About Your School TripAbout Your School Trip

About Your School Trip

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Your tour is important to us, and it is vital that you the group leader have a full understanding into the way we work and construct the various elements of your tour. You will find here a candid insight into the various issues that can occur once you have confirmed your booking.

Frequently Asked Questions

Problems on Tour

Q: What happens if I have a problem whilst on my tour such as the coach not turning up or the hotel not having the correct rooms?
A: Adaptable Travel operates a 24-hour emergency support line, which is staffed by highly trained senior staff, who have many years of experience. In addition in most destinations, we have local agents at the destination who can help. In addition, we provide you with contact information for all suppliers where necessary.  In short, one way or another your problem will be resolved with the help of Adaptable Travel.

Air Tours

Q: Why do our flights seem to be longer on the outbound than on the return flight?
A: All flight times are given as local to the relevant airport. Therefore flights will be the same duration outbound and on the return, however the time difference between the destination country and the UK means that there appears to be a time difference.

Q: Do I have to pay to change a name of a passenger booked onto a flight?
A: If your tour is going by low-cost airline, then you will have to pay a name change charge. This charge is imposed by the airline, not Adaptable Travel.  The fee can be substantial and is almost always in excess of £100 per name change.  This is why it is vital to check the names of passengers given match their passports.

Q: Does my quote include airport transfers?
A: For all tours travelling by air, we do not offer UK transfers as standard; however we can produce a quote for UK airport transfers. However, we usually offer return foreign transfers at the destination from the airport to the hotel, which will be detailed in the quote. If you would like us to add, or indeed remove foreign airport transfers from your quote, please let us know.

Q: Does my quote include the costs for baggage on low-cost airlines?
A: For all air tour quotations travelling by low-cost air, we usually quote checked baggage as a supplement price so you can decide whether to add baggage to your tour. For long-haul flights, 1 piece of checked baggage is usually included. In each case, please check your quotation, or ask us if you are unsure.

Q: What if my flight is delayed?
A: Flights can be delayed from time to time if this does occur it is vital to liaise with the relevant airline check-in staff at the airport in order to get the most up to date information regarding the delay.  You also have the assistance of the 24-hour Emergency Phone Line from Adaptable Travel.

Coach Tours

Q: What facilities will the coach have?
A: All coaches will be full executive vehicles complete with seatbelts, Video/DVD and toilet (for emergency use). All coach companies hold a European Community Licence.

Q: Can we use the coach whilst in the destination to go on excursions?
A: Subject to driver’s hours, you can usually use the coach to go on excursions whilst in the destination. All that we ask is that you let us know early so we can let the coach company know.  If drivers hours are exceeded by your desired itinerary, we can usually add a second driver for a small fee charges by the coach company.  We will of course always include in your cost either a feeder driver or second driver for tours that require this due to high mileage.

Q: Can we use a coach company that we know well?
A: We will be happy to use any coach company that you suggest. However, if it is not one of our vetted companies, we cannot guarantee availability, or service levels. The price may also be higher than other coach companies we usually use, as we receive discounts with many coach companies due to the volume of tours we book with them each year.

Q: Where will the coach pick us up from?
A: The coach will pick you up, and drop you back at your institution, unless otherwise requested. We will be happy to base the quote on any pick-up and drop-off location within your institutions local area for no additional cost (within reason). However please let us know early if the pick-up address is not from your institution.


Q: What do you mean by Key Deposit?
A: A key deposit is a small refundable deposit requested by some hotels to be payable upon arrival, to cover the cost of any damages, excessive noise etc.

Q: Do I have to pay a key deposit to the hotel upon arrival, and how much is it?
A: This depends on each hotel, and we will advise accordingly in the itinerary. If a key deposit is required, it is payable upon check-in, and costs any amount from £2-£25 per person. However this will be refunded at the end of the tour providing there were no problems.  Please check your quotation for details of the key deposit.

Q: Does our tour include food at the accommodation?
A: The board basis is detailed in your quotation pack. Most European tours are on a breakfast only basis, with no food included on USA tours. Please check your quote for further details, however each tour is different so please refer to your quotation and contact us if in doubt.

Q: Do all staff get single rooms?
A: Quotations are nearly always based on staff accommodated in twin rooms, unless requested (please see your quotation). If you require single rooms, let us know and the cost of this can be factored into the tour quotation.  Where there are an odd number of staff, we will always include one single room as standard.


Q: We have been quoted a price for excursions, do only the paying passengers have to pay, or do the free places have to pay for excursions?
A: Each excursion is different, where possible we try to give a price per student including free places.  However please refer to your quotation or get in touch if in doubt.

Q: I want a specific excursion that does not appear to be on your excursion list, does that mean that I cannot book it with Adaptable Travel?
A: If you let us know what excursion you would like, we will do our best to book it for your group, subject to availability.

Q: Can you book meals for our group?
A: Adaptable Travel will be happy to assist in the booking of meals, subject to availability of a suitable restaurant. However, we need plenty of notice, and advice on any special dietary requirements. Pre-booked meals will almost always consist of a set menu, and often the entire group will need to pick the same menu choice.

About Your Accommodation

If you have any more queries, please do not hesitate to get in touch and our friendly team will be happy to help.

SectionBenefitsCover LimitsExcess
1Cancellation or curtailment charges
Aggregate limit
(£20 loss of deposit)
2Emergency medical & other expenses
Emergency dental treatmentReplacement group leader
3Personal accident
1. i. Death benefit (aged under 16)
Death benefit (aged 16 to 64)
ii. Loss of limbs or sight (aged under 16)
Loss of limbs or sight (aged 16 to 64)
iii. Permanent total disablement (aged under 16)
Permanent total disablement (aged 16 to 64)
2. Death benefit (aged under 16)
Death benefit (aged 16 to 64)
4Baggage (Including valuables)
a) Single article, pair or set limit
b) Valuables limit in total
Group Equipment
5Group money, passport & documents
1. a) Currency, notes and coins
b) Other group money and documents
2. Passport or visa
6Personal Liability£2,000,000£100
Additional Bespoke Features Included
SectionBenefitsCover LimitsExcess
81. Delayed Departure
2. Cancellation of trip (after 12 hrs)
£20 per 12 hrs up to £100
9Missed departure£500£50
10Hospital benefit £15 per day up to £300£0