Group travel, explained properly
Practical guides for the people who organise school, university, sports, production and event travel. Each one opens with a direct answer and links to the official sources behind it.
Start here
How do group flight bookings work?
How airline group bookings work for UK organisers: group size thresholds, quotes, deposits, name and ticketing deadlines, baggage, seating and common pitfalls.
12 min readFor universities, schools, sports teams, production crews, event organisers, corporate groups
EES and ETIAS: what UK groups travelling to Europe need to know
EES is live for UK travellers to the Schengen area, ETIAS has no start date yet. What groups need to know about biometrics, under-12s, Dover, fees and timings.
12 min readFor schools, universities, sports teams, production crews, event organisers, corporate groups
Passport and visa checks for group travel from the UK
Schengen passport rules, the 90/180-day rule, non-UK nationals, school lists of travellers, US ESTA and how to check documents for a group of 40 or more.
12 min readFor schools, universities, sports teams, production crews, event organisers, corporate groups
How to write a risk assessment for a school trip abroad
How to write a proportionate risk assessment for a school trip abroad, using DfE, HSE and OEAP guidance, with staffing ratios, consent and a worked example.
12 min readFor schools
How to plan a university field trip abroad: a step-by-step timeline
A 12-month timeline for planning a university field trip abroad: approvals, budget, risk assessment, permits, flights, student visas, briefings and review.
10 min readFor universities
What does duty of care mean for organisations sending groups abroad?
What duty of care means for UK organisations sending groups abroad: negligence, the Health and Safety at Work Act, corporate manslaughter and ISO 31030.
11 min readFor universities, schools, corporate groups, sports teams
How to organise travel for a sports team: kit, flights and match-day timing
How to organise sports team travel: fixture-led planning, scheduled vs charter flights, sports kit on planes, medication, coach driver hours and safeguarding.
13 min readFor sports teams
Travelling with film and production equipment: carnets, baggage and crew logistics
How to move a production crew and kit abroad: ATA Carnets from UK chambers, lithium battery Wh limits, excess baggage vs air freight, crew visas and insurance.
12 min readFor production crews
How to manage delegate travel for a conference or event
A practical guide to conference delegate travel: room blocks, attrition and cut-off dates, rooming lists, GDPR, arrival manifests, transfers and visa letters.
11 min readFor event organisers, corporate groups, universities
How to budget for group travel: costs, contingency and payment schedules
Build a group travel budget that holds: every cost line, fixed vs per-head costs, contingency, currency risk, deposit schedules and per-person pricing.
12 min readFor universities, schools, sports teams, production crews, event organisers
How to create an emergency plan for a group trip
Write an incident management plan for a group trip: roles, a 24-hour home contact, first-hour actions, medical help, lost passports and missing participants.
12 min readFor universities, schools, sports teams, production crews, event organisers, corporate groups
Group travel glossary: the terms organisers need to know
Plain-English definitions of group travel terms: allotment, attrition, PNR, ticketing deadline, DMC, TIDS, EES, ETIAS, GHIC, EVC, duty of care and more.
14 min readFor universities, schools, sports teams, production crews, event organisers, corporate groups
Ready to discuss your travel programme?
Tell us where your group is going and we'll set out how we would plan it.
Start a Proposal