While we try to make all of our quotations as easy to understand as possible we are aware that there is a lot of information for you to digest, therefore we have included here a range of advice that we feel is worth highlighting.

How We Calculate Your Price
Our tours are tailor-made to suit your group requirements, offering you total flexibility.  We will always try to match your exact requirements, however when requesting your quotation please consider some aspects below that can affect the overall cost per student.

Single Rooms:
Where there are an odd number of group leaders, we will always accommodate one group leader in a single room at no extra charge, with the remainder in twin bedded rooms.  However, if more or all of the group leaders would like single rooms, we have to pass on the single rooms supplement from the accommodation provider.

Free Staff Places:
We will always base the quotation on the free staff ratio that you require.  However, a high number of staff places will increase the cost per student.

Educational Visits:
Our basic packages are nearly always based on transport and accommodation only, unless otherwise stated.  However, we are happy to arrange any additional extras such as excursion bookings or coach hire in destinations.  Upon receiving your quotation, you will receive a free Destination & Excursion Guide, detailing available excursions in the destination.  Remember, if the excursion/visit are not close to your accommodation you may have to add in the cost of coach transport, which we will provide you with as well.

Insurance:
We can provide fully comprehensive travel insurance for your group.  It is not compulsory for you to take our insurance, so check whether you institution provides your group with its own first.  If you want to take out insurance with us, just state this on your booking form.

Safety Net: When initially promoting the tour to students, we would always advise you allow a financial buffer zone when budgeting.  This is a safety net should your numbers fall below those anticipated.  It is easier to give money back to students than to have to ask for more.

Promoting Your Tour
Below are some useful hints and tips in order to help you promote the tour to students.

Early Promotion: The earlier you start to promote your tour, the more likelihood that it will achieve the required number of students.  Set a deposit/option date earlier than that set by Adaptable Travel, this minimises the chance of missing out due to availability

Payment Scheme: Why not set up a payment scheme, allowing students to pay a small amount each week.  The cost of the tour does not seem like such an issue, and the total amount will gradually decrease.

Opening Evenings:  Holding informal parent open evenings can help groups in tour promotion.  Parents will have the chance to fully understand the educational benefits of the tour and exactly what their child will be doing whilst on tour.  There is also the opportunity to run these events in conjunction with open evenings for prospective students, offering an incentive for students to join the course for next academic year.

Fundraising: This will help raise money for the tour, along with being an exciting, fun way to get students enthusiastic about the tour.  This can also be a great team building exercise as everyone is working towards the same goal.

Promotional Posters:  For all of our conventions, we can provide promotional templates that you can print off and help you to promote your tour.”

Frequently Asked Questions

Q: My quote states I get 1 free staff place for every 10 paying places, however, I need to take more staff, what should I do?
A: We offer a staff:student ratio of 1:10 on all European tours as standard (1:20 on other tours), however if you require additional free places, please get in touch as we will be happy to re-cost based on a different number of free places.

Q: I want to travel with Adaptable Travel, however I have been quoted less by another company, can Adaptable Travel help?
A: Adaptable Travel will always try to beat competitor’s price on a like-for-like basis. Please always check that the quote is on a like-for-like basis as we offer many services as standard in quotes, such as foreign transfers, which some competitors may not. Please get in touch if you have a cheaper quote.

Q: What if my final numbers are different or fall significantly short from that on my quotation?
A: There may be a slight change in the quoted price, as this price is based on set numbers. However, don’t worry, at Adaptable Travel we aim to do everything possible to try and help groups travel. Therefore get in touch and we will re-cost the tour.

Q: Do we get a discount if we get more people than we originally thought?
A: If you are travelling by coach, we may be able to re-cost the tour for you as the cost of the coach is spread between more people. If you are travelling by air, every tour is different, so please get in touch.

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