VISAs & Passports on School Trips

This page is intended for a resource to help you plan the visas and travel documentation requirements for your school trip. Please note that ensuring you have the correct paperwork and documentation in place for your trip is your responsibility.

Adaptable Travel cannot arrange visas for most destinations, as most embassies do not work with tour operators such as ourselves. If you are unsure whether you need a visa, we recommend that you contact the embassy of your country for advice.

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Passports

Validity Requirements

All travellers travelling on overseas trips must have a valid passport.

British passport holders should ensure that:

• The passport is less than 10 years old from the issue date (extra months do not count).
• There is at least six months’ validity remaining beyond the planned return date. This is widely recommended and often checked by border authorities.
• For some European countries, a minimum of three months’ validity after departure may be required.

Non-British passport holders should confirm the specific passport validity requirements for their destination and ensure they meet UK re-entry requirements where applicable.

Under the new rules, British dual nationals must present one of the following documents when travelling to the UK:

• A valid British passport.
• A valid Irish passport (Irish dual nationals only).
• A Certificate of Entitlement to the Right of Abode is attached to their foreign passport.

It is recommended that two photocopies of each passport be made: one to travel with and one to be kept securely at school in case of loss or theft.

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Group or Collective Passports

Group or collective passports can be arranged; however, they are no longer widely accepted and can cause difficulties at border control and during coach travel. Individual passports for all travellers are strongly recommended.

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Visas and Entry Authorisations

Travel to Europe (Schengen Countries)

UK citizens generally do not require a visa for short school visits to Schengen countries.

The European Travel Information and Authorisation System (ETIAS) is expected to be introduced in 2026/27. When implemented, eligible travellers will need to complete an online application prior to travel.

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Travel to the United Kingdom – Electronic Travel Authorisation (ETA)

From 25 February 2026, many visitors who do not hold a British or Irish passport will require an Electronic Travel Authorisation (ETA) to enter the United Kingdom, including for short stays.

The ETA will apply to nationalities that do not normally require a visa to enter the UK, such as many United States, Canadian and Australian passport holders.

British and Irish citizens are exempt from this requirement.

Each traveller, including children, must complete an individual application. Group applications cannot be submitted by a single group leader.

The ETA is:

• Applied for online or via the official UK government ETA app.
• Electronically linked to the traveller’s passport.
• Usually processed within a few days.
• Subject to a fee set by the UK government (approximately £16).

Applications should only be made through the official UK government website or app to avoid third-party charges or fraudulent services.

You can apply via this official website link.

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Travel to the United States – ESTA

Travellers visiting the United States under the Visa Waiver Programme must obtain an Electronic System for Travel Authorisation (ESTA) prior to departure. This applies to British passport holders and many other eligible nationalities.

ESTA applications are completed online and should be submitted well in advance of travel.

Applications should only be made through the official USA government website or app to avoid third-party charges or fraudulent services.

You can apply for an ESTA via this official website link.

Electronic devices

It is important to note the USA is introducing more stringent checks on travellers entering the USA. Officials may ask to inspect your electronic devices, emails, text messages, and social media activity. If you refuse, they can delay or deny your entry. US Customs and Border Protection has more information on electronic device searches.

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Special Documentation for Minors

Some countries require additional documentation for minors travelling without their parent or legal guardians. This may include a parental consent letter or supporting documentation. Requirements vary by destination and should be checked carefully well before travel.

Travel Documentation Checklist

Before departure, ensure that:

• All passports are valid and meet the required remaining validity period.
• Any required visas or travel authorisations have been obtained.
• ESTA approval has been secured for travel to the United States under the Visa Waiver Programme.
• ETIAS approval has been obtained, where required for travel to Europe (once implemented).
• UK ETA approval has been obtained where applicable.
• Parental or guardian consent documentation is in place where required.
• Copies of all travel documents are stored securely.

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Helpful Links

UK Government Foreign Travel Advice

UK ETA application

ESTA application‍