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All your school travel questions answered

If you don't see your questions below, don't hesitate to contact our team who will be happy to answer any of your queries.

We will always try our hardest to accommodate a larger group but this is dependent on the availability of accommodation, flights and coaches. Adding extra students to a trip can increase the average cost per person, this is especially the case for groups travelling by air because as flights fill up airlines charge more per seat. We recommend capping your most popular trips to ensure that the price does not increase.

Your booking is confirmed once we have taken the deposit. Until then, prices are subject to change, in particular, if your booking involves flights as these are dependent on the airline.  We recommend that you confirm your booking within three to four weeks of receiving your quote to avoid disappointment. We appreciate that promoting a trip takes time and so we will work with you to help you launch the trip at the optimum time for your school and students.

The deposit amounts vary depending on whether you are travelling by coach or air as follows:


First deposit (per paying passenger)

Second payment (per paying passenger)

Coach trips



European  trips by air



Long haul trips by air



Ski Coach trips



Ski air trips






The first deposit secures the booking. The second payment is due around eight weeks later and the final balance is normally required twelve weeks before the departure date.

Payment schedules are there to help us secure the flights/transport and accommodation you have selected in time. However, we understand that each school has different needs and so we can often agree a more flexible payment schedule with you if required.

We are committed to keeping your trip as affordable as possible and there are a few ways in which you can keep the cost of your trip down, from filling a coach to capacity to booking your trip early to ensure the flight prices are as low as possible. The earlier we can book your trip the better if you are going by air as it means as soon as the flights are released we can access the best fares for you. Travelling outside peak season can also significantly reduce the overall cost of a trip.

The nature of school travel is that trips are organised well in advance and so when we provide you with a quote, the flights are usually not yet available. This means that the cost of the flight in your quotation is our best estimate based on experience and cannot be guaranteed. Most times we get it right, but we do recommend that you factor in some contingency just in case. Your educational trip expert will advise you on an appropriate contingency amount for flights. If you are travelling by air, we can usually secure you a better flight deal if you provide us with the passenger list well in advance.

Flights are subject to availability and timing changes so please bear this is mind when organising a school trip by air. We can only hold scheduled airline tickets for up to four weeks while low-cost airlines do not allow us to hold flights and so are best booked early to avoid price changes.

We will confirm your room allocation as soon as we receive it from our centre team or your accommodation provider. This should be no later than 2-3 weeks before your group’s departure.

We specialise in organising trips for school groups and so specific dietary requirements can usually be catered for easily if we are aware in advance. Please let us know of any specific requirements as early as possible so that we can ensure with our local teams that the needs can be met. Any questions please don’t hesitate to contact us!

We believe that the benefits of a school trip outweigh any potential short-term disruption to your group’s travel arrangements. Read our latest Brexit travel advice here.

For the latest school travel advice on EHICs, read our Brexit FAQ here.

Please let us know before booking your trip if anyone in your group has any special requirements or needs which might their impact their ability to participate in activities. We will do our utmost to accommodate any special requirements but we must know in advance so that we can advise on the suitability of your chosen arrangements. In rare circumstances, we may require a doctor’s certificate to confirm that members of the group are fit to participate in the trip.

If you or a member of your group pulls out of the trip we may charge a cancellation fee which is dependent on the status of booking as follows:

When cancelled

Charge payable (for each cancelled passenger)

More than 12 weeks before departure

Any deposits paid or due will be lost

Between 4 - 12 weeks before departure

60% of the total cost to be paid



Less than 4 weeks before departure


 80% of the total cost to be paid


2 weeks or less before departure

total invoiced cost


For more information, please see our booking conditions.

Depending on the reason the trip was cancelled, you may be able to claim some or all of these cancellation charges on your group travel insurance policy. See our group travel policy for details of cancellation insurance, excess and policy conditions.

We offer one free adult place for every eight paying students travelling by coach. The free teacher to student ratio for groups travelling by air is 1:10.

Though we will always try to provide single rooms, this cannot be guaranteed and, unless stated otherwise, your quote is based on teachers sharing a twin room. Alternatively, teachers can secure a single room for an additional supplement as long as there is availability.

