Questions to ask before choosing a group travel company
- Last reviewed
- 6 min read
- For universities, schools, sports teams, production crews, event organisers, corporate groups
The short answer
Before choosing a group travel company, ask who your contract is with, what legal rules apply to your booking, what the price includes and how fees are earned, what happens when something goes wrong abroad, and how your travellers' data is handled. Ask for answers in writing and compare them side by side. A good supplier will answer plainly and show you the contract terms before you pay a deposit.
Key takeaways
- Find out exactly which company you would be contracting with and which supplier contracts sit underneath yours.
- Ask what legal rules apply to your booking and what that means for cancellations, price changes and refunds. The answer differs between package and non-package arrangements.
- An IATA TIDS code identifies a travel seller to suppliers. It is not accreditation and does not by itself show financial standing or quality.
- For school visits, Department for Education guidance expects checks on provider insurance, safety standards and, for trips abroad, the LOtC Quality Badge or similar local accreditation.
- Ask for the contract, payment schedule and cancellation scale before you commit, and read them against your own policies.
Who exactly are you contracting with?
Start with the basics: the legal name of the company, its registered number and address, and whether it is the organiser of your trip or an intermediary selling someone else's product. You can check a UK company's registered details on Companies House. Then ask which suppliers hold your seats and rooms, because airlines, hotels and coach operators set their own deposit and cancellation rules, and your contract will usually mirror them.
Ask the company to explain, in writing, how a problem would be handled if a supplier failed to deliver. The answer tells you who is responsible for putting it right.
What does the question list look like?
| Topic | Ask | What a good answer looks like |
|---|---|---|
| Legal status | Which legal rules apply to this booking? | A specific answer that refers to the contract terms, not a general reassurance |
| Industry identity | What do your industry codes or memberships mean? | A plain explanation of what each one does and does not show |
| Pricing | What is included, excluded and based on what numbers? | An itemised quote with assumptions such as minimum paying travellers |
| Fees | How do you earn money on this booking? | Clear statement of fee, commission or margin, before booking |
| Payments | What are the deposit, balance and cancellation dates? | A dated schedule that matches the supplier deadlines |
| Support | Who do we call during the trip and when are they available? | Named contact, stated hours and an escalation route |
| Data | How will you use and share our travellers' details? | A privacy notice and a short list of who receives each data item |
| References | Can we speak to similar organisations? | Willingness to put you in touch, subject to client consent |
Use the same list with every company you approach, so the answers are comparable. Our guide to comparing group travel quotes shows how to set the prices out side by side.
What do industry codes and badges actually mean?
Several labels sound like endorsements but mean different things, so ask what each one shows.
- IATA TIDS: IATA's Travel Industry Designator Service gives travel agents and other intermediaries a unique numeric code so suppliers can identify their bookings. IATA's own FAQ states that TIDS holders cannot issue tickets through IATA's BSP; IATA Accredited Agents can. TIDS is an identification code, not accreditation.
- LOtC Quality Badge: the Department for Education's guidance on educational visits says the Council for Learning Outside the Classroom awards the badge to organisations that meet nationally recognised standards. For trips abroad, the guidance says schools should ensure providers hold the badge or similar local accreditation.
- Adventure activity licensing: DfE guidance notes that some adventure activities require a licence and that the HSE publishes licensing information. Ask providers of activities such as climbing or watersports which licence applies to their programme.
What should you check on safety, insurance and competence?
DfE's guidance for schools says to check that a provider has appropriate safety standards and public liability insurance, and, if the provider lacks the LOtC badge, to confirm its suitability. Checks include insurance, legal compliance, emergency policies, risk assessments, staff competence, safeguarding, accommodation and any subcontracting. The same questions are sensible for universities, clubs and employers.
- Ask for current insurance certificates, not just a statement that cover exists.
- Ask who writes the risk assessment for ground arrangements and how it will be shared with your leaders.
- Ask what emergency support looks like, who answers a call from your leader and how the company escalates.
- Agree in writing where the supplier's responsibility ends and your leaders' supervision begins. DfE guidance says the school should have an agreement setting out responsibilities, especially where the provider supervises children.
For wider context, see our guides on duty of care in group travel and group travel emergency planning.
How do fees, contracts and data fit in?
Ask whether the company charges a management fee, earns commission from suppliers, or sells at a margin, and whether you will see supplier costs. None of these models is wrong, but the price comparison depends on knowing which one you are being offered. Ask also how VAT is handled, and read what the Tour Operators' Margin Scheme means for your invoices.
Ask for the standard terms before paying a deposit and check the clauses described in group travel contract terms to check. Finally, ask how the company will handle your travellers' personal data, including passport and medical details, using the points in handling traveller data under UK GDPR.
How Roamly can help
Roamly is a UK-based specialist group travel management company. It is registered with IATA's TIDS programme, which is an identification code and not accreditation. We are happy to answer the questions above in writing, and our group flights and logistics services cover flights and ground arrangements. To start a conversation, contact us.
Sources
- IATA: TIDS frequently asked questions
- GOV.UK: Health and safety on educational visits (Department for Education)
- legislation.gov.uk: Package Travel and Linked Travel Arrangements Regulations 2018, regulation 3
General guidance only, checked against the sources above on 30 October 2026. Entry rules, airline policies and official advice change, so confirm the current position with the linked source before you travel.