available from the post office. For more information visit www.dh.gov.uk/travellers .
For destinations outside Europe, extra medical precautions are often required. The Medical Centre can provide details of required inoculations and arrange them provided they have sufficient warning. The trip organiser should provide the Medical centre with a list of pupils and their full itinerary two terms before departure to enable this to happen. A copy of the form the trip leader should take down to the Medical Centre can be found here. The Medical centre also have a leaflet on health issues - available here.
It is recommended that all group members carry a note in the relevant foreign language asking the reader to reunite them with the group at the accommodation / meeting point, or to take them to a police station. They should also carry the group leaders name and contact telephone number in case they becomes separated form the group. All group members should carry an appropriate amount of foreign currency at all times, e.g. money for telephone (or a phone card).
It is recommended that at least one of the staff accompanying the group speaks the relevant local language and that the group leader and supervisors know where the nearest British Embassy or Consulate is located and the telephone number.
The Package Travel, Package Holidays and Package Tours Regulations 1992 make provision for safeguarding consumers. They apply only in certain conditions. Detailed information about these regulations and the associated conditions can be obtained from the Department of Trade and Industry (telephone 0207 215 5000 - correct October 2000).
All vehicles taken from the UK must be checked to ensure that they meet the requirements of the law both in the UK and in the country to be visited. (See Transport and Vehicles section of this 'manual' as requirements for Tachographs and Driving Licenses differ between the UK and the rest of Europe) Drivers must be authorised and made aware of local regulations and conditions. Leaders must assure themselves of the suitability of any local transport used.
The Deputy Organisation has a book containing details of legal issues in different countries that can be very helpful.
Tips:
· Valuable or important items can be left in the hotel safe.
· Check the weight restrictions on any luggage to be stowed in the hold. One item of hand luggage is also permitted. It is a good idea to restrict pupils to one piece of each kind of luggage on any trip.
· Make sure all luggage is clearly and distinctively labelled. Many suitcases look (and often are) the same.
· Arrange regular planning meetings (meal times are handy) once you reach your destination for running over the day's arrangements.
· Tipping is probably best undertaken by the staff in charge. Remember to include a small contribution from each pupil in your overall charge.
· It would be impractical to ban pupils from duty free shops at airports but they should be strongly reminded that that the purchase of cigarettes or alcohol is forbidden.
· Check foreign legislation on fire and safety regulations
rca 2008
updated by eaw 2010