How to Book Your School TripHow to Book Your School Trip

How to Book Your School Trip

Calculate your school Travel Insurance costs

Use our calculator to find out how much it will cost to add travel insurance to your tour.

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At Adaptable Travel we realise that organising a tour can be very demanding for group leaders. Therefore, we have designed this section of our website to provide you with extra support to help you in the promotion, organisation and booking of your tour, whilst at the same time answering any questions you may have.


Step 1: Request a Quotation

Contact us via any of the listed methods with your request (please include relevant subject areas of interest) and we will forward a detailed quotation complete and details of tour add-ons to enhance your tour. We are more than happy to provide further alternative quotes if your requirements alter.
> Request a Quote


Step 2: Provisional Booking

Once you are happy with your quotation and you have chosen your preferred departure dates we can check all the necessary availability and hold a non committal option for you. Please note not all airlines will allow seats to be held, in these cases we will have based our quotation on an estimated fare and the exact rate may be subject to availability.

As soon as we have checked availability and held the tour details we will send you your Provisional Booking details via email which will detail the next steps you need to confirm your tour, and deadlines.


Step 3: Promote the Tour

This step needs to be completed within the time frame defined by the Confirmation deposit date included in your Provisional Booking. It is common for many questions to arise during this step and your dedicated Educational Travel Consultant will support you throughout this process as and when required.
> Party Leader Resources


Step 4: Confirm the Tour

Once you have collected the deposits from the students, complete the Booking Form online. We will then send you an invoice for your Confirmation Deposit. This needs to be paid in full before we can confirm your tour. For some air tours a passenger list will also be required at this stage, this will be detailed in the Provisional Booking in Step 2.

Once we have received your Booking Form and Confirmation Deposit payment, we can then confirm your tour and we will send through a Booking Confirmation email.

Your booking will then be allocated your dedicated Tour Co-ordinator who will confirm the tour with all the relevant suppliers.
> Booking & Conditions


Step 5: Tour Operations

Your dedicated Tour Co-ordinator will work with you to ensure that all the required visits and excursions are booked and that the final itinerary is constructed to meet your group's requirements.
> About Your Trip


Step 6: Final Itinerary

We will forward your final itinerary for your approval complete with all required information including any vouchers or tickets where required. This will normally be sent approximately 2-3 weeks prior to departure. We can provide a draft of the final itinerary in advance if required for any pre tour meetings.

Final trip itinerary

Step 7: On Tour

While we expect your tour to go exactly as detailed on your itinerary we understand the need for group leaders to have support for the duration of the tour. All group leaders have access to our 24 hour contact service which will be detailed on the final itinerary.

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