Though some groups can organise a collective passport, we recommend that students travel under their own passports where possible. Please see the latest government advice about travelling on a collective passport at

Non-British citizens may need visas to travel to continental Europe and British citizens may require a visa for long-haul trips. Though we can provide general information, it is your responsibility to check that all members of your school group fulfil the passport, visa, health and immigration requirements applicable to your chosen itinerary. Requirements do change and you must check the up to date position in good time before departure.

Most countries, including European destinations, now require passports to be valid for at least 6 months after your return date. You can check the latest Brexit European travel advice here <link>.

Special conditions apply for travel to the USA, and all passengers must have individual machine-readable passports. Please check

Up to date travel advice can be obtained from the Foreign and Commonwealth Office at

Unless specified otherwise, travel insurance will be included in your quote. Voyager offers a comprehensive travel insurance policy, for more information please follow the link to <….>.

If the school have their own policy in place, please let us know and we will ensure that this is reflected in your quotation.  

You can book and travel in confidence knowing that Voyager School Travel is fully bonded through ABTA (number Y0554) and licensed by the Civil Aviation Authority under ATOL (number 9817).  What’s more, we are members of the School Travel Forum which means that we have to meet agreed additional quality and safety standards set out for school trips. For more information visit

Whilst we can provide risk assessments for the individual sites and activities, we cannot provide a risk assessment for your individual school as we do not know your students and any factors that might make an activity higher risk for them. If you would like to carry out your own specific risk assessment we can help arrange inspection visits for your trip. All of the information regarding health and safety and risk can be found here on our website, you can download them here <link>.

Voyager School Travel offers school-only language centres in Normandy and the Opal Coast where we maintain the very highest quality and safety standards for your school trip. You can find out more here <link>. We also have exclusive arrangements with language centres in Murcia, Andalucia & Girona Spain and the Eifel region of German. <link>

All other accommodation has been vetted to ensure it is suitable for school groups and adheres to the strict rules and regulations of the School Travel Forum – the recognised benchmark for school tour providers and the awarding body for the Learning Outside the Classroom (LoTC) Quality mark.  

Safety is always our number one priority and we never compromise on it. We are an Assured Member of the School Travel Forum (STF) which means that you can be secure in the knowledge that:

  • we understand and facilitate the needs of educational travel
  • we have effective Safety Management Systems in place
  • we offer fair terms and condition and the best financial security

Click <here> to read more about our Safety Management Systems.

Voyager offer full language immersion programmes in French, Spanish and German which means from the moment your students arrive at their accommodation they will be greeted by native speakers who are trained to engage your students by speaking to them in their language. We will create a totally immersive environment to get your student used to hearing and speaking the target language for the duration of their trip. During your stay you will notice that your student’s ability and enthusiasm improve and hopefully see this brought back with them to the classroom! For more info see <<>>>>.

Our animateurs are our native French speakers who are specifically trained at our flagship language immersion centre, Chateau de la Baudonnière, to encourage students to use their French. Explanations and instructions, mealtimes, games, tasks, lessons and excursions are all co-ordinated in French to totally immerse your students in the language.

The number of students can directly affect the cost of the trip and so it is important that you reach the minimum group size stated in your quotation. If not, the price per student may increase.  We will work with you to make the trip as affordable as possible and can provide posters,  presentations and parent letter templates to help promote your trip and maximise take-up.

1 student x 1 night = 1 point. The more students and the more nights you stay, the more points you earn.

To claim your rewards or to find out your current balance, just leave us a message or email your Voyager representative.

Why choose Voyager School Travel for your school trip?

You are in expert hands

We have specialised in educational trips for over 10 years and organise school trips for over 25,000 students a year. Read more...

We make it easier

Teachers’ lives are hard enough without the extra work involved in running a school trip, so we’ll be there for you before, during and after the trip. Read more...

Our own overseas teams

With a large overseas team looking after the majority of our school trips, you can be sure of consistent and personal service. Read more...

Truly educational school trips

Our language programmes use our own highly trained native-speakers to create a truly immersive experience which is shown to improve learning and confidence. Read more...

Our own residential centres

Our European residential centres offer the highest quality instruction and care which is why 8 out of 10 school groups return to our centres each year. Read more...

For teachers who are serious about the educational outcomes of their school trip.

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