11. Overseas Visits

The Visit Plan should outline the aims, objectives and benefits of the visit and provide evidence that the purpose of the visit is compatible with the competences of the Leadership Team and the age and experience of participants.

If a tour operator or specialist provider is being used, it is important that they have the appropriate industry accreditation:

• ABTA
• ATOL
• EPA
• STF25 and BS8848and BS8848

In addition, it is important to seek references from other groups that have used a provider.

It is essential that the location and environment to be visited have been researched thoroughly. This can be done through:

• Prior knowledge from previous visits
• Contacting other organisations that have visited the location recently
• Researching guidance provided by the Foreign, Commonwealth and Development Office (FCDO), and organisations such as the British Council or Embassies

At the planning stage, accurate costing must be established and a realistic decision made regarding the viability of the proposed visit. Where contributions are expected from parents the information provided must be transparent and realistic and should include hidden costs such as spending money, visas, inoculations, and additional activities and entrance fees. Contingency monies should be built into the budget for potential emergencies or unseen expenditures.

If fundraising activities are to contribute to financing the trip, the commitment required from participants has to be made clear from the outset. If support is being sought from external sources (grants, sponsorship, etc.) this should be secured before proceeding, to avoid unexpected costs once a commitment from parents/participants has been made. Parents must also be made aware of any payment plans and the consequences of withdrawing from the visit once initial payments have been made.

Visit Leaders must check the requirements and restrictions on passports, visas and participants’ nationalities at an early stage in the planning process.

Where it is reasonably practicable all children should be able to access the opportunity to participate in Overseas Visits. Visit Leaders should be aware of and follow their Employer’s equality and inclusion arrangements.

A school is less likely to discriminate if it plans a trip taking into account the need to include all pupils irrespective of their protected characteristics rather than if it arranges a trip and then tries to adapt it to make it inclusive.

It is important to consider how accessible any trip is in terms of cost, venue, activities etc. Whilst it is not necessary for every participant to be able to take part in every activity it is necessary to make reasonable adjustments and consider alternatives to make the visit more inclusive.

In some circumstances additional staff may be required to allow an individual to participate – this needs to be taken into account in the early planning stages when considering staffing and costs and must not be an additional cost as a result of any individual choosing to participate.

There may be a range of insurance options available however it is important to check with the LA Technical Adviser in the early planning stage to check whether the LA has appropriate insurance cover in place. This should include the following: General Travel Insurance, Public Liability, Third Party Insurance and Medical, Evacuation and Repatriation Insurance. Where a LA has comprehensive insurance cover in place, additional insurance offered by a tour company is not necessary. Parents should be made aware of exactly what is and isn’t covered by insurance.

In the planning stage, the Visit Leader should investigate the availability and suitability of accommodation either through research or by contacting a tour operator. Be aware that standards in some countries are very different to those found in Western Europe and North America.

The Visit Leader should consider whether the accommodation:

• Fits with the aims and objectives of the visit
• Suits the needs and requirements of all participants (including disabled access)
• Is suitable for the gender mix of the group
• Provides adequate security and privacy for all participants
• Has easy access to toilets and washing facilities
• Complies with appropriate safety standards for the nature of the visit

Further information about checks that should be made in the planning stage and on arrival at a venue can be found in Section 11.11.

In the early planning stages and prior to departure it is important to:

• Check for pre-existing medical conditions of staff and participants
• Research the medical provision available at the location
• Check requirements for vaccinations, testing, and preventative medication
• Explore how medical assistance will be accessed and paid for Further advice is available from the NHS fit for travel website.

There are countries and areas in the world that are not suitable for LA led visits because it could expose participants to unacceptable risks. This can be a fluid and sometimes rapidly changing situation and thorough research has to be done at all stages of the planning process leading up to departure. Heads of Establishment and Visit Leaders have to be confident, that in visiting a particular area of the world, that the risks do not outweigh the benefits. Participants should be made aware of their responsibilities in terms of keeping themselves and other group members safe. Further details can be found in 11.9 – Preparing Participants.