We get asked hundreds of questions from teachers and key decision makers about our trips. Below are some of the more frequently asked questions. If you have any further questions please let us know. Our school travel consultants have a wealth of knowledge to share!
Q. Is there a maximum or a minimum number of students I can take?
A. The minimum group you can take is 10 as that is the minimum needed to constitute a “group” with suppliers. A number of activities might have minimum numbers such as 15 or 25. There is no upper limit on the number of students you can take although if your group is over 40-45 we will need to arrange for another coach and activities might have to be staggered between groups.
Q. How much do we need as a deposit?
A. We require a deposit of 15% of the total cost of the trip, ideally at least 11 months in advance to secure the best flights. The next payment of 15% is due ten weeks later and the final payment 16 weeks before departure.
Q. Are deposits refundable?
A. Unfortunately, deposits are not refundable as they will have been put towards supplier payments. All schools should ensure participants have travel insurance to ensure that those who drop out due to medical reasons are covered.
Q. If someone can’t go can I find a replacement?
A. Yes, you can usually replace students free of charge up until the time of ticketing (approx. 6 weeks before travel). Even after ticketing, it can be possible to swap students but usually, there would be fees involved. We’ll do whatever we can to help.
Q. Will a change in numbers affect the cost?
A. Change in numbers might change the cost per student as fixed costs such as transport, tour managers and guides will be shared between less or more students. Generally, the more students you have the better the price is.
Q. Will the cost go up if the currency changes?
A. At Educating Adventures we try to do all in our power to protect you against fluctuations in the currency rates. However, up until the deposit is paid, if there are significant fluctuations in currency exchange rates we might have to change the price to reflect this. As soon as you pay the deposit and we’ve confirmed the flights Educating Adventures will hedge the currency protecting you against any future fluctuations in the exchange rates.
Q. Do your quotes include tipping?
A. Yes, all our quotes include all tips to the guides, drivers, restaurants and all other trip components organised by EA.
Q. Do I need a visa?
A. Educating Adventures will advise you on what visas you need and the process. If you have any students travelling on passports other than your home country please contact EA immediately for advice.
Q. I need help with the planning process.
A. Our helpful staff are experts at organising amazing trips so please contact them if you need any help or advice.
Q. Can I go on my preferred airline?
A. If you have a specific airline you want to travel with please let Educating Adventures know and they will try and ensure that you fly with that carrier, or advise of more convenient routing if it exists. Sometimes there might be a supplement to pay for certain airlines.
Q. Will we all be seated together on the plane?
A. Airlines will usually seat the group in a block, we can’t specifically place each individual traveller but after take-off, you are free to shuffle around in your allocated seats.
Q. Are payment deadlines flexible?
A. We will work with you as far as possible to come up with a deposit schedule that works. The first and final payments are the least flexible as we have to work around supplier deadlines.
Q. Can EA complete my risk assessment?
A. While the completion of the risk assessment has to be the responsibility of the teacher we will help in any way we can and have some useful documents to put you on the right track.
Q. I would like to meet my family/friends at the end of the trip and stay for a bit longer. Can I change my flights?
A. Where possible, Educating Adventures will work with the individual traveller/parents to deviate the return flight. When booking group flights, Educating Adventures choose a specific airline and their partner airlines based on availability and routing, so the deviation request must align with their group booking policies. Adjusting the date and keeping the flight route the same is generally easier to accommodate than amending the departure city or routing. Please note that whilst we will do everything possible to assist, deviations cannot be guaranteed, will be subject to availability, and additional costs may apply.
Q. When do I get a copy of the detailed trip schedule with timings on?
A. We will send out a draft version of your detailed itinerary approximately three months ahead of departure, an updated version will be sent to you one or two weeks ahead of travel. The final version can be shared with parents and school management.
Q. What student details will I need to collect?
A. Once a trip has been confirmed we will send out a blank copy of the School Group Details Form which has tabs to collect passport information, rooming lists, dietary & medical requirements and school emergency contacts. We send it out early leaving you plenty of time to complete it, we will need it back upon payment of the final balance around 3 – 4 months prior to departure.
Q. Will we have to complete waivers?
A. Certain activities do require waivers to be completed in order for students to participate. We will send you any waivers in advance of travel so you have time for the parents to sign them. They usually need to be returned as hard copies on the day of activity but we will let you know if other arrangements need to be made.
Q. Do your Tour Managers have police checks?
A. Our Tour Managers are carefully vetted and reference checked to make sure they are right for your group. If your school policy requires a police check we can request that your Tour Manager obtains an up-to-date check before your tour commences.
Q. Do your Tour Managers sign a code of conduct?
A. All of our Tour Managers sign a code of conduct with Educating Adventures so they are aware of their responsibilities and acceptable behaviour towards staff and students. This includes a social media policy too, although we find that plenty of our teachers like to keep in touch with our fantastic reps.
"This trip was mind-blowing! Students and adults alike were overwhelmed by the sheer scale of Kennedy Space Center and the work of NASA over the decades. The hands-on learning provided through the 3-day Kennedy Space Camp were brilliant, and taught the students so much more than 'about space'. Teamwork and problem-solving were both integral to their experience. We would go back tomorrow if we could. Looking forward to the next trip."
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