FAQs

Yes. Many group leaders face time pressures, so we offer:

• A ready-made SLT proposal template.
• A PDF of the itinerary and pricing tailored for decision-makers.
• Optional talking points or slides you can use for meetings.

Yes — we’re happy to complete any necessary paperwork to become an approved supplier. Please send us the form or contact details, and we’ll handle the rest.

You can find more information here.

To help streamline SLT approval:

• Provide them with a detailed quote and sample itinerary early.
• Include a clear breakdown of costs (transport, accommodation, meals, entry fees, etc.).
• If helpful, we can provide a custom SLT presentation pack or support with writing the trip proposal.
• Ensure Adaptable Travel is on your approved suppliers list at your school or LEA (we can assist with this).

Travel insurance can be added the package and covers both students and staff.

It is not included as standard since we find many schools general insurance policy already includes school trips. So we suggest you check if your school insurance policy covers school trips. If not we make it simple to add it to your tour.

We’re flexible and experienced in handling evolving trip parameters. If your SLT makes changes, we’ll:

• Revise the quote and itinerary as many times as needed.
• Clearly track changes to keep everyone aligned.
• Suggest cost-effective adjustments to stay within budget.

We are able to offer inspection visits for non-UK destinations. Especially for high-value or complex trips (e.g., CERN, Krakow), inspection visits can be arranged or supported. This should be discussed early in the planning process.

Adaptable Travel understands that taking a group of students somewhere for the first time can be daunting. In addition, you may have mandatory health and safety criteria within your school or LEA that require firsthand knowledge of the destination. That is why we aim to make it possible for you to visit the destination of your school trip before you take your students.

We can include 2 nights’ accommodation at your booked destination on a B&B basis in a twin room on request (for non-UK destinations).

Please contact us for further details.

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Helpful Tips on your Inspection Visit

• Two heads are better than one.
• Familiarise yourself with the layout of the accommodation and the areas you plan to visit and consider what problems they may give any individual as well as the group.
• Confirm your control measures will work and be effective.
• Select appropriate meeting points for your group for each activity if needed.
• With your group in mind, look out for potential trouble spots and make a note of any “out of bounds” areas.
• Note down useful telephone numbers such as emergency services etc.
• Visit the nearest tourist office

Absolutely. We can:

• Suggest cost-saving options (e.g. coach vs air, budget accommodations).
• Highlight what’s included vs not in our packages.
• Compare our quote with competitors if needed, so you have a full picture.

You should include:

• A full itinerary with all planned activities and visits
• A breakdown of costs (transportation, accommodation, meals, entrance fees, etc.)
• Clarification on what is and isn’t included in the quote
• Health & safety protocols and risk assessments
• Cancellation and refund policy

Yes. We often pre-empt SLT needs by:

• Including meals.
• Offering options to add insurance or UK airport transfers.
• Adding suggested activities for “free time” (e.g. shopping or beach visits).
• Providing options for tailored itineraries to match curricular or enrichment goals.

Yes, but some updates may be needed. Let us know: The trip you ran previously. If dates, numbers, or destinations have changed. We’ll confirm whether pricing and logistics are still valid.

We provide comprehensive risk assessments and statements for:

• Transport
• Accommodation
• Destination Managment Agencies (where applicable)
• Each activity arranged by Adaptable Travel

These documents can be included with your SLT proposal.

Trips typically follow government or school policy ratios (e.g., 1 adult to 10 students), but we can adapt based on your school's requirements. These ratios are always clearly stated in your quotation.

hat’s completely fine — we’re used to this process. We’re happy to:

• Provide itemised comparisons.
• Highlight value adds (e.g. included transfers, insurance).
• Assist you in explaining the benefits of choosing our services.

Adaptable Travel has been providing inspirational, safe school tours since 1994, and we are confident in our ability to provide memorable and impactful trips for your school.

bsolutely. We frequently provide SLTs with detailed cost breakdowns including:

• Transport (including airport transfers)
• Accommodation
• Meals (if included)
• Entry fees
• Optional extras (e.g., insurance, bonding activities)

We understand the pressures schools face in obtaining payments from parents and as such we try to offer flexibility. That said, we have deadlines with suppliers and we recommend early planning. Discussing alternative timelines with us early on can help prevent issues. We also recommened requesting parents make payment well in advance of our deadlines in order to build in some contingency.

It varies by destination and season, but typically 2–4 weeks. We can sometimes extend these deadlines, but approval delays (especially over holidays) can jeopardize availability and pricing.

We understand that internal approvals can take time. We can:

• Hold quotes and availability for as long as possible.
• Extend deadlines where feasible — just let us know your internal timeline.
• Provide updated quotes if prices change due to delays.

Yes. We can provide itineraries in Word or PDF format, with optional editable fields. If your SLT has specific formatting requirements, let us know—we’re happy to adapt.