The planning stages normally needed to be followed are:
Obtain approval to prepare the visit subject to satisfactory
preparation.
Obtain final approval from Local Education Authority (LEA) or
governors, and parental consents.
If possible, attend an inspection weekend in Barcelona. Contact
other schools who have used our services to assess the risks and suitability of
the venue. Request a copy of our risk assessments.
Final preparation
Information to and from parents.
Briefing evening (meet the supervisors). Brief pupils.
Deposits/full payments by parents.
Detailed advice based upon best practice is provided in the
menu on this page.
Ten booking steps
Seek approval of the proposed visit in principle.
Check the dates are available on our calendar.
Book dates provisionally online. The online booking system
automatically calculates a price. Please save a printed copy of the quote. We
will reconfirm.
Complete provisional details and pricing on our online booking
form.
Gather the necessary information for a first contact letter to
parents.
The following general information should be first given to
parents:
dates of the visit;
visit's objectives;
mode(s) of travel including the name of any travel company;
details of accommodation;
details of the activities planned and of how the assessed risks
will be managed;
approximate price;
our cancellation policy in case of individual student
withdrawals;
the need for a valid passport, European Health Insurance
Card (which replaces the old E111 reciprocal medical treatment form), and
for those pupils whose national or immigration status require it, a visa. A
European Health Insurance Card may be applied for online at www.ehic.org.uk
or via a form from any Post Office.
Gather the necessary information to complete your
organisation's formal visit approval form.
Book flights if necessary.
Send us a completed booking form by fax.
Arrange for a 15% deposit to be sent.
Pricing
We recommend that you set the price based upon a conservative
estimate of student numbers. Refunds are easier to give than the sending out of
a letter requesting more money. Remember to include the cost of U.K.
school-airport transfers, if required, and travel insurance. Many schools have
an in-house insurance policy that will cover the requirements of the trip at no
extra cost. With an average class-size group, the whole trip price is unlikely
to exceed £350 or so, whether travelling by coach or air.
